Tallyfy form fields collect user input on kick-off forms and individual tasks. Types include…
Choosing the right field type
Which form field should you use?
Section titled “Which form field should you use?”The right field type depends on what the data represents and how people will interact with it. A wrong choice creates confusion or meaningless data.
Quick decision guide
Section titled “Quick decision guide”| What you need | Best field type | Why |
|---|---|---|
| Pick ONE from 2-5 options | Radio buttons | All options visible at once |
| Pick ONE from 6+ options | Dropdown | Saves space, searchable |
| Confirm multiple items done | Checklist | Multi-select with validation |
| Yes/no confirmation | Radio buttons | Two clear, unambiguous options |
| A specific date | Date | Calendar picker prevents format errors |
| A detailed explanation | Long text | Room for multi-line responses |
| Brief data (name, number) | Short text | Single line, optional validation |
| Upload evidence/files | File upload | Multiple files, up to 100MB each |
| Select a person | Assignee picker | Pulls from Tallyfy members, groups, and guests |
| Structured data rows | Table | Defined columns, unlimited rows |
When NOT to use a checklist
Section titled “When NOT to use a checklist”A single-item checklist isn’t a real choice - it’s just confirmation. Use a different approach when you only have one thing to verify.
| Instead of this | Use this | Example |
|---|---|---|
| Checklist with 1 item | Yes/No radio buttons | ”Has payment been received?” |
| Single-option dropdown | Yes/No radio buttons | ”Approved?” with Yes/No |
| Checkbox for confirmation | Radio buttons + conditional fields | See example below |
Better pattern - payment confirmation:
- Radio buttons: “Has payment been received?” - Yes / No
- Conditional date field (shown if Yes): “Date payment appeared in bank account”
- Optional file upload: “Upload proof of payment (bank statement)”
This captures actual proof - not just a meaningless single selection.
When to use checklists
Section titled “When to use checklists”Checklists shine for multi-item verification:
- Confirming several related items were completed
- Order of completion doesn’t matter
- Some or all items may apply
Good examples:
- Quality check: “Verified formatting”, “Checked for errors”, “Confirmed accuracy”, “Reviewed by second person”
- Equipment handover: “Laptop returned”, “Badge collected”, “Keys returned”, “Parking pass collected”
- Approval criteria: “Budget approved”, “Legal reviewed”, “Manager signed off”, “IT security cleared”
Validation options:
- At least one item checked (mark field as required)
- All items checked (enable the “must all be checked” setting)
- No validation (purely informational)
Radio buttons vs dropdown
Section titled “Radio buttons vs dropdown”Both let you pick ONE option. The difference is display.
Radio buttons - best for 2-5 options where you want all choices visible at once. Radio fields require at least 2 options.
Dropdown - best for 6+ options, or when screen space is tight and options are self-explanatory.
For yes/no questions, always use radio buttons. A two-item dropdown just adds an unnecessary click.
Field types and automations
Section titled “Field types and automations”Your field choice affects what automations you can build:
| Field type | Available conditions | Example |
|---|---|---|
| Radio buttons | Equals, not equals, contains, is empty | If “Priority” = “High” then assign to Manager |
| Dropdown | Equals, not equals, contains, is empty | If “Department” = “Finance” then show finance steps |
| Checklist | Contains, not contains, equals, is empty | If “Requirements” contains “Legal Review” then show legal step |
| Short text | Contains, equals, greater/less than, is empty | If “Country” contains “USA” then show US compliance step |
| Date | Equals, greater/less than, is empty | If “Start Date” is past today then show warning |
Common mistakes
Section titled “Common mistakes”-
Dropdown for binary choices - Use radio buttons. Dropdowns add an unnecessary click for yes/no decisions.
-
Single-item checklists - Not useful. Use radio buttons or conditional fields instead.
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Long text for structured data - Use separate short text fields or a table when you need specific pieces of information.
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File upload for simple confirmations - Don’t require uploads when a radio button would do. It creates friction.
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Missing validation - Mark required fields as required. Enable email validation on text fields that collect email addresses.
Related articles
Section titled “Related articles”How To > Build effective forms
Tallyfy builds forms directly into workflow steps, so every submission triggers a trackable…
Tasks > Create and use subtasks
Tallyfy’s Checklist form field lets you break a single task into smaller, checkable subtasks…
Tasks > Set default content for form fields
Pre-fill form fields with static text, dynamic variables from earlier steps, or system values…
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