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Share a process

Need to share process updates with a client who doesn’t have Tallyfy access? Simple. Generate a public link - anyone with it can view your process in real-time without making changes. Perfect for keeping external stakeholders in the loop.

You might use this when you’re managing a project for a client and they want visibility into progress. Or maybe you’re working with a partner company and need to share workflow status. Tallyfy’s secure public links give you that transparency without the security headaches. Your stakeholders see exactly what’s happening (comments, tasks, progress - whatever you choose to share), but they can’t modify anything.

Here’s the thing: it’s all read-only. Complete visibility, zero risk.

  1. Navigate to your Tracker view and open the specific running process you want to share publicly.

  2. Click the Settings button for that process (typically a gear icon ⚙️ located in the top right corner).

  3. In the settings panel that opens, navigate to the Permissions section.

  4. Locate the setting labeled Public to the world and toggle it to Yes.

  5. You might see additional options appear allowing you to choose exactly what parts of the process are visible on the public link (e.g., comments, form data). Select these options carefully based on what information you want to share externally.

  6. After enabling public access, locate and copy the automatically generated public link (it will appear in the same Permissions section).

    Process permissions settings showing Public to the world option

How does the public setting affect guest visibility?

Here’s where it gets interesting. Making a process public doesn’t just create a shareable link - it changes what your guests can see too.

When you flip that Public to the world switch to Yes, your guests suddenly get a much wider view in the Tracker view:

  • Private process (default): Guests only see their own tasks. That’s it.
  • Public process: Guests can see ALL tasks in the entire process - even ones they’re not assigned to

Critical security consideration

When you make a process public, ALL guests assigned to ANY task in that process can see EVERY task in the workflow, including:

  • Tasks assigned to other guests/vendors
  • Internal company tasks
  • All form field data entered
  • All comments and discussions
  • File attachments

Think about that for a second. If you’ve got multiple external vendors working on different parts of a project, making it public means they’ll all see each other’s tasks AND your internal work. Sometimes that’s exactly what you want (transparency breeds accountability). Sometimes it’s definitely not.

The Tasks view? Different story. Guests still only see their assigned tasks there, public or not.

Important consideration for guest privacy

If your process contains tasks assigned to different external guests who shouldn’t see each other’s work, keep the process private. Public processes are best suited for situations where full transparency is desired among all participants.

Got your public link? Share it with anyone who needs to see what’s happening. Your client gets real-time updates, you maintain control - everyone wins.

Templates > Publish a template

Tallyfy enables administrators and standard members to publish templates publicly on the internet allowing external stakeholders to view process structures without login credentials while maintaining security by keeping operational data and form responses private.

Guests > Get a guest's unique link

Guest task links are web addresses that allow external people to access specific tasks without creating a Tallyfy account and can be found either through the task menu or the main guest list in Settings.

Documenting > Guests

Tallyfy guests enable external clients suppliers contractors and business partners to complete specific workflow tasks and forms through unique secure links without requiring full accounts while maintaining unlimited free access and ensuring all external participation is tracked as integrated parts of larger organizational workflows.

Edit Processes > Add process notes

Process notes in Tallyfy serve as a centralized hub for critical information files and links that remain visible across all tasks in a process run ensuring consistent access to essential context and resources for all participants throughout the workflow.