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Glossary

A comprehensive collection of Kinabase terminology

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A

Activity

Process
A log of what's happened. This could be an event or note related to a Record, such as an email, call, or meeting.
Usage
Log an Activity when you send a follow‑up email to the lead.
Examples
  • Activities keep a timeline of all interactions on a Record.
  • You can attach files or notes to any Activity.
Synonyms Log Entry, Interaction

Aggregation Field

Data
A Field that summarises data (sum, average, count, etc.) from multiple linked Records via a Lookup Field.
Usage
Add an Aggregation Field on Projects to count related Tasks automatically.
Examples
  • You can create Aggregation Fields to track totals without manual updates.
  • Supported operations include SUM, COUNT, MIN, MAX, and AVERAGE.
Synonyms Summary Field

Alerts

Data
A configurable warning flag that highlights an issue with a record, based on the conditions you set.
Usage
Set an alert to highlight when perishable stock expires.
Examples
  • Set an alert to warn your sales staff to chase clients before the lead goes cold.
  • Use alerts to highlight machines that are nearing their inspection date.
  • Flag devices before they slip out of warranty with alerts.
Synonyms Flags

API Key

Integration
A unique code used by external systems to authenticate and integrate with Kinabase programmatically.
Usage
Generate an API Key to connect our custom app to Kinabase data.
Examples
  • Keep your API Key private and secure.
  • Use the API Key in headers when calling Kinabase endpoints.
Synonyms Access Token

Automation

Process
A process that triggers actions automatically when specified conditions are met, reducing manual work.
Usage
Set up an Automation to send an email when a Record moves to the “Completed” Stage.
Examples
  • You can trigger Automations on Record creation, updates, or schedule.
  • Common actions include sending notifications or updating fields automatically.
Synonyms Workflow Rule
B

Brand Guide

Interface
Your organisation’s style settings in Kinabase, including colors, fonts, and logos to ensure consistent branding.
Usage
Set up your Brand Guide before sharing Portals to match company visuals.
Examples
  • Customise Primary and Accent colors in the Brand Guide.
  • Upload your company logo to display in the app header.
Synonyms Style Guide
C

Chart

Interface
A visual graph (bar, line, pie, etc.) that displays data from a Collection.
Usage
Add a Bar Chart to show monthly sales totals by region.
Examples
  • Charts can be embedded in Dashboards or Reports.
  • Configure X and Y axes and choose grouping or aggregation.
Synonyms Graph

Colleague

Security
A team member who has full access to a Kinabase workspace and its settings.
Usage
Add your team members as Colleagues so they can edit records.
Examples
  • Colleagues can create Collections, configure Automations, and manage data.
  • Assign Roles to Colleagues to control their permissions.
Synonyms Team Member, Internal User, User

Collection

Data
A list of records in Kinabase, similar to a table in a spreadsheet or database.
Usage
We need to add a new Collection for tracking company assets.
Examples
  • Create a Collection called “Projects” to store all your project records.
  • You can view and filter records within any Collection.
  • Collections help you organise different types of data in Kinabase.
Synonyms Table, Dataset

Collection List

Data
Sets of related items, such as line items.
Usage
Configure the collection list to aggregate the total value of your Bill of Materials.
Examples
  • Use collection lists to capture individual expenses for a specific project budget.
  • Collection lists can be used to log every product, quantity and cost under one Purchase Order.
Synonyms Line items

Computed Field

Data
A Field whose value is automatically calculated by a formula or expression rather than entered manually.
Usage
Add a Computed Field to calculate the total order value automatically.
Examples
  • Computed Fields update in real time as underlying data changes.
  • Use formulas like SUM or CONCAT in Computed Fields.
Synonyms Formula Field
D

Dashboard

Interface
A page you configure with widgets, charts, and reports to monitor key metrics and data at a glance.
Usage
Add a chart widget to your Dashboard to track monthly sales.
Examples
  • Your Dashboard can include recent activity feeds and task lists.
  • Share a Dashboard with your team to surface important KPIs.
Synonyms Home Page, Workspace
E

Export

Process
The process of extracting data from Kinabase into a file format such as CSV for use elsewhere.
Usage
Export the Deals Collection to CSV for sharing with finance.
Examples
  • You can export just the column headers or full data.
  • Only Collections you have permission for can be exported.
Synonyms Data Export

External User

Security
A user granted limited access to a Portal or specific data, often customers or partners.
Usage
Invite your client as an External User so they can review reports.
Examples
  • External Users cannot access the main workspace settings.
  • You control what Collections and Forms External Users can see.
Synonyms Portal User
F

Field

Data
A column in a Collection that stores a specific type of information for each Record, such as text, number, or date.
Usage
We need to add a new Field called “Email Address” to the Contacts Collection.
Examples
  • The “Status” Field lets you track if an order is Open or Closed.
  • You can change a Field’s type to Text, Number, Date, or others.
Synonyms Column, Property

File Storage

Integration
Where Kinabase stores files and attachments you upload to Records, such as images or documents.
Usage
We use SharePoint as our File Storage provider for large files.
Examples
  • You can configure different File Storage providers in settings.
  • Files attached to Records are saved in your chosen File Storage.
Synonyms Attachment Storage

Filter

Process
A set of conditions applied to a Collection or View to narrow down which Records are displayed.
Usage
Apply a Filter to show only Records where Status is “Open.”
Examples
  • Use multiple filters together to refine your search.
  • Save a filtered View to reapply those conditions quickly.
Synonyms Query, Condition
I

Import

Process
The process of bringing external data into Kinabase, typically from CSV or spreadsheet files.
Usage
Import your existing contacts from a CSV into a new Collection.
Examples
  • Kinabase guides you through matching CSV headers to Fields during Import.
  • You can import Records in add or update mode to avoid duplicates.
Synonyms Data Import
L

Lookup Field

Data
A Field type that links to a Record in another Collection, showing its Primary Field as a reference.
Usage
Use a Lookup Field to link each Invoice to the correct Customer Record.
Examples
  • Lookup Fields enforce relationships between Collections.
  • You can roll up data from linked Records via Lookup Fields.
Synonyms Relational Field
M

Merge Records

Process
An action that combines two or more Records into one, keeping selected Field values and deleting duplicates.
Usage
Merge duplicate customer Records into a single unified contact.
Examples
  • During Merge, choose which Field value to retain for each merged Record.
  • Merged Records can be restored within 30 days if needed.
Synonyms Consolidate Records
N

Notification

Interface
A reminder sent by Kinabase to inform you about events, such as changes to a Record or upcoming tasks.
Usage
You’ll receive a Notification when a Record you follow is updated.
Examples
  • Notifications can be high, medium, or low priority.
  • Mark Notifications as read once you’ve seen them.
Synonyms Reminder
P

Permission

Security
A specific right to view, edit, delete, or administer parts of Kinabase, granted via Roles.
Usage
Grant delete Permission carefully so no one removes records by mistake.
Examples
  • Permissions control access to Collections, fields, and Automations.
  • You can set record-level Permissions for finer control.
Synonyms Access Right

Portal

Interface
A secure, branded web interface you create to share selected data and forms with external collaborators.
Usage
Publish a Client Portal so customers can view their project status.
Examples
  • Portals can restrict data to only what external users need.
  • You can customise Portal branding and user access rules.
Synonyms Client Portal

Primary Field

Data
The main Field in a Collection used as the title or identifier for each Record.
Usage
Set “Name” as the Primary Field so every Record shows a friendly label.
Examples
  • The Primary Field appears at the top of the Record detail view.
  • Use a descriptive Primary Field, like “Project Name,” for clarity.
Synonyms Title Field
R

Record

Data
An individual entry within a Collection, like a row in a database table, representing one item or entity.
Usage
I just added a new Record for the Acme Corp contact in our Customers Collection.
Examples
  • Each Record in the “Employees” Collection represents one person.
  • Open the Record to see all its Fields and related Activities.
Synonyms Entry, Row

Report

Interface
A page or document that combines Charts, tables, and text to analyse and share insights.
Usage
Generate a Sales Report to share with stakeholders.
Examples
  • You can schedule Reports to run and email automatically.
  • Reports use saved Views and Charts for data sources.
Synonyms Data Report

Role

Security
A grouping of permissions you assign to Colleagues to control their access in Kinabase.
Usage
Create a Sales role with read/write access to the Deals Collection.
Examples
  • Assign the Administrator Role to team leads for full control.
  • Roles simplify permissions by bundling rights together.
Synonyms User Role
S

Secondary Field

Data
An optional Field that provides additional identification or context for a Record, shown alongside the Primary Field.
Usage
Add “Start Date” as a Secondary Field to help identify each Record.
Examples
  • The Secondary Field appears under the Primary Field in list views.
  • You can swap the Secondary Field if you need a different context.
Synonyms Subtitle Field

Select Field

Data
A Field type offering a predefined list of choices (single or multiple select) for users to pick from.
Usage
Create a Select Field called “Priority” with choices Low, Medium, and High.
Examples
  • Option Fields ensure data consistency with controlled choices.
  • You can reorder or color-code Option Field values.
Synonyms Option Field, Dropdown

Sign‑In Method

Security
The type of authentication users use to log in, such as email/password or single sign‑on (SSO).
Usage
Enable Microsoft SSO as a Sign‑In Method for seamless company logins.
Examples
  • You can disable the password Sign‑In Method if SSO is mandatory.
  • Users choose their Sign‑In Method on the login screen.
Synonyms Authentication Method

Stage

Process
A step in a Workflow that a Record moves through, illustrating its current status in the process.
Usage
Move the Record to the “In Progress” Stage once work begins.
Examples
  • Stages help you visualise where each Record stands in your process.
  • You can restrict who can move Records between certain Stages.
Synonyms Phase, Status
T

Task

Process
Something that needs to be done. Create and assign tasks to yourself or others, often linked to a specific Record.
Usage
Add a Task to follow up with the client on Monday.
Examples
  • You can set due dates and assignees for each Task.
  • Tasks help you break down work into actionable steps.
Synonyms To‑Do

Types

Data
Categorisation of records within a collection that require different fields, validation rules and permissions.
Usage
Categorise your components by type.
Examples
  • Segment your collection using record types.
  • Categorise your companies by type such as Suppliers, Customers, Collaborators.
Synonyms Categories
V

View

Interface
A customised display of Records in a Collection, defined by filters, sorting, grouping, and visible Fields.
Usage
Create a View to see records by Stage.
Examples
  • Create a View that only shows Records due this week.
  • You can save different Views for different tasks or teams.
Synonyms Layout
W

Workflow

Process
A defined sequence of stages and actions that a Record passes through, often representing a business process.
Usage
Our sales Workflow has stages like Prospect, Proposal, and Closed Won.
Examples
  • You can customise Workflows to match any process or pipeline.
  • Each Workflow Stage can have its own Automation or permissions.
Synonyms Pipeline

Workflow Action

Process
A possible next step or operation (such as approving an expense) used to change the stage of a Record as part of a Workflow.
Usage
Add a Workflow Action for approving an expense.
Examples
  • Each Workflow Action can be conditional based on Record data.
  • Use Workflow Actions to track where a Record is in a process.
Synonyms Action Step