Record Alerts

An Alert

rule flags records that match conditions you define, so your team can spot them instantly and act, without hunting through a full list.

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1. Configuring record alerts

You'll need Configure Permission

Permission

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.

for this collection to set up alerts. If you're unsure, ask your System admin.

1. Open collection configuration

Open the options menu (⋯) in the top-right of the collection screen and select Configure.

2. Go to Alerts

Under the Display heading, click Alerts.

3. Add an alert

Click Add Alert to start configuring a new rule.

4. Name the alert

Give it a clear name so your colleagues can recognise its purpose at a glance.

5. Set the severity

Select one of four severity levels, each shown with its own icon and colour on the record:

Severity	Meaning
Critical	Needs immediate attention.
Warning	Worth checking soon.
Info	Useful context, no action required.
Success	Highlights something that's on track.

6. Write the message

Add a message that will display on the record, explaining clearly why the alert was triggered.

7. Set the conditions

Build the alert's filter conditions on specific fields, the same way you would for a collection View

. You can combine multiple conditions on one alert.

8. Save

Leave configuration to return to the collection - your alert is now active.

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2. Viewing alerts

Once an alert is set up, an Alerts column appears in the collection list with a lightbulb icon. It shows the severity icon for any record that meets the alert's conditions, and stays blank otherwise. Alerts also appear on the record's Details tab, above its workflow history.

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3. Example uses

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4. Best practices

• Name your alert clearly - a descriptive name helps your team recognise its purpose at a glance.
• Write a clear message - explain what the alert means and, where relevant, what action to take.

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Alerts let your team spot critical records the moment they matter, so nothing falls through the cracks.

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Need more help? Ask your System admin, or contact our support team via Help & Support.