Tallyfy allows users to enrich task descriptions by adding various media types including images videos files tables and links directly through the Insert button in the editor toolbar with support for uploads up to 100MB and embedding from external platforms.
The rich text editor
Tallyfy’s rich text editor appears wherever you type text - in task descriptions, comments, long text fields, and template descriptions. It’s like having a mini word processor right inside Tallyfy. You can format text, add images, embed videos, and insert dynamic content.
Here’s what you can do:
You’ll find all the standard formatting tools in the toolbar:
- Bold
- Italics
- Bulleted lists
- Numbered lists
- Headings (H2, H3, etc. - great for organizing longer content)
Look for these icons in your toolbar (they’re usually on the right side):
- Insert Variable ( icon): This pulls in information collected earlier in your process. Super handy.
- Choose data from Kick-off form fields.
- Choose data from previous step fields in the same process.
- Choose System variables (like
Current TaskID,Current ProcessID) - these are mostly for technical integrations. - Need more details? Check out Using Variables.
- Insert Snippet/Template (✂️ icon): Drop in reusable content blocks with a single click.
- Snippets: These are saved blocks of text you use often. See Using Snippets.
- Templates: Link to another template right inside your current one. It’s like nesting workflows - perfect for referencing standard procedures or compliance checklists within task descriptions.
The Insert menu (usually on the left side of your toolbar) is where the magic happens:
- Insert Image: Upload an image or link to one that’s already online.
- Upload File: Attach documents, spreadsheets, PDFs - whatever you need.
- Insert Video: Upload video files (MP4, WebM, up to 100MB). Pro tip: Use ‘Embed URL’ instead - it loads much faster. More info at Adding Videos.
- Insert Link: Create clickable web links.
- Insert Table: Need a simple table? Done.
- Embed URL: This one’s powerful. Paste links from YouTube, Vimeo, Twitter, Google Maps, and tons of other sites. The content shows up right in your task. No clicking away needed.
- Page Break: Add page breaks (you’ll mainly use this in Document templates).
Here’s something that might surprise you - when you paste from Word or Google Docs:
- Most formatting disappears: Tallyfy strips out fonts, colors, and fancy layouts. Why? It keeps everything looking consistent and prevents weird technical glitches.
- Best approach: Paste as plain text first, then add formatting with the editor buttons. Takes an extra minute but saves headaches later.
Tallyfy isn’t Word - and that’s actually a good thing. Here’s what’s different:
- It’s built for online workflows, not printing documents.
- Those headings (H2, H3)? They automatically create a table of contents. Pretty neat.
- Your organization’s branding applies everywhere - no need to format each document.
- Images from Word might look huge at first. Just resize them after pasting.
- Instead of saving versions, Tallyfy tracks every change in activity logs. You can see who changed what and when.
Want users to send pre-filled emails with a single click? You can create smart mailto: links in task descriptions using HTML mode and variables. When someone clicks the link, their default email client opens with everything already filled in - subject line, recipients, even the message body.
Here’s how it works:
- Your organization must have HTML authoring enabled (check Settings > Organization > Customization)
- You need variables set up in earlier steps if you want dynamic content
- Users need a default email client configured on their device
In HTML mode, here’s the structure:
<a href="mailto:recipient@example.com?subject=Task Complete&body=The task has been completed.">Click to send status email</a>This creates a link that opens an email to recipient@example.com with “Task Complete” as the subject and a pre-written message.
The real power comes from combining mailto: links with Tallyfy variables. Say you collected customer information in earlier steps - you can use that data in your email:
<a href="mailto:{{customerEmail}}?subject=Order {{orderNumber}} Update&body=Hi {{customerName}},%0A%0AYour order {{orderNumber}} is ready for pickup.%0A%0ABest regards,%0A{{assigneeName}}">Email customer about order</a>Note: Use %0A for line breaks in the email body (that’s URL encoding for a new line).
You can include multiple recipients, CC, BCC, and more:
<a href="mailto:{{primaryContact}}?cc={{managerEmail}}&bcc=records@company.com&subject=Project {{projectName}} - Approval Needed&body=Please review and approve the attached deliverables for {{projectName}}.">Request approval</a>- Customer notifications: Pre-fill order updates, appointment confirmations, or service completions
- Approval requests: Generate emails with all context needed for quick approvals
- Status updates: One-click reports to managers or clients with current process data
- Escalations: Create urgent emails with all relevant case information included
Remember - the email still opens in the user’s email client where they can review and edit before sending. Nothing gets sent automatically, giving users full control while saving them tons of typing.
Snippets are reusable text blocks that administrators create once and team members can insert into templates tasks comments and other text areas to maintain consistency and save time across the organization.
Task editing allows users to modify assignees add media use rich text descriptions and adapt work requirements to ensure tasks stay relevant and actionable as situations change throughout their lifecycle.
Tallyfy variables automatically transfer data from earlier process steps to later steps by pulling form field values into titles and descriptions creating personalized workflows that reduce manual data re-entry and ensure consistent information flow throughout automated processes.
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