Templates serve as reusable blueprints that standardize business processes by defining consistent steps structures and rules which can be launched repeatedly to ensure work quality and maintain organizational knowledge.
Introduction
Tallyfy is a workflow automation platform. It helps you reduce routine work, track tasks in real time, and maintain quality through repeatable processes.
Efficient digitized operations require three critical elements:
- Documenting: Establish a single source of truth for process knowledge. Simply writing down a process doesn’t guarantee it will be remembered or followed correctly due to natural knowledge decay (the “Forgetting Curve”).
- Tracking: Monitor who does what in real-time with automated reminders. Actively using documented processes through tracking reinforces understanding, saves time on status updates, and ensures everyone follows the defined process.
- Improving: Enable continuous improvement and automate steps with AI or scripts. When processes are actively used and remembered, identifying areas for improvement becomes easier, leading to more efficient operations.
You can’t improve a process that isn’t documented, remembered, and followed. Tallyfy is designed for non-technical people to address these needs. Repeatable processes are more valuable than one-off projects because they are standardized, predictable, automatable, and improvable—qualities often lacking in project-based work.
Workflow automation eliminates time-wasting manual tasks and reduces errors, addressing issues like inconsistent processes and poor visibility into work status. Tallyfy provides a structured, transparent system for smooth work handoffs, consistent standards, and clear accountability, freeing teams for higher-value activities.
Tallyfy helps you:
- Document your processes clearly.
- Launch standard workflows easily.
- Track task progress live.
- Automate repetitive steps using rules.
Many vital business processes involve team or task workflows that lack dedicated software and are often managed informally (e.g., via email or spreadsheets). Tallyfy empowers business users to directly manage these by:
- Quickly documenting them as reusable templates.
- Launching and tracking them consistently.
- Automating steps where possible.
This self-service approach, with IT support when needed, reduces wasted effort and “shadow IT,” bringing visibility and standards to everyday workflows.
Focus on processes currently managed manually (e.g., via email, chat, spreadsheets) where no dedicated app exists.
Tallyfy is particularly effective for processes that:
- Need structured data: Require consistent information collection from your team or clients.
- Are frequent: Occur often enough to benefit from digitization.
- Require standardization: Workflows where it’s important that tasks are done the same way every time to ensure quality or meet compliance standards.
- Need to scale or automate: Processes you want to establish correctly now so you can handle higher volumes or automate steps in the future.
- Are complex: Procedures with many steps, details, or conditional rules (like “if this, then that”) that are hard for one person to remember accurately.
- Require an audit trail: Any workflow where you need proof that specific steps were completed correctly and by whom.
- Need tracking: Processes that require visibility for those doing the work, their managers, company leaders, or even customers.
- Must be predictable: Workflows where everyone involved needs to know what has happened and what comes next.
If your process has several of these characteristics, Tallyfy Pro can likely help you manage it more effectively.
Tallyfy helps organizations by:
- Saving time: Reduce routine administrative work.
- Controlling quality: Maintain consistent standards for all processes.
- Showing real-time status: See who is assigned what and track progress live.
- Automating handovers: Pass tasks between people smoothly.
- Improving continuously: Make processes better using data and feedback.
Tallyfy focuses on:
- Repeatable processes, not just one-off projects.
- Simple conditional logic (“if this, then that”), not complex flowcharts.
- Workflows centered on tasks, not just data storage.
- Integrating documentation with automation.
The most effective way to start with Tallyfy is in phases:
- Document and centralize. Document your main processes as Tallyfy templates, using AI features or importing existing documents. Centralize your standard operating procedures (SOPs) here.
- Launch and track. Launch key templates as active processes. Track task completion and introduce your team to completing tasks in Tallyfy.
- Automate and improve. Explore automations to streamline workflows. Use feedback and analytics data (if available) to continuously refine your templates.
Starting with documentation provides a solid foundation before introducing tracking and automation. This phased approach helps smooth the transition for your team.
Templates are central to Tallyfy. You can:
- Build a template from scratch.
- Use Tallyfy AI to generate a template draft.
- Import procedures you already have documented.
There are two main types of templates:
- Procedure templates: Define step-by-step processes, SOPs, or how-to guides containing tasks (e.g., employee onboarding, purchase approvals).
- Document templates: Create standardized documents, policies, or reference materials with fillable fields (e.g., social media policy, client contact list, WiFi passwords).
Here’s an example of a customer onboarding template:
After creating a template, launch specific instances called processes:
- Choose your template.
- Name the process instance descriptively (e.g., “Onboarding for Samsung,” not just “Customer Onboarding”).
- Enter any required kick-off information.
- Assign relevant people.
- Launch the process.
Clear, specific names make processes easy to identify.
Tallyfy automatically:
- Assigns tasks per the template.
- Sends relevant email updates.
- Tracks task completion status.
- Manages follow-ups and task handoffs between steps.
All participants can view the process status visually:
Individual tasks show detailed information and action buttons:
Tallyfy helps improve repeatable processes by enabling you to:
- Collect feedback via comments within tasks and processes.
- Monitor task durations to identify bottlenecks.
- Easily update templates with improvements.
- Make lasting changes to standard procedures, preventing repeated mistakes.
Follow these tips when building your templates.
List the main process steps, then add details later. Tallyfy AI can help draft an initial outline:
Begin step descriptions with an action verb (e.g., Send, Review, Upload) and clearly state the required action.
- Good: “Email the estimate to the customer for approval.”
- Avoid: “Customer estimate handling.”
Include images and videos in step descriptions to clarify complex instructions:
Select the appropriate type (Task, Approve/Reject, Expiring Step, Email Draft, Auto-Send Email) for each step:
Specify who needs to complete each task:
Define task due dates based on the process start date or the completion of previous tasks:
Apply conditional logic (“if this, then that” rules) for adaptive processes:
Use kick-off forms to gather information before a process starts:
Tallyfy document templates create forms for use within the platform, not primarily for download.
Click New Field to add various form fields, like Short text, Long text, Date, and more.
Use Existing fields to add fields already defined elsewhere, ensuring consistency:
Tallyfy offers advantages over common alternatives:
- Integrates tasks within documentation.
- Offers reusable snippets.
- Includes automatic content translation.
- Tracks changes with version control.
- Provides structured workflow management.
- Avoids multiple file version issues.
- Offers role-based access control.
- Enables process automation and real-time tracking.
Now that you understand the basics of Tallyfy Pro, learn how to create the templates that power your processes.
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Process Improvement > Understand your current processes with Tallyfy
Documenting existing processes in Tallyfy Pro enables clear understanding through simple template creation dynamic updates and AI-powered process capture while collecting vital workflow information for improvement initiatives.
Tallyfy streamlines process documentation through three template types: Procedures for step-by-step workflows Documents for standardized forms and Forms for simple data collection enabling consistent execution across organizations.
A comprehensive guide for new Tallyfy users to learn essential platform features through step-by-step tutorials covering account setup workflow design task management team collaboration and basic automation tools.
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