Linked Collection Fields

Establish Relationships Between Collections


Linked Collection

Fields create relationships between collections by referencing records from another collection.

They display the primary field

of the linked record, making it easy to access related information without duplicating data.

What are linked collection fields?

Linked Collection Fields allow you to connect data between collections.

  • For example, in a 'Sales Accounts' collection, you might add a 'Primary Contact' field that links to a record in the 'Contacts' collection.
  • When you view a sales account record, the field displays the primary contact's name.
  • Clicking that name takes you directly to the corresponding contact record.

Use singular linked collection fields for one-to-one relationships (e.g., a 'Primary Contact) and plural linked collection fields for one-to-many relationships (e.g., 'Related Projects').


How to Set Up a Linked Collection Field

1. Access Field Settings

1. Open the Collection:

Select the collection you want to modify from the sidebar.

2. Go to 'Configure':

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

3. Select 'Fields':

In the configuration window, click the Fields tab to view all existing fields.

You need Configure permissions

to adjust collection settings. If you're unsure, ask your System Admin.


2. Create a New Linked Collection Field

1. Click 'Add Field':

This opens the field creation form.

2. Enter Field Details:

  • Field Name: Provide a descriptive name (e.g., 'Primary Contact').
  • Field Type: In the Type dropdown, scroll to the Collections section and select the collection you want to link to.
  • Select the Singular or Plural version:
    • Singular: Links a single record.
    • Plural: Allows linking of multiple records.

3. Save Your Field:

Click Add Field to create the new Linked Field. The field will now display the primary field value from the linked collection when you add or edit a record.



Advanced Linked Collection Field Settings

Enabling QR Code Scanning

Kinabase supports QR code scanning for Linked Collection Fields to make data entry even faster:

1. Edit Your Linked Collection Field:

In the field settings (accessed via the Configure → Fields pane), navigate to 'Input' and locate the option 'Use QR Code Scanning' and toggle it On.

2. Optional Confirmation:

Toggle 'Require User Confirmation' if you want an extra prompt before finalising a scan.

3. Using QR Scanning:

When adding or editing a record, click the QR icon next to the Linked Field. Your device's camera will open, allowing you to scan a QR code that automatically fills in the linked field.


Tips for Using Linked Collection Fields

  • Singular vs. Plural:

    Use a singular linked collection field for one-to-one relationships (e.g., one primary contact per account) and a plural linked collection field for one-to-many relationships (e.g., multiple related projects).
  • The value displayed in a Linked Field is clickable, allowing you to quickly navigate to the corresponding record in the linked collection.
  • Advanced Filtering:

    If both collections share a common field (e.g., Country), you can configure filtering options to narrow down the records displayed in the dropdown.

By using Linked Collection Fields, you create a powerful, relational database that connects your collections seamlessly - streamlining data entry, ensuring consistency, and enhancing navigation across your Kinabase environment.

If you have any questions, our Support Hub is here to help.