Action to 'Launch Process'

Setting up the Launch Process action in Zapier

Section titled “Setting up the Launch Process action in Zapier”

The Zapier “Launch Process” action lets you automatically launch a Tallyfy process whenever a trigger fires - like a Google Forms submission, a CRM deal closing, or a support ticket arriving.

Example use cases

Section titled “Example use cases”

• CRM onboarding - A new contact in Salesforce or HubSpot triggers a Tallyfy onboarding process with client data pre-filled.
• Sales-to-delivery handoff - A deal marked “Closed Won” launches an implementation process, passing client details and timeline straight through.
• Support escalation - A high-priority ticket spins up an incident response process with the right people assigned.

Consider other middleware options

Zapier works for simple connections, but we generally recommend middleware like n8n, Make, or Microsoft Power Automate for more capable, cost-effective integrations. If you’ve got development resources, Tallyfy’s Open API gives you full control.

1. Create a new Zap and pick your trigger app (Google Forms in this example).

2. Choose ‘New or Updated Response in Spreadsheet’ as the trigger event.

   

3. Connect your Google account and select the spreadsheet with your form data.

   

4. Pick the worksheet that holds the target data.

   

5. Select a sample response - Zapier uses this to auto-populate fields in later steps.

   

6. Add an action step and choose Tallyfy as the app.

7. Select Launch Process as the action event.

   

8. Pick your Tallyfy account and choose the template you want to launch. You can build a dynamic process name here - for example, combining the employee’s name and submission timestamp from the Google form.

9. Optionally add process notes.

   

10. Map trigger data into the Tallyfy process kick-off form fields.

    

11. Set step assignees. These can be members of your org or guests (external email addresses). You can also search for and assign groups directly in Zapier.

12. Map any date fields from the trigger to set task deadlines.

    

Zapier date format

Zapier doesn’t support natural language dates like 2 days, 2d, or 5 weeks. A deadline modifier like -2d appended to a date will throw an error - you need to pass actual date values.

How Zap values interact with template defaults

Section titled “How Zap values interact with template defaults”

Any value you set in the Zap overrides the corresponding template setting - including assignees, deadlines, and form field values.

Assignee behavior when fields are blank

Deadlines and assignees behave differently when you don’t fill them in:

• Deadlines left blank - the template’s default deadline applies.
• Assignees left blank - Tallyfy’s middleware sends the request with override_default_owners=true, which means the API receives an empty assignee list. In practice, the API falls back to template assignees when the provided list is empty, but results can be unpredictable depending on template configuration.

What to do:

1. Set assignees explicitly in your Zap for each step - this is the safest approach.
2. Use automation rules on your template to reassign tasks after launch if needed.
3. Assign groups - you can search for and assign Tallyfy groups directly in the Zap.

Passing checklist values

To fill out a checklist form field when launching a process via Zapier, pass comma-separated values from your trigger source. The items you pass become the “checked” entries in the checklist.

Related articles

Section titled “Related articles”

Triggers > Launch via middleware

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Triggers > Launch via API

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Zapier > Tallyfy and Zapier

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Zapier > Automate monthly process launch with Zapier

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