Form fields are an essential part of organizing and gathering information within processes, forms, and tasks in Tallyfy. There are two types of form fields: Kick-off Form Fields and Step or Task Form Fields. Kick-off form fields are the ones that appear before a process can be launched, while all other form fields appear within steps or tasks.
This article provides an overview of the different types of form fields available in Tallyfy.
Types
Tallyfy offers various field types to help you organize and collect information effectively.
Short Text Field
A single-line text field that allows you to capture up to 200 characters of information.
Settings and Validation Options:
Validation types:
No validation (Default)
Enforce number only
Enforce a single email address only
Enforce a URL only
Enforce an integer only
Enforce alphabetical characters only
Enforce alphabetical and numeric characters only
Data length validation: Set minimum or maximum number of characters allowed
Default content: Pre-fill the field with text or variables from other fields in the process
Prefix: Add text that appears before the input (e.g., ”$”)
Suffix: Add text that appears after the input (e.g., “cars” or “houses”)
Best Practices:
DO: Use short text fields for collecting specific, concise information like names, IDs, or single data points
DON’T: Use for collecting detailed explanations or multiple pieces of information that should be broken into separate fields
Example: For collecting a customer reference number, use a short text field with number-only validation and a prefix like “REF-”
Long Text Field
A field that can hold a large amount of text, with a character limit of 6,000.
Settings and Options:
Rich text (WYSIWYG) editor: Toggle on/off to allow formatting options
Default content: Pre-fill the field with text or variables from other fields in the process
Best Practices:
DO: Use for detailed descriptions, instructions, or when capturing comprehensive feedback
DON’T: Use for data that needs to be analyzed or sorted (structured data is better for analysis)
Example: When gathering detailed incident reports or collecting comprehensive customer feedback, use a long text field with the rich text editor enabled so users can format their responses for better readability
Dropdown List
Choose one option from a drop-down list.
Settings and Requirements:
Requires at least two options to be entered
You can set one of the dropdown options as the default choice
Best Practices:
DO: Use when there are multiple predefined options but only one selection is needed
DON’T: Use when multiple selections should be possible (use Checklist instead)
Example: For a status field with options like “Pending,” “In Progress,” “Complete,” or “Cancelled,” a dropdown ensures users select only one valid status
Checklist
Select one or multiple options from a list.
Settings and Validation Options:
Validation types:
No validation (Default)
At least one item must be checked
All items must be checked
You can set default choices that are pre-checked in the checklist
Best Practices:
DO: Use checklists for procedural verification steps or when multiple selections from a defined list are needed
DON’T: Use when items need to be mutually exclusive (use Radio Buttons instead)
Example: For a pre-flight checklist where multiple safety checks need to be verified, use a checklist with “All items must be checked” validation
Tallyfy’s checklist software ↗ capabilities go beyond simple lists to create accountability, tracking, and standardization throughout your processes.
Radio Buttons
Insert several options and select a single option from the list. Great for a short list of choices.
Settings and Requirements:
Requires at least two options to be entered
You can set a default choice that’s pre-selected
Best Practices:
DO: Use when you need to display all options visibly at once for quick selection
DON’T: Use when there are many options (use Dropdown instead) or when multiple selections are needed
Example: For a priority selection with options like “Low,” “Medium,” “High,” radio buttons make all choices immediately visible and ensure only one priority is selected
Date
Capture a date and time, with options to select the year, month, day, and time.
Settings and Default Options:
Default date options:
The current date and time
The current date and time plus or minus a certain number of days
Tallyfy stores the actual date and time entered only, with no timezone conversion
Best Practices:
DO: Use for capturing event dates, deadlines, or timestamps that will be used for scheduling or reporting
DON’T: Use when only collecting general timeframes where precise dates aren’t necessary
Example: For scheduling a follow-up meeting, use a date field with “current date plus 7 days” as the default to suggest a one-week follow-up
File Upload
Upload multiple files up to a 100Mb limit per file. Accepts various file types.
Features and Limitations:
Allows multiple files to be uploaded
Has file size limitations (100MB per file)
Accepts various common file types
Best Practices:
DO: Use when documentation, evidence, or specific files are needed for a process
DON’T: Use as the only method of collecting information when structured data is also needed
Example: For collecting signed contracts or supporting documentation, use a file upload field with guidance text specifying acceptable file types
Table
A table field allows you to define the columns of a table, which can then be filled in by the assignee once the process goes live.
Settings and Requirements:
You need to enter at least one column name
It does not have any default content options
Best Practices:
DO: Use for collecting structured, repetitive data with multiple entries of the same type
DON’T: Use for single data points or when the structure of the data varies widely
Example: For recording inventory items with attributes like item name, quantity, and price, a table allows users to add multiple entries in a structured format
Assignee Picker
An assignee picker field allows you to dynamically select one or more people as assignees for tasks.
Settings and Requirements:
If set to required, at least one assignee must be selected
Allows selection from groups, members, or guests within your organization
Best Practices:
DO: Use when task ownership needs to be determined during process execution rather than predefined
DON’T: Use when assignees are fixed and won’t change based on process context
Example: In an approval process where the approver depends on the transaction amount, use an assignee picker to allow the initiator to select the appropriate approver based on company policy
Additional Settings
To make your forms even more robust, Tallyfy provides additional settings for each field:
Name: A label that explains the requirement of the form field.
Guidance: Additional description, instructions, or examples to help complete the field.
Field alias: Required for webhooks integration to refer to this field.
Options: Provide selectable options for a field.
Required: Indicate whether a field is optional or required for completion.
Default value: Pre-fill the field with a default value, which can be a variable in the cases of short-text and long text fields that don’t use the rich text option.
Remember, incomplete form fields can be spotted and addressed in completed tasks.
Tallyfy’s form-building approach integrates data collection with process execution by enabling trackable workflows email verification field customization progressive steps conditional branching validation features communication tools and automated document generation.
Kick-off forms in Tallyfy enable structured data collection at process initiation with multiple field types verification features and public sharing capabilities while maintaining visibility throughout the workflow lifecycle.
The process of modifying templates involves adding new steps naming them editing descriptions assigning members setting deadlines adjusting step types and configuring advanced settings through the template edit interface.
Tallyfy transforms complex approval workflows into streamlined trackable processes by breaking them into clear steps with automated routing conditional logic real-time status tracking and contextual communication features.
