Insert media

Adding pictures, videos, and files to tasks

You can add pictures, videos, files, tables, and links into the description area of a task in your templates. This helps provide clearer instructions and useful resources.

What you need

• 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.

What you can add

You can add these types of media to task descriptions:

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

How to add media

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.

Follow the specific instructions below based on the media type you chose.

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 box (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 a service like YouTube or Vimeo first. Then, paste the video’s web link (URL) into Tallyfy using the URL option above or the Embed URL option below. This usually gives better quality and playback.

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.

Adding Page Breaks (for Documents)

If you are editing a Document template, you can add a page break to control where a new page starts when printing or saving as PDF.

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 (for many types of online content)

This option lets you show a preview of content from many different websites directly in your task description.

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 can embed content from hundreds of sites, including YouTube, Vimeo, Spotify, Instagram, Twitter, Google Maps, and more. This often looks better and works better than just uploading files.

Tips for using media in tasks

• Use pictures to show steps that are hard to explain in words.
• Attach files that people need to reference to do the task.
• Use videos to show how to do something.
• Try to keep uploaded file sizes reasonable (under 20MB if possible) so they load faster.
• Always add alt text to images for people who can’t see them.
• Use tables to show data clearly.

Related articles

Edit Task > Add videos to a task

Videos can be added to task descriptions through embedding from external platforms like YouTube or by uploading video files directly with a 100MB limit in MP4 or WebM formats.

Edit Task > The rich text editor

The rich text editor offers formatting options dynamic content insertion media embedding and content organization features while maintaining consistent branding across the platform.

Edit Templates > Add a description to a template

Descriptions can be added to provide extra context for templates and individual steps through the template editor’s settings panel or directly within steps while maintaining standard formatting.

Snippets > Use snippets

Administrators can create reusable text blocks called snippets that any team member can insert into editable content areas to maintain consistency and enable quick updates across the organization.