Integrations > Document management
Tallyfy can integrate with existing document management systems to handle workflow orchestration while maintaining your current security protocols and document storage solutions.
File storage and security
Tallyfy stores uploaded files in Amazon S3 with plan-specific storage limits. You can also link to external files from cloud storage services without using your Tallyfy storage quota.
Tallyfy enables file uploads to steps, tasks, forms, and comments. All uploaded files are stored securely in Amazon S3 buckets with enterprise-grade security measures and comprehensive data protection.
- All uploaded PDFs, documents, images, screenshots, audio, and video files count towards your subscription’s storage limit
- Default storage location resides in the US West region within AWS data centers in Oregon
- Storage limits vary by subscription plan:
- Docs plan: 5GB total organizational storage
- Basic plan: 5GB per member
- Pro plan: 25GB per member
- Enterprise plan: Custom storage limits based on organizational requirements
- File links shared through external apps like Box, Dropbox, Google Drive, or OneDrive do not count towards your Tallyfy storage limit
- When approaching storage limits, Tallyfy provides notifications with these options:
- Delete outdated or unnecessary files from Tallyfy
- Upgrade your subscription plan for additional storage capacity
- Future “bring your own storage” options (contact support for availability updates)
For comprehensive IT, compliance, and security details about file storage, visit our compliance and security page ↗. Data export capabilities vary by subscription plan; contact support for specific feature availability.
Tallyfy focuses on workflow management. Use your existing cloud storage (Dropbox, Box, Google Drive, SharePoint) for file management and link those files in Tallyfy workflows. Learn how to implement this approach with document management integration.
- Workflow-centric files: Documents that are integral to the process flow and need to be directly accessible within tasks
- Simple file management needs: When you don’t require advanced document management features like version control or redlining
- Unified workflow tracking: Files that need to be tracked as part of the overall process audit trail
- Smaller file sizes: Files under the 150MB upload limit that don’t require specialized hosting
- Document management requirements: When you need features like redlining, version control, or collaborative editing
- Regulatory compliance: Organizations with specific document storage requirements (HIPAA, life sciences, etc.)
- Large file handling: Videos or large files exceeding the 150MB limit
- Existing document governance: When you have established DMS policies or approved file systems
- Advanced file features: Word documents requiring tracked changes or specialized document workflows
Many organizations successfully combine both approaches:
- Draft documents: Start with external storage links for collaborative work
- Final documents: Upload final PDFs to Tallyfy for process completion and archival
- Process-specific files: Use Tallyfy for workflow-critical documents, external storage for supporting materials
- Security-sensitive files: Link to internal file servers for sensitive documents while maintaining workflow tracking
- Upload limit: 150MB per file (larger files should use external hosting like Vimeo for videos)
- Storage allocation: Plan-specific limits from 5GB total to 25GB per member
- Security: Enterprise-grade Amazon S3 storage with comprehensive data protection
- Integration: Files directly accessible within workflow tasks and processes
- File Request Integration: Create unique file request links in your file-sharing system and share them within task descriptions. Tallyfy won’t access files uploaded through these external requests
- Direct File Linking: Upload files to your preferred storage platform, then copy specific file links and paste them into Tallyfy fields (including text fields or task descriptions)
- Link preservation: External file links don’t count toward your Tallyfy storage allocation
- Contract drafts: SharePoint/Word for redlining and collaboration
- Final executed contracts: Tallyfy upload for process completion and audit trail
- Client communications: External file server links for sensitive documents
- Patient files: HIPAA-compliant external systems with links in Tallyfy
- Process documentation: Tallyfy storage for workflow-critical files
- Regulatory submissions: Approved DMS systems with reference links
- Customer documents: Internal file servers for compliance
- Process attachments: Tallyfy storage for workflow evidence
- Audit materials: Document management systems with workflow tracking
For sensitive information, use external file linking instead of direct uploads. See how to protect sensitive data in Tallyfy.
Document Management > File request links
File request links enable secure document collection from external users by generating unique upload URLs that allow anyone to submit files directly to your document management system without requiring account access or system permissions.
File Request Links > Dropbox file requests
Dropbox file requests provide a simple way to collect documents for Tallyfy workflows by allowing anyone to upload files directly to your Dropbox folder without requiring an account while maintaining security and organization through unique unguessable URLs and customizable folder destinations.
File Request Links > SharePoint file requests
SharePoint and OneDrive file requests enable secure document collection from external users without requiring Microsoft accounts through simple upload links that maintain compliance and security while integrating with existing Microsoft 365 environments.
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