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Tallyfy

Managing and monitoring power automate flows

Once you’ve built Power Automate flows that connect to Tallyfy processes, you’ll want to keep them running smoothly. Here’s how to handle collaboration, backups, migrations, and troubleshooting.

Sharing and collaborating on flows

Automating Tallyfy processes is rarely a solo effort. Power Automate’s sharing features let teammates build, test, and maintain flows together - and keep things running when people change roles.

  • Why share flows?

    • Team collaboration: Multiple people can work on the same flow, test it, and improve it together.
    • Business continuity: If the original creator leaves, shared ownership keeps your automations running.

  • Adding co-owners:

    • Add other users or Microsoft 365 groups as co-owners of a cloud flow.
    • Co-owners get full permissions - editing, run history, managing connections (including the Tallyfy connector), and adding or removing other owners.
    • To add a co-owner: go to My flows, select the flow, click Share, and type the person’s name or email.
    • Connection sharing: When you share a flow, its connections (Tallyfy, Outlook, SharePoint) become available to co-owners only for that flow. They can’t reuse those connections elsewhere.

  • Run-only users (for manually triggered flows):

    • For instant (button) flows that can be triggered manually, you can grant run-only permissions.
    • These users can trigger the flow - say, starting a Tallyfy process with a button click - but can’t view or edit the flow itself.
    • To set this up: go to the flow’s details page, find Run only users, and click Edit.

  • Sharing desktop flows: Desktop flows for RPA work the same way - share them with run or co-owner permissions through the Power Automate web portal.

Exporting and importing flows

Exporting and importing flows is useful for backups, moving between environments, and sharing automation solutions with other teams.

  • Why export/import?

    • Backup and recovery: Export your Tallyfy integrations regularly - you’ll be glad you did when something goes wrong.
    • Environment migration: Move flows from test to production without rebuilding from scratch.
    • Sharing solutions: Package a flow with its dependencies to share across your organization.

  • Exporting a flow:

    1. Go to My flows, find the flow, click the ellipsis (…), and select Export > Package (.zip).
    2. Give your package a Name and Description.
    3. Under “Review Package Content,” choose whether to update existing items or create new ones on import.
    4. Click Export to download the .zip file.

  • Importing a flow:

    1. Go to My flows and click Import, then upload the .zip package.
    2. Configure each resource: choose Create as new or Update an existing flow for the flow itself, and pick existing or new connections (including your Tallyfy connector).
    3. Once everything shows green checkmarks, click Import.

Monitoring flow run history

The run history tells you whether your Tallyfy automations are actually working. Access it through the Power Automate interface.

  • Accessing run history: Click a flow name in My flows to see its details page, or click the ellipsis (…) and select Run history.
  • What each run shows: Start time, duration, and status (Succeeded, Failed, Cancelled, or Running).
  • Drilling into a run: Click any run’s start time to see step-by-step details.
    • Expand each step to view Inputs and Outputs.
    • For Tallyfy actions (like “Create Task” through the Tallyfy connector), you’ll see exactly what data was sent and what Tallyfy returned.
  • Resubmitting failed runs: If a service hiccup caused a failure, you can often resubmit the failed run with the same input data from the history page.

Basic troubleshooting

If something isn’t working, here’s how to troubleshoot. (New to Power Automate? Start with the basics.)

  • Flow checker: Before running, click the Flow checker (stethoscope icon) to catch errors early.

  • Common error types and solutions:

    • Authentication errors (401/403): Your credentials likely expired. Edit the flow, find the failing connection (your Tallyfy connector, Outlook, or SharePoint), and re-authenticate. The Tallyfy connector uses OAuth 2.0, so re-authenticating refreshes your tokens.
    • Action configuration errors: Missing required fields or wrong data types. Check the failed action’s inputs in run history and verify everything matches. For complex data, see working with data operations and variables.
    • Logic errors: The flow runs but produces wrong results. Review your conditional logic and expressions. Add “Compose” actions to inspect what your expressions actually produce.
    • API throttling: Too many calls too fast will get throttled. Add delays between actions and check the API docs for rate limits.

  • Interpreting error messages: Run history error messages usually tell you what went wrong - read them carefully before diving deeper.

  • “Peek code” and “Compose” for debugging:

    • Peek code: Click the ellipsis (…) on any action and select Peek code to see its JSON structure. Useful for checking how data gets sent to Tallyfy.
    • Compose action: Add a Compose action (details here) to inspect what any expression or dynamic content actually produces at runtime.

Best practices for managing flows

  • Clear naming: Give flows and actions descriptive names. “Tallyfy New Employee Onboarding” beats “Flow 1” every time.
  • Regular review: Check run history weekly for critical flows, especially those automating key Tallyfy processes.
  • Documentation: Complex flows with lots of conditional logic or expressions? Write down how they work. Future you will appreciate it.
  • Connection security: Keep your Tallyfy connector secure. Consider service accounts for flows that shouldn’t depend on individual user accounts.
  • Failover planning: Set up alerts for critical flow failures and document manual workarounds as a safety net.

Middleware > Power Automate

Microsoft Power Automate serves as a no-code bridge between Tallyfy and your other business systems—including Office 365 and SharePoint and Dynamics—using a Premium-tier OAuth 2.0 connector with 13 actions to sync data and automatically launch processes or complete tasks based on events happening across your entire software stack.

Power Automate > Understanding Power Automate basics

Power Automate connects Tallyfy to your other business apps by using triggers and actions to automatically launch processes and create tasks based on external events like emails or CRM updates while Tallyfy handles the human side of structured workflow management and collaboration.

Power Automate > Creating your first flow in Power Automate

This guide walks through building a Power Automate flow that monitors your Outlook inbox for emails with a specific subject line like “New Sales Lead Received” and automatically creates a corresponding task in Tallyfy with the email content mapped in so no lead gets lost or forgotten.

Power Automate > Managing files with Power Automate

Power Automate can automatically manage files tied to Tallyfy workflows by archiving uploaded documents to SharePoint or OneDrive when tasks complete and launching new processes or creating tasks when files appear in monitored folders using webhook triggers and connectors like SharePoint and OneDrive for Business.
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