Tallyfy transforms static workflow templates into active trackable processes with specific assignments and deadlines enabling organizations to move from planning to execution with complete accountability through multiple launch methods including manual triggers API calls and web forms while maintaining process independence from template changes.
More about processes
- A Template is like a master recipe or blueprint for a standard workflow task (e.g., the steps for onboarding a new employee)
- A Process is a single time you execute that template for a specific case (e.g., the actual onboarding process for Jane Doe that you started today)
Processes are the heart of getting actual work done in Tallyfy.
While templates define how work should be done, processes represent real, active instances of work being executed. Understanding processes is critical because:
- Processes are what you track daily
- Processes are where team members collaborate
- Processes are how you measure real progress
Clear processes with unique identities help prevent confusion, enable proper tracking, and provide valuable data for future improvements.
Every time you need to execute the work defined in a template, you launch that template to create a new, unique process instance that you can track.
This workflow approach applies to any repeatable business process, big or small.
It’s important to give each launched process a unique, descriptive name so you can differentiate them (e.g., “Onboard Jane Doe”, “Onboard John Smith”).
You can also set up auto-naming in Tallyfy template settings (Settings > Summary > Auto-naming) to automatically create process names based on information entered in required kick-off form fields.
- A process is a copy of its template at the moment it was launched. Later changes to the template don’t affect processes already running
- You can launch many processes from the same template
- A process can be based on a procedure template (with workflow steps) or a document template (like a fillable form)
- You can add extra one-off tasks to a running process if needed
- Each process has its own unique activity log (audit trail) for compliance tracking
- Commenting processes
- Edit processes
- Export process to CSV
- Make a process visible to outsiders or guests
- Managing the complete process lifecycle
Now that you understand what Tallyfy processes are, learn how to track them effectively using the Tracker view to monitor workflow progress.
If you need to modify processes after launch, explore how to add tasks to active processes for maximum flexibility.
Processes > Managing the complete process lifecycle
Managing the complete process lifecycle involves creating detailed templates launching customized instances monitoring progress through tracking views handling exceptions and analyzing completion data to continuously improve workflow efficiency and effectiveness.
This tutorial explains how to launch a workflow process from an existing template in Tallyfy by navigating to templates finding your desired template clicking launch completing any kick-off forms naming the process instance optionally reviewing and editing settings then launching to create an active trackable workflow.
Edit Processes > Auto-name a process in Tallyfy
Auto-naming processes creates consistent naming patterns from template variables to replace manual inconsistent naming that makes processes hard to find and track.
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