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The rich text editor

How can I use the rich text editor for tasks and descriptions?

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:

What basic formatting options are available?

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)

How can I insert dynamic content (variables, snippets)?

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.

How do I use the “Insert” menu for media and elements?

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).

How should I paste content from Word or Google Docs?

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.

What are the differences between Tallyfy and Word documents?

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).

Advanced mailto: options

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.

Mailto: links work differently across devices and browsers - here’s what you need to know:

Desktop browsers (Chrome, Edge, Firefox): Full support with a quick setup

  • Look for the protocol handler icon (double-diamond) in your browser’s address bar
  • Click it and allow Gmail (or your preferred email service) to “open all email links”
  • From then on, clicking a mailto: link opens your chosen web email service
  • This uses the browser’s registerProtocolHandler feature for seamless integration

Safari and mobile browsers: Limited support

  • Safari on macOS doesn’t support web-based protocol handlers - mailto: links will open your Mac’s default mail app
  • Mobile browsers (iOS/Android) generally don’t support web protocol handlers either
  • On mobile devices, mailto: links try to launch a native mail app, not web email
  • You’d need a native app (like the Gmail app) set as your default email handler

Workaround for universal access: If you control the link creation and know users primarily use Gmail, you can skip mailto: entirely and use Gmail compose URLs directly (see section below).

Important limitation: Mailto: links can only pre-fill plain text - no HTML formatting is possible.

According to the mailto: specification (RFC 6068), the body= parameter is strictly for “the first text/plain body part.” This means:

  • No bold, italics, or other rich text formatting
  • No hyperlinks or clickable URLs within the email body
  • No tables, images, or other HTML elements
  • Any HTML tags you include will appear as literal text, not formatted content

Working with plain text:

  • Use line breaks with URL encoding: %0D%0A represents a new line
  • Example: mailto:user@example.com?body=Line%201%0D%0ALine%202 creates two separate lines
  • Structure your content with spacing and plain text formatting (dashes, asterisks, etc.)
  • Keep messages clear and concise since formatting options are limited

If you need rich HTML emails, you’ll need to either:

  • Use server-side email sending where you control the MIME type and can include HTML
  • Direct users to a web form that sends formatted emails on the backend
  • Have users manually format the email after it opens in their client

Alternative: Gmail compose URLs for web-only workflows

If your team primarily uses Gmail on the web, you can create direct Gmail compose URLs instead of mailto: links. These bypass the mailto: protocol entirely and open Gmail’s compose window directly.

Gmail compose URL structure:

https://mail.google.com/mail/?view=cm&fs=1&to=recipient@example.com&su=Subject&body=Message

Parameters you can use:

  • to= - Recipient email address
  • cc= - CC recipients (comma-separated for multiple)
  • bcc= - BCC recipients
  • su= - Subject line
  • body= - Message body (plain text only, URL-encoded)

Example with variables:

<a href="https://mail.google.com/mail/?view=cm&fs=1&to={{customerEmail}}&su=Order%20{{orderNumber}}%20Update&body=Hi%20{{customerName}},%0A%0AYour%20order%20is%20ready." target="_blank">Email customer via Gmail</a>

Limitations of Gmail compose URLs:

  • Plain text only - Just like mailto:, the body parameter doesn’t support HTML formatting
  • Gmail-specific - Only works for users who use Gmail (won’t work with Outlook, Yahoo, etc.)
  • Web-only - Opens in a browser tab, not a desktop email client
  • Authentication required - Users must be logged into Gmail

When to use each approach:

  • Use mailto: When users have various email clients and you want universal compatibility
  • Use Gmail URLs: When you know all users use Gmail and want to avoid mailto: handler issues
  • Use server-side: When you need HTML formatting, attachments, or guaranteed delivery

For teams using Gmail exclusively, the compose URL approach eliminates compatibility issues while still providing one-click email creation with pre-filled content.

Templates > Insert media

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.

Variables > Insert variables

Variables in Tallyfy automatically transfer information from form fields in earlier steps to later step titles and descriptions by clicking the [ ] button and selecting the data source which eliminates retyping and personalizes workflows with dynamic content that updates instantly when source data changes.

Snippets > Use snippets

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.

Tasks > Edit tasks

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.
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