The rich text editor

Using the rich text editor for tasks and descriptions

Many places in Tallyfy where you type text (task descriptions, comments, long text fields, template descriptions) use a rich text editor. This lets you format text and add content beyond plain text.

Here’s what you can do:

Basic formatting

Use toolbar buttons for formatting like:

• Bold
• Italics
• Bulleted lists
• Numbered lists
• Headings (H2, H3, etc. - useful for organizing content)

Inserting dynamic content (variables, snippets)

Find icons in the toolbar (usually on the right):

• Insert Variable ( icon): Click to insert info collected earlier in the process.
  • 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), often used for technical integrations.
  • See Using Variables for details.
• Insert Snippet/Template (✂️ icon): Click to insert reusable content blocks.
  • Snippets: Insert saved blocks of standard text. See Using Snippets.
  • Templates: Insert a link to a template (less common use).

Using the “Insert” menu (media and elements)

Find the Insert menu (usually left side of the toolbar):

• Insert Image: Upload an image or link to an online image.
• Upload File: Attach documents, spreadsheets, PDFs, etc.
• Insert Video: Upload a video file (MP4, WebM, up to 100MB). Recommendation: Use ‘Embed URL’ instead for better performance. See Adding Videos.
• Insert Link: Make a clickable web link.
• Insert Table: Create a simple table.
• Embed URL: Paste links from many sites (YouTube, Vimeo, Twitter, Google Maps, etc.) to show previews or interactive content directly. Often best for external content.
• Page Break: Add page breaks (mainly for Document templates).

Pasting content from Word or Google Docs

Be careful pasting from programs like Word or Google Docs:

• Most formatting is removed: Tallyfy removes complex formatting (fonts, colors, layouts) on paste. This keeps content looking consistent and avoids technical issues.
• Best approach: Paste plain text first, then apply formatting using the editor buttons (bold, headings, lists).

Tallyfy vs. Word documents

Note these differences when creating text content:

• Tallyfy is designed for online use, not primarily for printing.
• Use Headings (H2, H3) for structure; this helps build automatic Tables of Contents.
• Tallyfy applies your organization’s branding; you don’t style content individually.
• Images might need resizing after pasting from Word.
• Tallyfy tracks changes via activity logs, not file versions.

Related articles

Templates > Insert media

Media files like images videos files tables and links can be added to task descriptions in templates with a 100MB upload limit to enhance instructions through a simple insert menu interface.

Snippets > Use snippets

Administrators can create reusable text blocks called snippets that any team member can insert into editable content areas to maintain consistency and enable quick updates across the organization.

Variables > Insert variables

Variables in step titles and descriptions enable automatic information display from earlier form fields to later steps ensuring data consistency personalization and error reduction throughout workflow processes.

Templates > Snippets

Snippets function as reusable text blocks that streamline workflow documentation by allowing users to insert standardized content across templates tasks and processes while maintaining central control over updates.