Form fields are how you collect info within Tallyfy tasks. Add them to the Kick-off Form (filled before the process starts) or to individual tasks in the process.
This article describes the types of form fields available.
Field types explained
Short text
Single line for short text (up to 200 characters).
Use for names, IDs, emails, URLs, numbers, etc.
Options: Enforce validation (e.g., must be number, email, URL), min/max length, prefix/suffix (e.g., $, kg).
Long text
Larger box for paragraphs or detailed text (up to 6,000 characters).
Options: Enable rich text formatting (bold, lists).
Use for descriptions, notes, feedback.
Dropdown list
Lets users pick one option from a list you create.
Options: Define list items, set default.
Use when there are several choices, one allowed (e.g., select department).
Checklist
Lets users check one or more items from a list you create.
Options: Define list items, set defaults, validation (require ‘at least one’ or ‘all items’).
Use for sub-task lists, required docs, feature selection. See Create Subtasks.
Radio buttons
Lets users pick only one option from a list showing all options.
Options: Define list items, set default.
Use for short lists, one choice (e.g., Yes/No, Priority).
Date
Lets users pick a date (and optionally time) from a calendar.
Options: Set default date (e.g., today, today + 7 days).
Use for deadlines, start dates, meeting dates.
File upload
Lets users upload file(s) (up to 100MB each).
Options: Set as required.
Use for collecting docs, images, reports.
Table
Create a table with columns you define. Users add rows of data.
Options: Define column headers. No default content.
Use for collecting structured lists (e.g., order line items, attendee lists).
Adding Columns: When setting up the field in the template editor, click Add New Column to define the structure.
Using in Tasks: When the task is active, users click Add Row to enter data into the table you defined.
Using with Variables: You can insert the entire table’s data into a later step description using the Insert Variable feature.
Using in Rules: You can create automation rules that check if a specific column within the table Contains a certain value.
Assignee picker
Lets user select a Tallyfy member or group.
Options: Set as required.
Use when the person doing a later task needs to be chosen during the process.
Other field settings
Most fields also have these settings available when setting them up:
Name: Field label (the question).
Guidance: Optional help text below the label. Add this in the Advanced section of the field settings within the template editor. It appears in italics below the field name when the task is active, and any URLs included become clickable links.
Field Alias: Unique internal ID for integrations (API/Webhooks). It is automatically generated based on the first name you give the field and does not change even if you edit the field name later. This ensures that variables or integrations using the alias continue to work.
Required: Mark if required before task completion.
Default Value: Set default value (can use variables for text fields).
Remember, incomplete optional form fields can be seen and addressed in completed tasks.
Tallyfy enables organizations to build forms that integrate directly with trackable workflows rather than just collecting data through features like email verification conditional branching field validation collaborative completion and automated document generation.
Instructions for customizing document templates with editable fields like short text long text and dates while maintaining document consistency through clear field naming and strategic placement of related inputs.
Checklist fields enable breaking down tasks into manageable subtasks that can be tracked and validated based on specific completion rules within the Tallyfy platform.
Tallyfy transforms complex approval workflows into trackable processes with clear visibility and accountability through automated kick-off forms conditional step logic dynamic assignments real-time tracking automated reminders contextual communication and organized archival systems.
