Tallyfy stores uploaded files in Amazon S3 with plan-specific storage limits. You can also link to external files from cloud storage services without using your Tallyfy storage quota.
Storage system
You can upload files to steps, tasks, forms, and comments. All uploaded files are stored securely in Amazon S3 buckets1 with full data protection.
Storage limits by plan
All uploaded PDFs, documents, images, screenshots, audio, and video files count towards your storage limit
Tallyfy focuses on workflow management, not file storage. Use your existing cloud storage (Dropbox, Box, Google Drive, SharePoint) for file management and link those files in Tallyfy workflows. Learn how with document management integration.
Tallyfy storage vs external systems
When to use Tallyfy file storage
Workflow-centric files - Documents that are part of the process flow and need to be directly accessible within tasks
Simple file needs - When you don’t need advanced features like version control or redlining
Audit trail tracking - Files that need to be tracked as part of the process record
Smaller file sizes - Files under the 150MB upload limit
When to use external storage (SharePoint, etc.)
Document management needs - When you need redlining, version control, or collaborative editing
Regulatory compliance - Organizations with specific storage requirements (HIPAA, life sciences, etc.)
Large file handling - Videos or large files exceeding the 150MB limit
Existing governance - When you have established DMS policies or approved file systems
A hybrid approach works best
Many organizations combine both approaches:
Draft documents - Use external storage links for collaborative work
Final documents - Upload final PDFs to Tallyfy for process completion and archival
Process-specific files - Tallyfy for workflow-critical documents, external storage for supporting materials
Sensitive files - Link to internal file servers for sensitive documents while maintaining workflow tracking
Technical specs
Tallyfy storage
Upload limit - 150MB per file (larger files should use external hosting like Vimeo for videos)
Storage allocation - Plan-specific limits from 5GB total to 25GB per member
Security - Amazon S3 storage with full data protection
Access - Files directly accessible within workflow tasks and processes
External storage integration
File request integration - Create unique file request links in your file-sharing system and share them in task descriptions. Tallyfy won’t access files uploaded through these external requests
Direct file linking - Upload files to your preferred storage platform, then paste the file links into Tallyfy fields or task descriptions
No storage impact - External file links don’t count toward your Tallyfy storage allocation
Industry patterns
Legal services
Contract drafts - SharePoint/Word for redlining and collaboration
Final executed contracts - Upload to Tallyfy for process completion and audit trail
Client communications - External file server links for sensitive documents
Healthcare and life sciences
Patient files - HIPAA-compliant external systems with links in Tallyfy
Process documentation - Tallyfy storage for workflow-critical files
Regulatory submissions - Approved DMS systems with reference links
Financial services
Customer documents - Internal file servers for compliance
Process attachments - Tallyfy storage for workflow evidence
Audit materials - Document management systems with workflow tracking
Tallyfy integrates with your existing document management system so workflows handle task assignments and timing while your DMS retains full control over document storage and security through file request links that let external users upload directly without needing accounts.
Dropbox file requests let anyone upload files to a specific folder in your Dropbox without needing an account and you can store those unique upload links directly in Tallyfy process fields to collect documents from external users during workflow tasks.
File request links let you collect documents from external people by generating unique upload URLs in your document management system and embedding them into Tallyfy workflow tasks so recipients can upload files directly without needing accounts or seeing other files while your team maintains full control over storage and compliance.
Box file requests allow you to securely collect files from anyone — even without a Box account — by generating unique upload links tied to specific folders with options for identity verification and metadata collection that integrate into Tallyfy workflows.
Footnotes
Amazon’s highly durable cloud object storage service, widely used for enterprise file hosting ↩