Understanding how Tallyfy® handles file storage, security measures, and plan-specific limits helps you manage uploads effectively and determine when to leverage external storage solutions for optimal efficiency.
What file storage system does Tallyfy use?
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.
How does Tallyfy’s file storage system operate?
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
Enterprise plan: Custom storage limits based on organizational requirements
What are important storage considerations?
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Delete outdated or unnecessary files from Tallyfy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)
Where can I find detailed security and compliance information?
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.
What file storage approach does Tallyfy recommend?
Since Tallyfy focuses on workflow management rather than file storage, we recommend leveraging your organization’s existing cloud storage solutions for comprehensive file sharing and permissions management. Platforms like Dropbox, Box, Google Drive, and SharePoint integrate excellently with Tallyfy workflows.
How do I decide between Tallyfy storage vs external systems like SharePoint?
The choice between storing files in Tallyfy vs external systems depends on your organization’s specific requirements:
When to use Tallyfy file storage:
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
When to use external storage (SharePoint, etc.):
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
Hybrid approaches work best:
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
What are the technical considerations for file storage decisions?
Tallyfy Storage Specifications:
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
External Storage Integration:
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
What are common file storage decision patterns by industry?
Legal Services:
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
Healthcare/Life Sciences:
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
Financial Services:
Customer documents: Internal file servers for compliance
Process attachments: Tallyfy storage for workflow evidence
Audit materials: Document management systems with workflow tracking
This flexible approach preserves your Tallyfy storage allocation while maximizing the effectiveness of your existing file management tools and meeting organizational requirements.
How can I optimize sensitive data handling?
Since Tallyfy recommends external file linking over direct uploads, particularly for sensitive information, explore comprehensive guidelines on how to protect sensitive data in Tallyfy for enhanced security practices.
Sensitive information should be stored securely outside Tallyfy in dedicated systems with controlled access while using secure links within task descriptions to reference the data rather than storing it directly in the platform.
Tallyfy Analytics transforms workflow process data through a five-step system that detects events extracts information converts it to Parquet format stores it securely in Amazon S3 and provides AWS credentials for connecting business intelligence tools like Power BI and Tableau through Amazon Athena for advanced reporting and analysis.
