Power Automate can handle email tasks automatically and connect them to your Tallyfy processes. You get data capture, actions, and notifications for your Tallyfy tasks without manual work.
Email connectors in Power Automate
Power Automate offers several connectors for email services. Outlook 365 is the most common. Gmail, Outlook.com, and SMTP connectors are also available.
These examples use Outlook 365, but the same patterns apply across all email connectors when connecting to Tallyfy.
Common email automation scenarios
Here are the scenarios that save the most time:
Email content triggers Tallyfy actions: Flows watch for specific emails, extract data from the subject or body, then launch a Tallyfy process, create a task, or update existing work.
Example: A supplier sends an invoice email. Power Automate grabs the invoice details and launches a “Process Invoice” process in Tallyfy. The invoice data fills your Tallyfy form fields automatically.
Email attachments feed into Tallyfy: Flows save attachments to SharePoint or OneDrive, then link them to the right Tallyfy tasks.
Example: A client emails a project brief. Power Automate saves it to SharePoint and launches your Tallyfy “New Project Onboarding” template. The brief attaches to the first task so your team sees it right away.
Tallyfy events send automated emails: Use Tallyfy webhooks to start a Power Automate flow when something happens in Tallyfy - like a task completion or process milestone. Pull data from Tallyfy form fields to personalize each message.
Example: Someone completes the “Send Welcome Pack” step in your “Customer Onboarding” process. Power Automate sends a personalized welcome email using the customer’s name and preferences from your Tallyfy form fields.
Building an example email automation flow
Here’s a practical walkthrough. We’ll create a flow that watches a shared mailbox (orders@yourcompany.com) for emails with “New Order Request” in the subject. When one arrives, it launches your Tallyfy “New Order Processing” template with all the order details filled in.
Create a new automated cloud flow.
In Power Automate, select + Create > Automated cloud flow (see understanding Power Automate basics).
Name it Process New Email Orders into Tallyfy.
Pick the trigger When a new email arrives in a shared mailbox (V2) (Outlook 365). Click Create.
Configure the email trigger.
Mailbox Address: Enter the shared mailbox address (e.g., orders@yourcompany.com).
Folder: Usually Inbox.
Click Show advanced options.
Subject Filter:New Order Request.
Include Attachments: Set to Yes if order details might come as attachments.
(Optional) Get email attachments.
If order details come as attachments, add Get attachment (V2) (Outlook 365). You may see an “Apply to each” loop for multiple attachments. This example assumes data is in the email body. See managing files with Power Automate for attachment handling details.
Add the Tallyfy “Launch Process” action.
Click + New step, search Tallyfy, and select Launch Process from the Tallyfy connector.
Blueprint ID: Select your “New Order Processing” template.
Process Name: Use dynamic content, e.g., New Order - [Subject from Email]. Use the utcNow() expression for timestamps.
Kick-off Form Fields: If your template has a kick-off form, its form fields appear here. Map email data (like From, Subject, Body Preview) to these fields.
Tip: Name your template’s kick-off form fields clearly so the Power Automate mapping is straightforward.
(Optional) Send a confirmation email.
Add a Send an email (V2) action (Outlook 365).
To: Use dynamic content From (the original sender).
Subject:Your Order Request ([Subject from Email]) has been received.
Body:Thank you for your order. We are processing it in Tallyfy. Your reference is [Process Name from the Launch Process output].
Save and test your flow.
Send a test email to your shared mailbox and confirm the Tallyfy process launches correctly. (See managing and monitoring flows for testing tips.)
Best practices for email automation with Tallyfy
Be specific with email triggers: Use exact subject lines or sender addresses. Overly broad triggers waste your connector’s API call limit of 100 calls per minute.
Plan your data mapping: Decide which email parts go where before you build. Subject line to process name? Body text to a description field? Map it out first.
Design templates for automation: Create templates with consistent field names like “CustomerEmail” - not “email” or “Email” or “customer_email.” Consistent naming prevents mapping errors.
Add error handling: What happens when an attachment is missing or the email format is unexpected? Build in fallbacks so your Tallyfy processes keep running.
Test with varied inputs: Send test emails from different accounts with different formats. Find the edge cases before your users do.
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 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.
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.
Tallyfy webhooks can be connected to middleware tools like Zapier or Make to automatically send custom emails with full process context whenever specific workflow events like task completions occur.