Entities and Records

Entities and Records

Entities are structured workspace records: accounts, properties, contacts, vehicles, matters, or whatever objects your business actually tracks. Where Knowledge answers "what does our documentation say", entities answer "what do we know about this specific thing".

Who can use it: Owner, Admin, Manager, Member · Availability: Capacity-based

Entity Types Come First

An entity type defines the shape of a record, which fields it has and what they hold. Types are workspace configuration, so they are set up by Owners and Admins under the Data door. If no entity types are visible to you, none have been defined yet or your role does not have access to them.

Why Structure Helps

A record with real fields is something Quickly can filter, compare, and update reliably. Asking it to "update the renewal date on the Acme account" resolves against a field, not against a sentence buried in a document, which is what makes the result predictable enough to automate.

Using Records in Automation

Entities are available to Chat, agents, and playbooks. A playbook can look up a record, use its fields as context for later steps, and write results back. When Quickly matches a record by name, confirm the match before approving a write, particularly where names are similar.

How to search entities

1. Open Entities.
2. Choose an entity type available to your role.
3. Use filters or search to find the right record.

How to create an entity

1. If your role can create records, choose an entity type you can access and click + Create.
2. Add the required fields.
3. Click Save and confirm the record appears in search.

How to use entities in Chat or playbooks

1. Ask Quickly to find or update a record by name.
2. Confirm the matched record before clicking Approve.
3. Use entity fields as context in downstream workflow steps.

Good to Know

• Entity availability depends on the workspace feature set. Entity type setup and configuration are manager/admin-controlled. If no entity types are visible, ask a workspace Manager, Admin, or Owner to configure them or grant the right role.

Related

• Knowledge Bases for unstructured source material.
• Understanding Playbooks for passing record fields between workflow steps.
• Dashboard Overview for where Entities sits under the Data door.