Insert media

Adding media to tasks

You can add pictures, videos, files, tables, and links directly into task descriptions in Tallyfy templates - just click the Insert button in the editor toolbar. This makes your instructions crystal clear, especially when you’re explaining something visual or complex.

What you need for adding media

• A template opened in edit mode
• The image, video, or file you want to add (if uploading)
• The web address (URL) if linking to online content

Types of media you can add

Here’s what you can add to task descriptions (yes, it’s quite a lot):

Media Type	How it looks	Size Limit (if uploading)
Images	Shows the picture (JPG, PNG, GIF)	100MB
Files	Shows a link to download the file (Docs, PDFs, etc.)	100MB
Videos	Plays the video (uploaded or linked)	100MB
Links	Clickable web link	N/A
Tables	Organizes info in rows/columns	N/A
URLs	Shows as a clickable web link	N/A

Adding media to tasks

1. Open the template in Edit mode
2. Click on the task step where you want to add media
3. Click inside the description box where you want the media to appear
4. Click the Insert button in the editor toolbar above the description
5. Choose the type of media you want to add from the dropdown list

Each media type works a bit differently - here’s exactly how to add each one.

Instructions for each media type

Adding images

1. Choose Image from the Insert menu
2. Pick one:
   • Upload: Choose an image file from your computer
   • URL: Paste the web address of an image found online
3. (Optional but recommended) Add a short description of the image in the alt text box¹ (helps people using screen readers)
4. Click Insert

Adding files

1. Choose File from the Insert menu
2. Click Upload and choose a file from your computer
3. Wait for it to upload
4. A link to download the file will appear in the description

Adding videos

1. Choose Video from the Insert menu
2. Pick one:
   • Upload: Choose a video file (MP4, WebM) from your computer (max 100MB)
   • URL: Paste a link from YouTube, Vimeo, or another video site
3. Click Insert

Best way to add videos

Uploading videos works, but it’s usually better to upload your video to YouTube or Vimeo first, then paste the link into Tallyfy. Why? Better quality, smoother playback, and it won’t eat up your storage space. Use the URL option above or try Embed URL below.

Adding tables

1. Choose Table from the Insert menu
2. Select how many rows and columns you need
3. Click Insert
4. Click inside the table cells to type your information

Adding links

1. Choose Link from the Insert menu
2. Paste the web address you want to link to in the URL box
3. (Optional) Type the words you want the link to display in the Text to display box (e.g., “Click here for details”) - if you leave this blank, the full web address will show
4. Click Insert

Pro tip: Create email links with variables

Need users to send pre-filled emails? Check out creating mailto: links in the rich text editor. You can combine mailto: links with Tallyfy variables to create one-click emails with all the details already filled in.

Adding page breaks

If you’re editing a Document template, you can add page breaks to control where new pages start when printing or saving as PDF. Perfect for keeping related content together.

1. Click where you want the page break
2. Choose Page Break from the Insert menu
3. A line will appear showing the page break

Using Embed URL

Want to show a preview of content from other websites right in your task description? That’s what Embed URL does - it pulls in live content instead of just showing a link.

1. Choose Embed URL from the Insert menu
2. Paste the web address (URL) of the content (e.g., a YouTube video page, a Tweet, a Google Map)
3. Click Insert

What can you embed?

Tallyfy works with hundreds of sites - YouTube, Vimeo, Spotify, Instagram, Twitter, Google Maps, and tons more. The embedded content stays interactive too. Much slicker than uploading files.

Best practices for using media

• Use pictures to show steps that are hard to explain in words
• Attach files people need to reference while doing the task
• Use videos to demonstrate how something works
• Keep uploaded files under 20MB² if you can - they’ll load faster for everyone
• Always add alt text to images (helps people using screen readers)
• Use tables when you’ve got data to organize

Related articles

Edit Task > Add videos to a task

You can add videos to task descriptions in Tallyfy by either embedding links from video platforms like YouTube and Vimeo through the “Insert > Embed URL” option or by uploading video files directly with a 100MB limit using the “Insert > Video” feature.

Edit Task > The rich text editor

Tallyfy’s rich text editor functions as a built-in word processor that allows formatting text adding images videos and dynamic content while enabling the creation of pre-filled email links through HTML mode and variables for streamlined workflow communication.

Tasks > Edit tasks

Task editing allows users to modify assignees add media use rich text descriptions and adapt work requirements to ensure tasks stay relevant and actionable as situations change throughout their lifecycle.

Edit Templates > Add a description to a template

Templates and steps can be enhanced with descriptions by accessing edit mode and using the settings panel for overall template descriptions or clicking directly on steps for individual step descriptions with changes automatically saving and only applying to new processes started after modification.

Footnotes

1. Alt text is required for WCAG 2.1 AA compliance and improves SEO ranking ↩

2. Files larger than 20MB may cause timeout errors on slower connections (under 10 Mbps) ↩