After creating a collection CollectionA list of records in Kinabase, similar to a table in a spreadsheet or database.
in Kinabase, you can refine its settings - such as adding fields FieldA column in a Collection that stores a specific type of information for each Record, such as text, number, or date.
, enabling tasks TaskSomething that needs to be done. Create and assign tasks to yourself or others, often linked to a specific Record.
, or adjusting permissions PermissionA specific right to view, edit, delete, or administer parts of Kinabase, granted via Roles.
- 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.
- 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.
Inside Configure, you'll see tabs grouped by function: Setup, Security, Features, and Documents.
Here's a quick rundown:
Details
Update the collection name, icon, colour, and description so users know its purpose. Use the combined icon and colour picker to assign a visual badge that appears in the sidebar navigation.
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!
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FieldsCreate, edit, or remove the fields (columns) in your collection.
Primary & Secondary Fields Secondary FieldAn optional Field that provides additional identification or context for a Record, shown alongside the Primary Field.
: Decide which fields appear as the main and secondary labels when browsing records RecordAn individual entry within a Collection, like a row in a database table, representing one item or entity.
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WorkflowEnable and configure a Workflow WorkflowA defined sequence of stages and actions that a Record passes through, often representing a business process.
if you want records to pass through stages StageA step in a Workflow that a Record moves through, illustrating its current status in the process.
(e.g., 'Draft → In Review → Approved'), automating common processes.
ViewsMake custom Views ViewA customised display of Records in a Collection, defined by filters, sorting, grouping, and visible Fields.
to filter FilterA set of conditions applied to a Collection or View to narrow down which Records are displayed.
, sort, or group data in different ways - ideal for quickly focusing on tasks like 'Overdue Invoices' or 'Active Projects'.
TypesDefine subtypes of records (e.g., 'Internal Project' vs. 'Client Project') that have their own fields or rules, keeping data tidy and contextual.
PermissionsControl who can view, edit, or delete records, tasks, or activities ActivityA log of what's happened. This could be an event or note related to a Record, such as an email, call, or meeting.
in this collection. You'll see role RoleA grouping of permissions you assign to Colleagues to control their access in Kinabase.
-based settings (e.g., 'Manager', 'Sales Rep') and can adjust them for each tab (Records, Activities, Tasks, etc.).
ActivitiesLet users log emails, calls, meetings, or notes against each record. You can add custom activity types as needed (like 'Site Visit') and assign each type its own icon and colour.
TasksEnable Tasks on a collection so users can create, assign, and track to-do items linked to specific records.
FilesAllow file uploads, letting teams attach documents or images to each record.
TelemetryTurn on Telemetry to automatically record time-series history for tracked fields on this collection.
TemplatesCreate or manage document templates that merge with record data, handy for generating proposals, purchase orders, or labels.
3. Setting a Collection Icon and Colour
You can assign an icon and a colour to any collection so it stands out in the sidebar navigation.
- Open the collection's Configure page and go to the Details tab.
- Click the icon button next to the Collection Name field to open the combined picker.
- Browse or search the icon grid. Icons are sorted by relevance to your collection name, so the best matches appear first.
- Select a colour from the row of dots below the icon grid. Choose from red, orange, yellow, green, teal, cyan, blue, purple, or pink. Select Default to remove the colour.
- Click outside the picker to close it, then save your changes.
Your collection will now display its coloured icon badge in the sidebar, making it easy to spot at a glance.
You can also set an icon and colour when creating a new collection in the collection setup popup.
4. 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.
5. Best Practices
- Start Small: Add only the fields and features you currently need. You can expand as your processes grow more complex.
- Use Colours Consistently: Assign colours to collections by department or category so your team can navigate the sidebar quickly.
- Review Permissions: Make sure sensitive information has the right level of security.
- Test Workflows: If you enable workflow, run a test record through it to confirm each stage behaves correctly.
- Use Validation: Keep data accurate by making essential fields mandatory or restricting inputs.
Adapt to suit your operationsConfiguring 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.
