Glossary

A button that moves a record from one Workflow Stage to the next, optionally requiring permissions, extra fields, signatures or validation before it can be used.

A logged event or note on a record — such as an email, phone call or meeting — that builds up a timeline of interactions over time.

A Field that automatically summarises values from records linked through a Linked Collection Field, using a mode such as Sum, Count, Average, Minimum or Maximum.

AI-powered suggestions that Kinabase creates from a plain-English request, such as a proposed Filter or Chart, for you to review before using.

A configurable warning that highlights an issue with a record, based on conditions you set on an alert field, such as stock nearing its expiry date.

A rule that automatically runs one or more Steps, such as sending a notification or updating a record, when its Trigger conditions are met.

A user type with access to manage your organisation's Plan, subscription and invoices, in addition to their standard permissions.

Your organisation's style settings in Kinabase — colours, fonts and logos — used to keep the app and your Portals looking consistent with your brand.

A visual graph — Line, Bar, Pie, Scatter or Bubble — that displays data from a Collection, added as a Widget on a Report or Dashboard.

A standalone Collection nested under a parent Collection, connected to it by a linked Field, with its own pages, search and sidebar entry — created directly or by converting a Collection List.

Someone in your organisation with a Kinabase account; the built-in Colleagues list is where their profiles are managed.

A container for records in Kinabase, similar to a table in a spreadsheet or database, used to organise one type of data such as Projects or Contacts.

A subcollection nested inside a record for repeating line items — such as order items or components — shown as a table within the parent record.

A Field whose value is calculated automatically from a formula or Expression, rather than entered manually, and updates whenever the underlying data changes.

Your personal landing page in Kinabase, with Home, Tasks, Activities and Reports tabs, where you keep track of your work and view Reports across collections.

A connection to an external database — Microsoft SQL Server or MySQL — that syncs records from a table or view into a Collection.

One of the per-collection side-panes — Mind Map, Bubble Chart, Map, Record Roulette, Word Cloud or Leaderboard — that offers a different way to explore records beyond the standard Table, Side by side and Timeline views.

A reusable document design, built in the Document Editor and configured per collection, used to generate documents such as purchase orders or delivery notes with data merged in from a record.

A dedicated email address — either specific to a record or a shared inbox address — that logs incoming emails as Activities automatically.

An organisation-wide history, visible only to System admins, that records security and system events such as users being created or collections being deleted.

The process of downloading data — records, activities, tasks or data structure — from Kinabase as a CSV file for use elsewhere.

The formula syntax used throughout Kinabase — in Computed Fields, Filters, permissions, validation and Automations — to reference fields and calculate values.

Someone outside your organisation who accesses Kinabase through an external Portal, where they can view permitted information and complete forms without access to the main app.

A single piece of information stored on every record in a Collection, such as text, a number or a date, similar to a column in a spreadsheet.

The connected location where Kinabase stores and organises files attached to Records, such as documents, images and supporting evidence.

A condition, or set of conditions, applied to a Collection or View to narrow down which records are shown.

An Automation whose first Step opens a data-entry screen, used to collect structured information from colleagues, or from external users via a Portal.

A Field type that stores a monetary value in a chosen currency and automatically converts it to your organisation's base currency using exchange rates, so figures stay consistent across reports.

The site-wide search tool, opened with Command + K or Ctrl + K, or by using the search bar in the navigation bar, used to jump straight to records, collections and settings, or run quick actions such as nudging a colleague.

The process of bringing data — records, activities, tasks or data structure — into Kinabase in bulk from a CSV file.

A paid seat that grants a colleague access to Kinabase, assigned when you invite them and billed according to your organisation's Plan.

A Field that links a record to one or more records in another Collection; Lookup and Aggregation Fields use this link to pull in or summarise related data.

A Field that pulls a single value from a record connected via a Linked Collection Field, chosen using selection criteria you set — for example, the latest quotation date or the highest risk score.

A placeholder inserted into a Document Template using the @ picker that pulls in a value — such as a field, signature or piece of metadata — when the document is generated.

A message from Kinabase that alerts you to events such as a task being assigned, a due date approaching, or an Automation completing, delivered in-app, by email or as a desktop notification.

An email sent from Kinabase to an external recipient, either composed manually from a record or generated by an Automation Step, using a provider such as Microsoft Azure Communication Services, SendGrid or Mailgun.

The 'Link to Kinabase' plug-in for Outlook that lets you view matching Kinabase records, log emails as Activities, and create new records without leaving your inbox.

A reusable page design you can apply across multiple Document Templates to keep formatting consistent.

The level of access — No Access, View Only, View & Edit or Not Enabled — granted through a Role for a specific area of Kinabase, such as records, tasks or configuration.

Your organisation's subscription tier — Starter, Pro or Max on a self-service basis — which determines which features and limits are available.

A secure, branded web interface, separate from the main app, that shares a filtered view of your Kinabase data with internal colleagues or external collaborators.

Someone who signs in to a Portal rather than the main app — either a colleague using an internal portal, or an external collaborator, such as a customer, using an external portal.

A collection displayed inside a Portal, configured with its own data source, layout, forms, actions and access rules, separate from the main app's views.

The main Field in a Collection used as the title or identifier for each record, shown at the top of the record and wherever the record is referenced elsewhere.

An individual entry within a Collection, like a row in a database table, representing one item or entity such as a customer or an order.

Shared lists of values, managed centrally, that you can reuse as Select or Multi-Select options across multiple Collections.

A link between two Collections, created by adding a Linked Collection Field to one or both sides, that lets records reference related records elsewhere in Kinabase.

A collection of Widgets — such as Charts and Quick Add tools — grouped together on the Dashboard's Reports tab or a record's Reports tab to analyse and share data.

A named set of Permissions you assign to colleagues to control what they can see and do in Kinabase; every organisation also has a built-in Everyone role.

An optional Field in a Collection shown alongside the Primary Field to provide extra context when identifying or selecting a Record.

A step within a Workflow that shows a record's current status, displayed as a coloured badge on the record.

The default user type for colleagues, with access determined entirely by their assigned Roles rather than by administrative privileges.

A single action within an Automation, such as adding a task, sending an email, or updating a record, run in sequence when the Automation's Trigger fires.

A user type with full access to configure Kinabase for your organisation, including collections, automations, roles and settings.

Something that needs to be done, created against a record and optionally assigned to a colleague with a due date.

Per-field time-series history — such as sensor or metering readings — tracked over time for a collection and shown as charts on each record's Telemetry tab.

The event that starts an Automation, such as a record being added or updated, a Stage change, a manual click, or a scheduled date being reached.

A subtype within a Collection that lets a subset of records share their own fields, validation rules and permissions, while still belonging to the same Collection.

A distinct ID automatically generated for each record in a Collection, using a sequential number, an abbreviation, or a custom format you define.

The category assigned to each person with access to Kinabase — Standard User, System Admin, Billing Admin, Portal User or Portal-only User — that determines their baseline access.

A saved combination of filters, sorting, grouping and visible fields that determines how records in a Collection are displayed — as a Table, Side by side or Timeline layout.

A single item added to a Report, either a Chart or a Quick Add button, that you arrange alongside others to build up your view of the data.

A structured process, built from Stages and Actions, that a record moves through to represent its status in a business process, such as a sales pipeline.