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Types of form fields

Overview of available form field types

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). Short Text Field

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. Long Text Field
  • 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). Dropdown List Field

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. Checklist Field

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). Radio Buttons Field

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. Date and Time Field

File upload

  • Lets users upload file(s) (up to 100MB each).
  • Options: Set as required.
  • Use for collecting docs, images, reports. File Upload Field

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. Assignee Picker Field

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.

Incomplete Task

How To > Build effective forms

Tallyfy’s form-building system integrates data collection with workflow automation allowing users to create dynamic forms that verify submissions track progress enable communication and automatically generate documents while connecting directly to downstream processes.

Documents > Add fields to document templates

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.

Tasks > Create and use subtasks

Checklist fields enable breaking down tasks into manageable subtasks that can be tracked and validated based on specific completion rules within the Tallyfy platform.