Choose documents or structured records

Use documents for information that needs paragraphs to explain, such as a contract or a meeting note. Use structured records for information that belongs in named fields, such as a contact’s email address or a product’s identifier. Most teams need both: the record identifies the thing, and the documents explain its history or context.

Choose a home for the information

The way information is stored affects how it is retrieved. Finding a passage in a document does not establish that the whole file was reviewed. Reading a record’s fields gives Tale those values; it does not guarantee that the source is current or that an answer based on it is correct.

Combine records with supporting documents

Suppose you need to prepare for a call with Acme. Keep its contact details in Contacts and its contract and meeting notes in Documents, or in the relevant project’s Knowledge tab.

Ask the chat assistant to find Acme’s contact record and summarize the open questions from the latest notes. Check the record for the email address and the cited notes for the decisions. If the files belong to a project, start the chat inside that project so it can reach them.

Create a contact

You need an Editor role or higher to maintain organization records. Open Knowledge > Contacts, choose Add contact, then Manual entry.

1. Enter the contact’s Email. Add a Name and Phone if useful.
2. Check Locale, which starts as en, and set the language appropriate to the contact.
3. Choose Save. The new row appears in Contacts with its details and added date.

The form holds each field to what Tale stores before it saves: a Name of up to 300 characters, a Phone of up to 50, a Locale of up to 20, and an Email with at most 64 characters before the @. A value past a limit is named under its field, and nothing is saved until you fix it.

You can also add a contact while writing to them. In the Inbox view in Home, choose New email and type an address into To: if no contact carries it, the list offers Add “…” as a contact, which opens this same form with the Email already filled. Saving makes that contact the recipient, so you never leave the message you are writing.

If the email address already exists, find the existing contact and update it through the row menu instead of creating a duplicate; from New email, Tale selects the existing contact for you. Saving a contact creates a record; it does not send that person an email.

Create a product

Open Knowledge > Products, choose Add product, then Manual entry. The form has three stages.

1. Under Basics, enter a Product name. Add a description and image if they help someone identify the product, then choose Next.
2. Under Pricing & inventory, set Price and Currency together. For example, enter 12.50 and select CHF; changing the currency does not convert the amount. Add stock and category when relevant, and check Status. A new product starts as Draft.
3. Under Review, check the details and choose Create. The product appears in the table with its price, status, and updated date.

Use the row menu to edit a saved product. Keep product names distinct so teammates can identify the right record, and review the price and currency before changing its status.

To add a product image, choose Upload image or drop a PNG, JPEG, WebP, GIF, or SVG file into the image area. The limit is 5 MiB. Wait for the preview before moving on. Tale checks the uploaded bytes; if it refuses the file, the message under the image field says why — an unsupported format, a file over the limit, or an SVG that carries scripts or event handlers — so you know whether another file is needed.

The uploaded image stays available after you save and reload the product. Other organization members with product access can view it once the product is saved; the image address requires a signed-in session and is not a public sharing link. To remove it, edit the product, choose Remove image, then save. Removing or replacing the image, or deleting the product, removes the upload itself as well, unless another product still shows it.

If you choose Or paste a URL, enter a complete public HTTPS address, starting with https://. The form names an incomplete address under the field before you can continue. Tale refuses unsafe or disallowed hosts; ask an administrator if you need an internal image source. Images loaded from external addresses follow that source’s access rules.

Keep access and freshness in view

A record or document is useful only to people who can access it. Check its team scope when a teammate cannot find it. Project files follow project access rather than the document library’s team tags; see Project files.

Update the authoritative record when a detail changes. For a revised document, wait until indexing finishes before testing a question against its new text. Website content follows its configured scan interval, so it may lag behind the live page.

Work with the available record types

The Knowledge area provides Contacts, Products, and Websites. Settings > Governance > Models controls AI model access and defaults; it does not create custom record types or database fields.

If the available fields do not fit your material, keep the detail in a document and link the surrounding process to the appropriate record. For programmatic imports and the fields each resource accepts, use the API reference.

Read Documents to upload and verify a file, Knowledge entries to maintain one fact, or Crawling to keep public pages searchable.