Templates can be enhanced with images videos files tables and links in task descriptions to provide clearer instructions and useful resources that improve task completion through better visual communication and reduced need for additional explanations.
The rich text editor
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. The editor provides comprehensive formatting and content insertion capabilities.
Here’s what you can do:
Use toolbar buttons for formatting like:
- Bold
- Italics
- Bulleted lists
- Numbered lists
- Headings (H2, H3, etc. - useful for organizing content)
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).
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).
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).
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.
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.
Tallyfy variables automatically transfer data from earlier workflow steps to later ones by pulling form field values into titles and descriptions creating personalized workflows with consistent information flow and reduced manual data re-entry.
Snippets are reusable text blocks that ensure consistency and efficiency by allowing you to create content once and use it across multiple templates and processes while automatically updating everywhere when changes are made.
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