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Collection Lists

Organise complex data inside a record with inline lists of related items

**Collection List

**s let you attach multiple related records - such as order line items or bill-of-materials parts - within a single record, keeping everything together and rolling totals up automatically.

Each list has its own fields and calculated fields, and every action you take on the main record (duplicate, delete, restore) can include its list items.

Why use collection lists?

Stay in context

View, add, and edit list items right inside a record, no extra tabs.

Automate roll-ups

Sums, averages, counts, and status fields update in real time.

Act in one click

Duplicate, export, delete, or restore a record and all its list items together.


1. Accessing the lists configuration

1. Open collection configuration

Go to the collection in the sidebar. Right-click it, or click the options menu (⋯), and select Configure.

2. Select Lists

This tab shows any existing lists and lets you add, remove, or edit them. Lists are hidden from the main navigation, so you'll only see them here or inside a record.

2. Creating or editing a list

1. Click + Add List

Give the list a Name (e.g. Line Items, Components). Kinabase automatically labels each list item for you - no manual setup required.

2. Define fields

Add standard or calculated fields that belong exclusively to the list. Required fields in the collection stay required across every list.

3. Configure identifiers (optional)

Once the list has been saved, click the Identifiers tab to assign unique IDs to list items. Select Number, Abbreviation, or Custom - the same formats available on top-level collections. Set a prefix, minimum digits, or custom pattern, then click Update. New list items receive IDs automatically.

Read more about adding unique identifiers.

4. Save

Click Save to confirm. The list now appears under the Lists tab and inside each record.


3. Using lists in aggregations

  1. Open collection configuration and select Fields.
  2. Click + Add Field and select Aggregation.
  3. Open the dropdown for Target Collection and select your collection list.
  4. Select a link field from your collection list.
  5. Add any filters and the mode for your aggregation (e.g. Count, Sum, Average).
  6. Click + Add, then refresh your collection to see the new values.


Read more on Computed Fields.

4. Working with list items in a record

  1. Open any record and scroll to the inline table that represents the list.
  2. Add, edit, or delete items directly in the table or via the full-screen form.
  3. Duplicate a list item - right-click any item and select Duplicate to open an add form pre-filled with the original values. Adjust what you need and save as a new entry. File attachments aren't copied.
  4. See roll-ups refresh instantly - totals, averages, or status indicators recalculate as soon as you change a list item.
  5. Bulk actions on list items - use checkboxes to select multiple items, then right-click for bulk operations:
    • Edit multiple - change a field value across all selected items at once.
    • Delete - remove multiple items in one action. A confirmation modal explains the 30-day recovery window.
    • Export (.csv) - download selected items to CSV.

    Bulk Delete requires the Bulk Delete permission to be enabled in your role settings.

  6. Record actions (duplicate, delete, restore)
    • Duplicate a record - Kinabase duplicates all its list items.
    • Delete a record - list items are deleted too, and appear in Recently Deleted under their own tab.
    • Restore a record - Kinabase restores all list items, keeping their links intact.


5. Turning a list into a child collection

Most lists work well embedded inside their parent record. If a list's items need their own page, their own search, or a permanent place in the sidebar, you can convert it into a Child Collection

- or create one directly, without an existing list.

1. Open collection configuration

Go to the collection in the sidebar, right-click it or click the options menu (⋯), and select Configure, then select Lists.

2. Create or convert

Select Add under Child collections to create one from scratch, including its initial fields. To convert an existing list instead, open its menu and select Convert to child collection, then confirm.

3. Find it in the sidebar

A child collection appears nested beneath its parent collection in the sidebar. Each item gets its own collection and record pages, and stays linked back to its parent record.

Existing items in a converted list remain available, and the field linking each item to its parent cannot be removed, redirected, or made optional.

Read our Product Update for more.

6. Importing and exporting

Kinabase has intuitive importing and exporting functionality for list items, just as it does for top-level records.

CSV import

Menu → Import (.csv) → select the target list.

CSV export

List menu → Export (.csv).

Bulk create via API

Add list records in bulk using the list's own collection ID through the Kinabase API.

Read our guidance for more on importing & exporting.

Utilising lists effectively

Collection lists are a powerful way to keep your data organised and exactly where you need it. Use them for order line items, quotes, or parts on a bill-of-materials.

Permissions & validation

  • List items always respect the collection's permission rules.
  • You need edit access to the record to add or change its list items.
  • A list cannot contain another list - this keeps structures simple.

Best practices

  • Start small - define core fields first, then add calculated fields for totals or status.
  • Plan ahead - lists cannot contain other lists; model deeper hierarchies with multiple collections if needed.
  • Review required fields - a required field in the collection remains required in every list item.
  • Test roll-ups - validate that your aggregation fields recalculate as expected before going live.

Need more help? Ask your System admin, or contact our support team via Help & Support.

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