Entities and Records

An Entity describes one kind of structured Organization data. Its Records contain the values an Assistant can query.

An Orders Entity might contain order_id, status, total, and customer_email attributes.

Create an Entity

1. Open Settings.
2. Select Data.
3. Select New entity.
4. Enter a name and description.
5. Add each attribute key, label, and type.
6. Select the key attribute.
7. Select Shared or User-scoped.
8. Select Create entity.

Attributes support text, number, date, and boolean values. The key attribute identifies one Record within the Entity.

An Entity's attributes, key, and scope become fixed after creation. Create another Entity when that structure must change.

Edit or delete an Entity

Open an Entity and select Edit to change its name or description. Its attributes, key attribute, and scope stay fixed.

Select Delete to remove the Entity and all of its Records.

Choose the scope

A user-scoped Entity also needs an identity attribute. Its values must match the configured Entra identity claim.

Import Records from CSV

1. Open the Entity.
2. Select Import CSV.
3. Choose a CSV file or paste its text.
4. Confirm that every header matches an attribute key or label. Matching is case-insensitive.
5. Select Import.
6. Review the imported and rejected row counts.

Imports upsert by the key attribute. Re-importing the same key updates its Record instead of creating a duplicate.

Valid rows still import when other rows fail validation. The report lists a reason for each rejected row.

An unknown CSV column rejects the import. Remove it or add the corresponding attribute to a new Entity.

Select Records to browse the first 50 Records in key order.

Connect an Entity to an Assistant

1. Open the Assistant.
2. Select Tools & Skills.
3. Find Data.
4. Select each Entity the Assistant may query.
5. Test exact lookup and text search in Preview.
6. Publish the Assistant.

Each selected Entity can provide an exact filter tool. Entities with text attributes also provide a keyword search tool.

The selected Entity schemas enter the Publication snapshot. Unselected Entities produce no tools.

Record content is read live. Importing updated Records does not require another Publication.

Protect user-scoped Records

User-scoped tools exist only when the turn contains a verified identity claim. Anonymous Visitors do not receive those tools.

The identity attribute is removed from the model-facing tool input. The server adds the verified value to every query.

If the claim is missing, the user-scoped tools stay unavailable. Shared Entity tools can still operate.