Configuring Collections

Adjusting Settings for Your Collection


After creating a collection

in Kinabase, you can refine its settings - such as adding fields , enabling tasks , or adjusting permissions - so your data remains structured and secure.

Carefully configuring a collection ensures it grows with your organisation’s needs.


1. Accessing Collection Configuration Settings

1. Open the Collection

Select the collection from the sidebar.

2. Go to 'Configure'

  • Click the ⋯ (options menu) in the top-right corner and select Configure, or
  • Right-click on the collection name in the sidebar and choose Configure.

You'll need Configure permissions to adjust collection settings. If you're unsure, ask your System Admin.


2. Menu Overview

Inside Configure, you'll see tabs grouped by function: Setup, Security, Features, and Documents.


Here's a quick rundown:

Setup

Details

Update the collection name, icon, and description so users know its purpose.
Identifiers: Turn on unique IDs (like 'INV-001') if you want an automatic reference code.

Delete Collection: Permanently remove the collection and all data - no undo available, so double check with your team! ::

Fields

Create, edit, or remove the fields (columns) in your collection.
Primary & Secondary Fields

: Decide which fields appear as the main and secondary labels when browsing records .

Workflow

Enable and configure a Workflow

if you want records to pass through stages (e.g., 'Draft → In Review → Approved'), automating common processes.

Views

Make custom Views

to filter , sort, or group data in different ways - ideal for quickly focusing on tasks like 'Overdue Invoices' or 'Active Projects'.

Types

Define subtypes of records (e.g., 'Internal Project' vs. 'Client Project') that have their own fields or rules, keeping data tidy and contextual.

Security

Permissions

Control who can view, edit, or delete records, tasks, or activities

in this collection. You'll see role -based settings (e.g., 'Manager', 'Sales Rep') and can adjust them for each tab (Records, Activities, Tasks, etc.).

Features

Activities

Let users log emails, calls, meetings, or notes against each record. You can add custom activity types as needed (like 'Site Visit').

Tasks

Let users log emails, calls, meetings, or notes against each record. You can add custom activity types as needed (like 'Site Visit').

Files

Allow file uploads, letting teams attach documents or images to each record.

Documents

Templates

Create or manage document templates that merge with record data, handy for generating proposals or standard letters.

3. Making Changes & Saving

As you update each tab, save or confirm your changes - sometimes via an 'Update' or 'Save Changes' button.

You can revisit these settings anytime, so start with what you need now and expand later as your workflows evolve.


4. Best Practices

  1. Start Small: Add only the fields and features you currently need. You can expand as your processes grow more complex.
  2. Review Permissions: Make sure sensitive information has the right level of security.
  3. Test Workflows: If you enable workflow, run a test record through it to confirm each stage behaves correctly.
  4. Use Validation: Keep data accurate by making essential fields mandatory or restricting inputs.

Adapt to suit your operations

Configuring a collection shouldn't happen only once - as your business grows, evolve your Kinabase to suit your dynamic needs.


Feel free to come back and fine-tune fields, activate features, or update permissions whenever you need. If you feel you could get more from your Kinabase, reach out & we can help you optimise your collections.