Types of form fields

Form field types in Tallyfy

Form fields let Tallyfy processes collect user input that can change how the process flows. Add them to the Kick-off Form (filled before the process starts) or to individual tasks.

Form fields create variables

Input collected through form fields becomes data that processes use to modify their flow via variables and automations.

Required vs. optional

You can mark most fields as required or optional. Checklists use validation rules instead.

Guidance text

All field types support adding help text (Guidance Text) below the label to guide users.

How do different field types work?

Short text

• Single line for brief input (up to 200 characters).
• Options: Validation rules (numeric, email, URL, alpha, alpha_num, alpha_dash), min/max length, prefix/suffix (e.g., $, kg).
• Tip: Store file request links from your document management system for secure external file collection.

Long text

• Multi-line input for detailed responses (up to 30,000 characters).
• Options: Enable rich text formatting (bold, lists) via the WYSIWYG editor toggle.
• Use for descriptions, notes, or feedback.

Rich text copy/paste behavior

When pasting from Microsoft Word or other apps, formatting is stripped to prevent broken HTML. Use the formatting toolbar to reapply styles after pasting.

Preserving complex formatting:

• Option 1: Use “Show HTML” toggle to paste raw HTML
• Option 2: Use an online HTML editor, then copy clean HTML into Tallyfy
• Option 3: Set up global branding CSS for consistent styling

Dropdown list

• Pick one option from a list. Useful for branching workflows (e.g., selecting a department determines approvers).
• Options: Define list items, set default, add prefix/suffix.
• Important: When reordering options in the template editor, click save explicitly. Changes won’t persist if you leave the page without saving.

Checklist

• Check one or more items from a list.
• Options: Define list items, set defaults, validation (require ‘at least one’ via the required flag, or ‘all items’ via the must-all-checked setting).
• Use for requirements lists where checked items determine next steps. See Create Subtasks.

Radio buttons

• Pick only one option. Requires at least 2 options.
• Options: Define list items, set default.
• Great for Yes/No decisions or priority levels that branch the process.

Date

• Pick a date (and optionally time) from a calendar. The collect_time toggle controls whether time selection appears.
• Options: Set a default date (e.g., today, today + 7 days).
• Use for deadlines, start dates, meeting dates, and other scheduling.

File upload

• Upload file(s) up to 100MB each¹.
• Options: Set as required.
• Use for collecting docs, images, or reports. Supports multiple file uploads in a single field.
• Alternative: For sensitive or larger files, use file request links from your document management system.

Table

• Define columns, and users add rows of data. Default values aren’t supported for tables.
• Adding columns: In the template editor, click Add New Column to define the structure.
• Using in tasks: Users click Add Row to enter data into your defined table.
• Using with variables: Insert the entire table’s data into a later step description using the Insert Variable feature.
• Using in rules: Create automation rules that check if a specific column Contains a certain value.

Assignee picker

• Select a Tallyfy member, guest, or group. Default values aren’t supported for this field type.
• Options: Set as required.
• Use when the person doing a later task needs to be chosen during the process.

Assignee picker captures data but doesn’t auto-assign

The assignee picker captures who was selected but does NOT automatically reassign tasks.

To use the selected assignee, create an automation rule:

1. Add the assignee picker field to your step
2. Go to Automations in your template
3. Create a rule with:
   • IF condition: When the step with assignee picker is completed
   • THEN action: Assign/unassign specific tasks
   • Use the assignee picker field value to determine assignment

Common use case: Manager selects team member in Step 1 → Automation assigns Step 2 to that person.

Without the automation rule, the selection is just stored data. It won’t change any task assignments.

Form field limitations

Calculations not supported

Tallyfy form fields don’t support automatic calculations (e.g., Unit Price x Quantity = Total).

Workarounds:

1. External calculation - Users calculate externally and enter the result
2. Guidance text - Provide calculation instructions in the field’s guidance text
3. Automation rules - Route to different steps based on entered values
4. Webhooks/API - Send data to external calculation services
5. Multiple fields - Collect components separately (price, quantity) and calculate in reporting

Deleting form fields with rule dependencies

Can’t delete a form field? If it’s referenced in automation rules in other steps, you’ll see: “Cannot delete a form field that is being used in a rule in other steps.” Delete or modify those rules first, then delete the field.

What other field settings are available?

Most fields have these settings:

• Name: The field label (the question your process asks).
• Guidance: Optional help text below the label. Add this in the Advanced section of field settings in the template editor. It appears in italics below the field name when the task is active, and any URLs become clickable links.
• Field Alias²: Auto-generated internal ID based on the first name you give the field. It doesn’t change even if you rename the field later, so automations and integrations using the alias keep working.
• Required: Whether this field must be filled before the task can be completed.
• Default Value: Pre-fill a value (can use variables for text fields). Not available for table, file upload, or assignee picker fields. See Set default content for form fields for details.

Related articles

Tasks > Choosing the right field type

Choosing the right form field type in Tallyfy—such as radio buttons for binary choices or dropdowns for longer lists—directly impacts data quality and enables powerful automation rules while avoiding common pitfalls like single-item checklists or unnecessary file uploads.

How To > Build effective forms

Tallyfy connects form submissions directly to trackable workflows so that every response automatically triggers defined process steps with email verification for public forms and supports conditional branching and document generation along with field validation and collaborative multi-step completion across teams.

Tasks > Set default content for form fields

Tallyfy lets you pre-fill form fields with static text, dynamic variables from earlier steps, or system values like today’s date so that users spend less time retyping common information and make fewer errors while still being free to change any pre-filled value.

Triggers > Launch via a kick-off form

Kick-off forms in Tallyfy collect essential information at the start of a template and feed that data directly into subsequent workflow steps while also supporting public sharing so external users like customers or vendors can submit a form to automatically launch an internal process with email verification and progress tracking.

Footnotes

1. Single file limit; multiple files can be uploaded but each must be under 100MB individually ↩

2. System-generated ID frozen after creation, safe for API/webhook integrations even if field renamed ↩

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