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Processes

Processes in Tallyfy

A process is a running instance of a template. Here’s the key difference:

  • A Template is a reusable blueprint for a workflow (e.g., the steps for onboarding a new employee)
  • A Process is one specific execution of that template (e.g., onboarding Jane Doe starting today)

Why processes matter

Templates define how work should be done. Processes are the actual work happening now.

  • Processes are what you track daily
  • Processes are where team members collaborate
  • Processes are how you measure real progress

Every time you need to run the work defined in a template, you launch it to create a new, trackable process instance.

How should I name processes?

Give each process a unique, descriptive name so you can tell them apart (e.g., “Onboard Jane Doe”, “Onboard John Smith”). Takes seconds, saves hours.

You can also set up auto-naming in template settings (Settings > Summary > Auto-naming). Tallyfy then builds process names from kick-off form field values entered at launch.

Key characteristics

  • A process is a snapshot of its template at launch time. Later template changes won’t affect processes already running.

Template updates don’t affect running processes

When you update a template, existing processes keep their original version. That’s by design:

  1. State determination - no way to know where to insert new steps in a partially-complete process
  2. Relevance - new steps might not apply to processes started under different conditions
  3. Step removal - can’t safely remove completed steps that hold important data

Workaround for long-running processes (like 6+ month sales cycles):

  • Use Add Task to manually add new steps to running processes
  • Consider shorter process cycles with handoffs between templates
  • For major changes, complete existing processes and launch new ones
  • 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 (a fillable form)
  • You can add extra one-off tasks to any running process
  • Each process has its own activity log (audit trail)

What happens when a process completes?

Completed processes stay visible in your Tracker view. To clean up your view while keeping the data:

  • Archive - click the three-dot menu (…) on any process card in the Tracker view
  • View archived - filter by Status = Archived in the Tracker view
  • Restore - unarchive anytime to bring a process back

See how to archive and unarchive processes for full steps.

Pro > Launching

Tallyfy lets you launch reusable templates into independent trackable processes, each with its…
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