Launch Tallyfy processes from Workato

Launch Tallyfy processes from Workato recipes

You can connect Workato to Tallyfy’s API so that events in Salesforce, Zendesk, or any other system automatically start processes. Workato’s HTTP connector sends a POST request to Tallyfy with your template ID and kick-off form data - no custom code needed.

How the integration flows

Key points:

Authentication (step 4) needs a Bearer token and the X-Tallyfy-Client header - missing either causes a 401 error
Workato maps your trigger data into the prerun object, which populates kick-off form fields automatically (step 2)
Error handling (step 8) catches authentication failures, bad template IDs, or data format issues

Prerequisites

You’ll need:

A Workato account with HTTP connector access
A Tallyfy account with API access
Your Tallyfy API token from Settings > Integrations > REST API
Your organization ID (found in Settings > Organization)
The template ID for the process you want to launch

Step 1 - Create the HTTP connection in Workato

In Workato, go to Connections and click Create connection
Search for and select HTTP
Name your connection (e.g., “Tallyfy API”)
Configure these settings:
- Authentication type: API key
- How to apply: Header
- Authorization header format: Custom
- Custom authorization header: Bearer YOUR_API_TOKEN
- Other headers: Click Add header and add:
  - Name: X-Tallyfy-Client
  - Value: APIClient
Click Connect to save

Step 2 - Create a recipe to launch processes

Create a new recipe in Workato
Choose your trigger (e.g., “New row in database”, “New Salesforce opportunity”)
Add an HTTP action
Select your Tallyfy HTTP connection
Configure the HTTP request:
- Request name: Launch Tallyfy Process
- Method: POST
- URL: https://go.tallyfy.com/api/organizations/YOUR_ORG_ID/runs
- Request headers: Add Content-Type with value application/json

The URL includes your organization ID as a path segment. Don’t pass organization_id in the request body - it belongs in the URL.

Step 3 - Configure the request body

Add this JSON to the Request body field:

{
  "checklist_id": "YOUR_TEMPLATE_ID",
  "name": "Process name from trigger data",
  "owner_id": "USER_ID",
  "prerun": {
    "field1_name": "value from trigger",
    "field2_name": "another value"
  }
}

The checklist_id is the template’s timeline ID (what the API calls a “blueprint” internally). The name field sets the process title. The owner_id is optional - if omitted, the authenticated user becomes the owner.

Mapping dynamic data

Instead of hardcoding values, use Workato’s Formula mode:

Click the Formula mode toggle
Build your JSON dynamically:

{
  "checklist_id": "abc123",
  "name": "Order " + trigger["order_number"] + " - " + trigger["customer_name"],
  "owner_id": "user456",
  "prerun": {
    "customer_name": trigger["customer_name"],
    "order_value": trigger["total_amount"],
    "priority": trigger["priority"]
  }
}

Step 4 - Handle kick-off form fields

If your template has a kick-off form, populate those fields through the prerun object:

Check which kick-off form fields are required in your template
Map each field in the prerun section
Match data types (text, number, date, etc.)

Here’s an example with different field types:

{
  "checklist_id": "template123",
  "name": "New Employee: John Smith",
  "owner_id": "hr_manager_id",
  "prerun": {
    "employee_name": "John Smith",
    "start_date": "2026-03-15",
    "department": "Engineering",
    "salary": 75000,
    "remote_worker": true
  }
}

Step 5 - Use the Tallyfy response

Tallyfy returns the created process details. You can capture these in your recipe:

Add a Variable action after your HTTP request
Name it “Process Details”
Map fields from the HTTP response:
- id - The process ID
- name - The process name
- created_at - When it was created

Step 6 - Add error handling

Click the HTTP action’s error handler
Add actions for different error scenarios:
- 401 Unauthorized: Token expired or missing headers
- 404 Not Found: Template ID doesn’t exist
- 422 Unprocessable Entity: Validation errors (missing required fields, bad data types)
Add email notifications for failures so you catch problems early

Common integration patterns

Launch from a CRM opportunity

When a Salesforce opportunity hits “Closed Won,” onboarding starts automatically:

Trigger: Salesforce - Updated opportunity
Condition: Status changed to “Closed Won”
Action: Launch Tallyfy customer onboarding process
Pass opportunity data to kick-off form

Launch from a support ticket

Route urgent tickets into a structured escalation process:

Trigger: Zendesk - New ticket
Condition: Priority = “Urgent”
Action: Launch Tallyfy escalation process

Scheduled launches

Run recurring processes on a schedule:

Trigger: Scheduler - Daily/Weekly/Monthly
Action: Launch Tallyfy process
Use date formulas for dynamic names

Troubleshooting

Process won’t launch?

Confirm your API token is active and hasn’t expired
Check that the X-Tallyfy-Client: APIClient header is included
Verify the template ID is the timeline ID, not the template name
Make sure the org ID in your URL is correct

Kick-off form data not appearing?

Field names in prerun must match exactly (they’re case-sensitive)
Data types need to match field expectations
Required fields can’t be empty

Getting 422 validation errors?

The API returns detailed validation errors. Check the response body for a details object that tells you which fields failed and why.

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Launch Tallyfy processes from Workato