[{"data":1,"prerenderedAt":5363},["ShallowReactive",2],{"/support/reporting/telemetry":3,"support/12.reporting":533,"Telemetry-surroundings":913,"undefinednav":916,"supportSearch":1034},{"id":4,"title":5,"body":6,"description":517,"extension":518,"hideInfo":519,"isAdmin":519,"meta":520,"navigation":34,"path":527,"seo":528,"sitemap":529,"stem":530,"subtitle":531,"__hash__":532},"support/support/12.reporting/8.telemetry.md","Telemetry",{"type":7,"value":8,"toc":498},"minimark",[9,22,29,50,59,68,77,80,85,88,93,114,118,165,171,175,182,238,243,245,249,252,259,285,287,291,297,301,311,315,318,363,366,370,378,383,385,389,392,413,416,423,425,429,435,438,440,444,453,465,475,477,481,487,490,492,495],[10,11,12,13,17,18,21],"p",{},"Telemetry automatically records how your ",[14,15],"keyword",{"keyword":16},"record"," values change over time and plots them as interactive ",[14,19],{"keyword":20},"charts"," on a dedicated tab inside every record.",[10,23,24,25,28],{},"Unlike ad-hoc reports, Telemetry keeps history for eligible ",[14,26],{"keyword":27},"fields"," in the background, so trends, anomalies, and transitions are always one click away - no dashboard building required.",[30,31,43],"square-icon-bullet",{":compact":32,"color":33,"compact":34,"icon":35,"inline":36,"level":37,"line":36,"spacing":38,"square-size":39,"title":40,"title-font-size":41,"weight":42},"true","light-blue",true,"chart-line","false","0","limited","larger","Line and bar charts","xsmall","semibold",[44,45,47],"template",{"v-slot:description":46},"",[10,48,49],{},"Numeric, currency, duration, and aggregation fields can be visualised as line or bar charts; stage and select fields are visualised with default charts that suit their data.",[30,51,54],{":compact":32,"color":33,"compact":34,"icon":52,"inline":36,"level":37,"line":36,"spacing":38,"square-size":39,"title":53,"title-font-size":41,"weight":42},"crosshairs","Synchronised pointer",[44,55,56],{"v-slot:description":46},[10,57,58],{},"Hovering over any chart highlights the same point in time across every other chart on the record.",[30,60,63],{":compact":32,"color":33,"compact":34,"icon":61,"inline":36,"level":37,"line":36,"spacing":38,"square-size":39,"title":62,"title-font-size":41,"weight":42},"database","Tiered retention",[44,64,65],{"v-slot:description":46},[10,66,67],{},"History is kept at full detail for recent events and rolled up into minute, hour, and day summaries for older ranges.",[30,69,72],{":compact":32,"color":33,"compact":34,"icon":70,"inline":36,"level":37,"line":36,"spacing":38,"square-size":39,"title":71,"title-font-size":41,"weight":42},"sliders","Per-field defaults",[44,73,74],{"v-slot:description":46},[10,75,76],{},"Choose the chart type, line style, icon, colour, and y-axis bounds each field uses by default.",[78,79],"hr",{},[81,82,84],"h2",{"id":83},"enabling-telemetry-on-a-collection","Enabling Telemetry on a Collection",[10,86,87],{},"Telemetry is turned on per collection by an admin.",[89,90,92],"h3",{"id":91},"_1-open-collection-configuration","1. Open Collection Configuration",[94,95,96,100,108],"ul",{},[97,98,99],"li",{},"Navigate to the collection you want to track.",[97,101,102,103,107],{},"In the collection's top menu, use the ",[104,105,106],"strong",{},"three dots ⋯"," to open configuration.",[97,109,110,111,113],{},"Select ",[104,112,5],{}," from the sidebar.",[89,115,117],{"id":116},"_2-enable-telemetry","2. 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You can keep working while it runs.",[89,172,174],{"id":173},"_3-curate-the-telemetry-tab-layout","3. Curate the Telemetry Tab Layout",[10,176,177,178,181],{},"Once telemetry is enabled, a ",[104,179,180],{},"Telemetry charts"," section appears with a list of every eligible field.",[94,183,184,190,197,232],{},[97,185,186,189],{},[104,187,188],{},"Drag"," the handle to reorder fields.",[97,191,192,193,196],{},"Use the ",[104,194,195],{},"Hide"," option on each row to toggle visibility — hidden fields are still tracked but don't appear on the record's Telemetry tab.",[97,198,199,200],{},"For numeric-style fields, expand the row to set defaults:\n",[94,201,202,208,214,220,226],{},[97,203,204,207],{},[104,205,206],{},"Display"," - Average, Minimum, Maximum, or Min / max / avg.",[97,209,210,213],{},[104,211,212],{},"Chart type"," - Line or Bar.",[97,215,216,219],{},[104,217,218],{},"Line style"," - Smooth or Stepped (disabled for bar charts).",[97,221,222,225],{},[104,223,224],{},"Icon & colour"," - pick a default for this field's chart card.",[97,227,228,231],{},[104,229,230],{},"Y-axis minimum / maximum"," - leave blank to auto-scale, or pin one or both bounds.",[97,233,160,234,237],{},[104,235,236],{},"Save layout"," when you are finished. Everyone viewing records in this collection will see the same layout.",[166,239,240],{},[10,241,242],{},"Only fields eligible for telemetry appear here. Numeric, currency, duration, computed, aggregation, option, stage, and status fields are supported. Task and activity aggregations and Multi-record link lookups are trackable but not replayable from history.",[78,244],{},[81,246,248],{"id":247},"data-retention","Data Retention",[10,250,251],{},"Kinabase retains telemetry data at varying levels of detail, based on the age of the data.",[10,253,254,255,258],{},"Under the ",[104,256,257],{},"Data retention"," panel on the Telemetry configuration page you'll see how long each level is kept:",[94,260,261,267,273,279],{},[97,262,263,266],{},[104,264,265],{},"Individual events"," - the raw value at the exact moment it changed.",[97,268,269,272],{},[104,270,271],{},"Minute-by-minute detail"," - per-minute summaries.",[97,274,275,278],{},[104,276,277],{},"Hour-by-hour summaries"," - per-hour summaries for older data.",[97,280,281,284],{},[104,282,283],{},"Day-by-day summaries"," - the longest-lived tier, suitable for multi-year trends.",[78,286],{},[81,288,290],{"id":289},"using-the-telemetry-tab-on-a-record","Using the Telemetry Tab on a Record",[10,292,293,294,296],{},"Once telemetry is enabled and history has imported, every record in the collection shows a new ",[104,295,5],{}," tab.",[89,298,300],{"id":299},"_1-open-the-tab","1. Open the Tab",[94,302,303,306],{},[97,304,305],{},"Open any record in the collection.",[97,307,308,309,296],{},"Select the ",[104,310,5],{},[89,312,314],{"id":313},"_2-choose-a-time-range","2. Choose a Time Range",[10,316,317],{},"Use the toolbar at the top of the tab to change the window:",[94,319,320,345,351,357],{},[97,321,322,325,326,143,329,143,332,143,335,143,338,147,341,344],{},[104,323,324],{},"Presets"," - jump to the last ",[104,327,328],{},"1h",[104,330,331],{},"8h",[104,333,334],{},"24h",[104,336,337],{},"7d",[104,339,340],{},"30d",[104,342,343],{},"90d",".",[97,346,347,350],{},[104,348,349],{},"Back / Forward"," arrows - step backwards or forwards by one window.",[97,352,353,356],{},[104,354,355],{},"Now"," - snap the window back to the current time.",[97,358,359,362],{},[104,360,361],{},"Period picker"," - click the date range in the header to pick a custom start and end.",[10,364,365],{},"As you move around, every chart updates together so the pointer always lines up.",[89,367,369],{"id":368},"_3-explore-a-chart","3. Explore a Chart",[94,371,372,375],{},[97,373,374],{},"Hover over a chart to see the exact value at that point in time.",[97,376,377],{},"Use the chart's icon and colour in the top-left to identify which field it represents.",[166,379,380],{},[10,381,382],{},"If a chart is empty, widen the time window - the field may not have changed during the selected range, or tracking for that field may have only started recently.",[78,384],{},[81,386,388],{"id":387},"rebuilding-a-fields-history","Rebuilding a Field's History",[10,390,391],{},"If a field's history needs refreshing, for example, after a migration or a large data cleanup, admins can replay it from the activity log.",[393,394,395,401,404,410],"ol",{},[97,396,397,398,344],{},"Open the collection's configuration and go to ",[104,399,400],{},"Fields",[97,402,403],{},"Right-click the field whose history you want to rebuild.",[97,405,406,407,344],{},"Choose ",[104,408,409],{},"Rebuild telemetry",[97,411,412],{},"Pick a window (Last 30 days, Last 90 days, Last year, or All available history) and confirm.",[10,414,415],{},"Kinabase rebuilds the field's telemetry in the background. A notification appears once it's finished.",[166,417,418],{},[10,419,420,422],{},[104,421,409],{}," is only available when a field's history can be replayed from activity logs. Task and activity aggregations and Multi-record link lookups can be tracked going forward but can't be rebuilt retrospectively.",[78,424],{},[81,426,428],{"id":427},"pausing-or-disabling-telemetry","Pausing or Disabling Telemetry",[10,430,431,432,434],{},"Turning off the ",[104,433,125],{}," toggle stops new changes from being tracked. Existing history remains viewable, but retention cleanup keeps running, so older data can still be removed.",[10,436,437],{},"Re-enabling telemetry later brings any history still within the retention window back into view.",[78,439],{},[81,441,443],{"id":442},"telemetry-vs-record-reports","Telemetry vs. Record Reports",[10,445,446,447,452],{},"Telemetry and ",[448,449,451],"a",{"href":450},"/support/reporting/record-reports","Record Reports"," both visualise how a record changes over time, but they serve different needs:",[94,454,455,460],{},[97,456,457,459],{},[104,458,5],{}," is automatic, per-record, and always on once enabled. Use it for real-time trend spotting and investigation across every tracked field.",[97,461,462,464],{},[104,463,451],{}," are hand-built charts tied to record fields, giving you tight control over filters, categorisation, and grouping. Use them when you need bespoke visualisations for a specific collection.",[166,466,467],{},[10,468,469,470,474],{},"Read our ",[448,471,473],{"href":472},"/support/reporting","Reporting guides"," to compare the two and decide which fits your workflow.",[78,476],{},[81,478,480],{"id":479},"permissions","Permissions",[10,482,483,484,486],{},"Only users with permission to configure a collection can enable telemetry, curate the ",[104,485,5],{}," tab layout, or rebuild a field's history. Anyone with permission to view records in the collection can see the Telemetry tab on those records.",[10,488,489],{},"If a permission issue prevents the tab from appearing, contact your System Admin.",[78,491],{},[10,493,494],{},"Telemetry turns the everyday activity on your records into something you can see at a glance. Enable it on a collection, curate the fields that matter, and start watching your data tell its own story.",[10,496,497],{},"For deeper customisations or troubleshooting, reach out to our Help & Support team or contact your System Admin.",{"title":46,"searchDepth":499,"depth":499,"links":500},2,[501,507,508,513,514,515,516],{"id":83,"depth":499,"text":84,"children":502},[503,505,506],{"id":91,"depth":504,"text":92},3,{"id":116,"depth":504,"text":117},{"id":173,"depth":504,"text":174},{"id":247,"depth":499,"text":248},{"id":289,"depth":499,"text":290,"children":509},[510,511,512],{"id":299,"depth":504,"text":300},{"id":313,"depth":504,"text":314},{"id":368,"depth":504,"text":369},{"id":387,"depth":499,"text":388},{"id":427,"depth":499,"text":428},{"id":442,"depth":499,"text":443},{"id":479,"depth":499,"text":480},"Learn how to enable Telemetry on a Collection, curate which Fields are tracked, and explore the Telemetry tab on every 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quick start guide to Kinabase Kinabase is a powerful, AI-enabled  management platform designed to help SMEs achieve more, with less. Whether you're upgrading from paper-based processes or looking for a more flexible digital solution, Kinabase helps you streamline operations and reduce busywork, so you can focus on what truly matters. This Start Guide walks you through our recommended onboarding path to help you experience the best of Kinabase.",1,{"id":1040,"title":540,"titles":1041,"content":1042,"level":499},"/support/getting-started#getting-started",[545],"We recommend booking a demo for a quick, no-pressure introduction to Kinabase.  One of our experts will show you the platform’s major features in a demo environment, so you can see firsthand how , , workflows and AI augmentations simplify daily operations. If you decide Kinabase is a good fit, we’ll set up a lightweight, personalised demo environment with , , and  tailored to your business context.  You’ll get an email inviting you to join your new Kinabase workspace.  Simply click the link in your invitation to access your environment - no manual sign-up required. Once inside, you can fully explore Kinabase, during your trial period at no cost.  This environment isn’t just a test site; if you choose to stay with us, you can continue using it after the trial ends - keeping any data or custom configurations you’ve made in the meantime. After the 7-day free trial, you can seamlessly continue by subscribing to Kinabase.  Because you’re already in your personalised workspace, there’s no need to migrate data or recreate settings.  You simply move forward with the same environment, expanding features and user access as needed. Depending on your conversation with our team, we can still create a personalised environment for you after you’ve signed up, ensuring you get a tailored experience if you decide that’s right for you.",{"id":1044,"title":1045,"titles":1046,"content":46,"level":499},"/support/getting-started#next-steps","Next Steps:",[545],{"id":1048,"title":1049,"titles":1050,"content":1051,"level":504},"/support/getting-started#inviting-your-team","Inviting Your Team",[545,1045],"Once your environment is up and running, consider inviting a small pilot group - perhaps a department or cross-functional team - to see how Kinabase fits into real daily tasks. This pilot phase helps iron out any kinks before you roll it out to the entire organisation.",{"id":1053,"title":1054,"titles":1055,"content":1056,"level":504},"/support/getting-started#configuring-kinabase","Configuring Kinabase",[545,1045],"Customise your Kinabase as a team and bring everyone along with the process. Use our helpful AI features to speed up your configuration whilst remaining in control. We'd recommend checking out our Core Concepts and our guides on Setting up to get the most out of your workspace. Our Help & Support covers everything from advanced automations to best practices for CSV  / .If you need more help - or would like hands-on assistance with custom setup - our Cambridge-based experts would love to hear from you.When you decide to continue after your 7-day trial, you won't need to migrate anything. Just pick a subscription plan, and keep building on the workspace you already configured. We’re thrilled you’re here. If at any point you have questions or need guidance, don’t hesitate to reach out. We can help you create a central hub for your data, streamline your workflows, and accelerate growth with Kinabase’s AI-driven capabilities. Welcome aboard!",{"id":548,"title":547,"titles":1058,"content":1059,"level":1038},[],"An overview of Kinabase's core concepts, including collections, fields, records, tasks, workflows, and more. Welcome to Kinabase's Core Concepts - an overview of everything you need to know to set up, navigate, and get the most out of our platform.",{"id":1061,"title":623,"titles":1062,"content":1063,"level":499},"/support/getting-started/core-concepts#collections",[547],"are the central way of structuring your data in Kinabase. They are like folders or tables that store your related data, whether you're tracking customers, projects, or equipment.By building them yourself - or simply letting Kinabase's AI do it for you - you keep data structured, searchable, and easy to automate.For example, you might create a 'Clients' collection to store contact details or a 'Projects' collection for budgets and deadlines. Read our Collections guides.",{"id":1065,"title":400,"titles":1066,"content":1067,"level":499},"/support/getting-started/core-concepts#fields",[547],"define the types of data in each collection and are similar to columns in a spreadsheet. They can be text, numbers, dropdowns, or  that perform automatic calculations.Linked collection fields allow you to reference one collection from inside another, ensuring consistency without duplicating information.You might, for instance, link a 'Client' field in your 'Projects' collection so each project  shows which client it belongs to, or create a computed field for 'Total Cost' based on multiple numeric inputs.",{"id":1069,"title":682,"titles":1070,"content":1071,"level":499},"/support/getting-started/core-concepts#records",[547],"are individual entries within each collection, a bit like rows in a spreadsheet. They hold actual data - for instance, 'ABC Ltd' can be a record in a 'Clients' collection, while 'Project Apollo' can be a record in a 'Projects' collection.Records can also be imported in bulk from CSV files, making it straightforward to migrate from existing systems or spreadsheets, or using AI tools like 'Scan & Fill'. let you , sort, and group data for your unique needs, so you can create a focused display of 'My ' or 'Open Projects' without affecting other users' perspectives.AI-powered Filters let you find your records, faster.",{"id":1073,"title":714,"titles":1074,"content":1075,"level":499},"/support/getting-started/core-concepts#tasks",[547],"are actionable items you assign to users, with deadlines and statuses. Tasks are actionable items you assign to users, with deadlines and statuses - 'Not Started', 'In Progress', or 'Completed'.By tying activities and tasks directly to records, Kinabase reduces the back-and forth of emails and helps your team stay on top of responsibilities and deadlines.",{"id":1077,"title":730,"titles":1078,"content":1079,"level":499},"/support/getting-started/core-concepts#activities",[547],"capture the interactions or changes linked to a record. Activities capture the interactions or changes linked to a record, including emails, meetings, status updates, or phone calls, creating a chronological history of everything that happens.",{"id":1081,"title":1082,"titles":1083,"content":1084,"level":499},"/support/getting-started/core-concepts#workflows-automations","Workflows & Automations",[547],"outline the path that records follow from one  to another. handle repetitive tasks automatically. Workflows outline the path that records follow from one stage to another, mirroring real-life processes like 'Lead → Prospect → Customer' in a sales pipeline.Automations handle repetitive tasks automatically, ensuring actions like sending  or creating follow-up tasks, happen without manual intervention.Together, these features standardise and streamline your organisation's processes and let your team focus on more complex, value-driven work.",{"id":1086,"title":1087,"titles":1088,"content":1089,"level":499},"/support/getting-started/core-concepts#dashboards-reporting","Dashboards & Reporting",[547],"provide a real-time overview of your most important data. sit within your dashboard to give deeper insights in the form of , graphs and tables. Dashboards provide a real-time overview of your most important data - such as pending tasks, recent activities, and key metrics - all in one place. Reports sit within your dashboard to give deeper insights in the form of charts, graphs and tables that track trends or highlight bottlenecks. This duo of features ensures you spend less time sifting and interpreting your information and more time acting on it. Read our Reporting guides.",{"id":1091,"title":1092,"titles":1093,"content":1094,"level":499},"/support/getting-started/core-concepts#roles-permissions","Roles & Permissions",[547],"&  determine who can see or edit certain data and who can configure which parts of Kinabase. By assigning roles such as 'Manager', 'Sales Rep', or 'Technician', and adjusting permissions accordingly, you keep your system secure and ensure everyone has the right level of access.This approach also supports compliance with standards like ISO 9001, letting you set controls that match your industry's requirements.",{"id":1096,"title":852,"titles":1097,"content":1098,"level":499},"/support/getting-started/core-concepts#portals",[547],"let you share your data with internal teams and external users through branded web applications. Internal portals give field workers, engineers, and remote staff focused access to specific collections without needing the full Kinabase interface - perfect for on-site job sheets, equipment lookups, or inspection checklists.External portals let you share data securely with clients, vendors, partners, and volunteers. Each user sees only the data relevant to them, with authentication via email verification codes.Both portal types support custom domains, branding, and controlled access to  and  actions. Read our Portals guides.",{"id":1100,"title":1101,"titles":1102,"content":1103,"level":499},"/support/getting-started/core-concepts#integrations-import-export","Integrations, Import & Export",[547],"Integrations connect Kinabase to external platforms, and  &  features allow you to bring in bulk data via CSVs, or download it. Integrations connect Kinabase to external platforms - such as an email service or SharePoint - so you can centralise data and avoid re-entry in multiple systems. Import & Export features allow you to bring in bulk data via CSVs or download it for backups, offline analysis, or sharing. By using these tools together, you can quickly populate collections with existing data or share your Kinabase insights with  and stakeholders outside of the platform.",{"id":1105,"title":1106,"titles":1107,"content":1108,"level":499},"/support/getting-started/core-concepts#kinabase-ai","Kinabase AI",[547],"Artificial Intelligence sits unobtrusively in the background of Kinabase, providing functional, real-world benefits rather than gimmicky flair.Backed by government-funded R&D, it’s designed to help businesses do more with less by automating data entry, spotting trends, and suggesting actions (like automatically turning activities into tasks or creating charts for your data).These capabilities are readily available without extra setup, yet they never override your decisions or control.Kinabase’s AI approach maintains a secure environment - your data is encrypted and never used for public model training - so you can confidently harness powerful automation and analysis tools while staying firmly in charge of your operations. See our page on Our Approach to AI.",{"id":552,"title":551,"titles":1110,"content":1111,"level":1038},[],"A guide to accessing Kinabase on different devices. Kinabase is web-based, which means you can log in from any web browser - on desktops, laptops, tablets, and smartphones - without installing extra software. Whether you're in the office, at home, or on the go - all you need is an internet connection to stay productive and up to date. If you’re new to Kinabase, your first-time login - whether for admins or regular users - usually comes via email invitation.  You can find more details on the invitation process and initial setup in our separate Start Guide.",{"id":1113,"title":1114,"titles":1115,"content":1116,"level":499},"/support/getting-started/how-to-access-kinabase#desktop-browsers","Desktop Browsers",[551],"Recommended for First-Time Setup For the best experience when you're first getting started, we recommend using Kinabase on a desktop or laptop. You'll have a larger screen to explore features like , , and  in detail. Simply open your preferred web browser, go to app.kinabase.com, and log in to begin configuring your collections and importing data. Open any up-to-date web browser (e.g., Chrome, Firefox, Safari, or Edge).Go to app.kinabase.com.Enter your login details, or follow the Sign Up steps if you're new to Kinabase.\nYou can also connect your Microsoft 365 Account. Speak to your administrator. Once you're logged in, you'll see your dashboard with , , and shortcuts to core features. You can easily create additional browser tabs to  multiple collections, or dashboard tabs, at once. Tip: By adding Kinabase to your Desktop (Windows) or your Dock (MacOS) it'll feel like you’re using a dedicated program. You won't need to open a browser tab or type in the URL each time.",{"id":1118,"title":1119,"titles":1120,"content":1121,"level":499},"/support/getting-started/how-to-access-kinabase#mobile-devices","Mobile Devices",[551],"Since Kinabase is fully web-based, you can also log in using any mobile browser.\n Ideal when you’re on the road, walking the shop floor, or working from a client's site. We’ve optimised the layout to ensure it’s easy to navigate on smaller screens and that you maintain access to the same functionality you’d have on a desktop. Open your mobile browser and navigate to app.kinabase.com.Log in to your Kinabase account.Tap the menu button (often three dots or lines) in the top-right corner.Select Add to Home Screen or Add shortcut.Customise the name if you wish, and tap Add or OK.Kinabase will appear on your home screen like a regular app, giving you quick access. Open Safari and go to app.kinabase.com.Log in to Kinabase.Tap the share icon (a square with an upward arrow) at the bottom centre of the screen.Scroll down and tap Add to Home Screen.Rename the shortcut if desired, then tap Add or Done.An icon for Kinabase will now appear on your home screen, making it simpler to launch. Tip: By adding Kinabase to your home screen, it'll feel like you’re using a dedicated mobile app. You won't need to open a browser tab or type in the URL each time.",{"id":1123,"title":1124,"titles":1125,"content":1126,"level":499},"/support/getting-started/how-to-access-kinabase#same-data-everywhere","Same Data - Everywhere",[551],"Whether you’re viewing Kinabase on a large monitor, a tablet, or a smartphone, you’ll always see the same up-to-date information. Any changes to  you make on your desktop, will instantly reflect on your phone, and vice versa. This ensures that you and your team work from a single source of truth, maintaining consistency and saving time. Happy exploring! If you have any questions about logging-in or device compatibility, don’t hesitate to contact our Cambridge-based support team.   We’re here to help you make the most of Kinabase.",{"id":557,"title":561,"titles":1128,"content":1129,"level":1038},[],"Here's a quick overview of the steps to get started with Kinabase: Learn how to set up your first  in Kinabase - manually, or with reviewable AI suggestions. Learn how to configure your organisation's details and branding in Kinabase. Learn about the three main user types in Kinabase - System Admin, Billing Admin, and Regular Users. Learn how to invite new users to Kinabase and manage licenses effectively.If your organisation already uses Microsoft 365, you can sync these accounts directly with Kinabase - so you don't need to re-enter any details.Check out our guide on Syncing Users with Microsoft 365 for step-by-step instructions. Learn how to set up  and  in Kinabase to manage user access effectively. Learn how to configure the  List in Kinabase for better user management. Learn how to  and  data in Kinabase, including , , , and data structures.",{"id":564,"title":563,"titles":1131,"content":1132,"level":1038},[],"Learn how to set up your first collection in Kinabase using AI suggestions. This guide walks you through the simplest steps to set up your first  and get a feel for how Kinabase organises your information. 1. Identify Your Core Data:\nDecide what you want to track first. It could be 'Customers', 'Projects', or something else vital to your day-to-day operations.2. Know Your Options:\nYou can create collection using Kinabase’s AI suggestions, from a spreadsheet, from a scanned document, or manually. For an immediate, streamlined approach, we recommend starting with AI.",{"id":1134,"title":1135,"titles":1136,"content":1137,"level":499},"/support/setting-up/create-your-first-collection#_1-open-the-add-collection-panel","1. Open the 'Add Collection' Panel",[563],"Look for the '+Add Collection' button at the bottom-left of your Kinabase sidebar.Click it, and a pop-up will appear asking, 'What would you like to use Kinabase for?'",{"id":1139,"title":1140,"titles":1141,"content":1142,"level":499},"/support/setting-up/create-your-first-collection#_2-tell-kinabase-what-you-want","2. Tell Kinabase What You Want",[563],"In the pop-up box, type a short sentence or two - for example, 'I want to track my clients.'",{"id":1144,"title":1145,"titles":1146,"content":1147,"level":499},"/support/setting-up/create-your-first-collection#_3-review-ai-suggestions","3. Review AI Suggestions",[563],"Kinabase will generate suggested collections (and ) based on your description.Rename any collection or field if you like, or remove what you don’t need, using the ⋯ (options menu) next to the relevant collection or field.",{"id":1149,"title":1150,"titles":1151,"content":1152,"level":499},"/support/setting-up/create-your-first-collection#_4-enable-activities-workflows-optional","4. Enable Activities & Workflows (Optional)",[563],"You can find extra features by clicking the Edit button next to the collection name.If you want to track calls, emails, meetings, or events in your , you can enable .If you want your records to move through predefined  (like 'Lead → Prospect → Customer'), toggle on .You can always change these settings later.",{"id":1154,"title":1155,"titles":1156,"content":1157,"level":499},"/support/setting-up/create-your-first-collection#_5-click-add-collections","5. Click 'Add Collections'",[563],"Your new collections appears in the sidebar, ready for new records to be added.You can easily edit or add fields at any time - no need to perfect everything up front.",{"id":1159,"title":1160,"titles":1161,"content":1162,"level":499},"/support/setting-up/create-your-first-collection#tips","Tips",[563],"You can always rename or add fields later, so don’t worry about perfecting your first collection.Kinabase has AI augmentations designed to make system setup easier; from creating collections, to adding data.If the AI missed something, you can edit or add fields directly from the collection’s configuration settings.Input real data, either manually or by importing a CSV file. You can read more about importing data here. That’s it! By using Kinabase’s AI suggestions, you can get a collection set up in seconds. If you want more detailed advice on configuring fields or , check out our further help and support guides.",{"id":568,"title":567,"titles":1164,"content":1165,"level":1038},[],"Learn how to configure your organisation's details and branding in Kinabase. Configuring your organisation's details and branding in Kinabase helps ensure that your workspace reflects your identity - both visually (via logos and brand colours) and operationally (with the correct date/time formats and registration info).",{"id":1167,"title":1168,"titles":1169,"content":1170,"level":499},"/support/setting-up/set-up-your-organisation#_1-access-organisation-details","1. Access Organisation Details",[567],"Open SettingsClick your name or the cog at the bottom-left corner of Kinabase.Select Settings from the menu.Select 'Organisation Details'\nUnder Organisation, choose Organisation Details to view the main configuration page.",{"id":1172,"title":1173,"titles":1174,"content":1175,"level":499},"/support/setting-up/set-up-your-organisation#_2-fill-in-basic-organisation-information","2. Fill in Basic Organisation Information",[567],"Within Organisation Details, you'll see  for: Organisation Name: Displayed throughout Kinabase.Website: A direct link for reference.Country: Sets your default region settings.Phone Number & Registration Number: For official or legal references.Organisation Size: Choose the range that best represents your team's scale. Having correct contact and registration details helps your team and potential auditors quickly verify organisational info.",{"id":1177,"title":1178,"titles":1179,"content":1180,"level":499},"/support/setting-up/set-up-your-organisation#_3-upload-your-company-logo","3. Upload Your Company Logo",[567],"Scroll to 'Organisation Logo'\nClick Upload Logo.Choose an image (ideal resolution: 512 × 512 px; max file size: 2 MB).Preview & Save\nOnce uploaded, the logo will appear on your  (like the home tab), reinforcing brand identity. Showcasing a consistent brand fosters familiarity across your internal tools, especially helpful for larger teams or external stakeholders.",{"id":1182,"title":1183,"titles":1184,"content":1185,"level":499},"/support/setting-up/set-up-your-organisation#_4-date-time-format","4. Date & Time Format",[567],"Below the logo section, you can set: Date Format: Day/Month/Year or Month/Day/Year.Time Format: 24-hour or 12-hour clock. Align date/time formats with your regional norms to reduce confusion across global teams.",{"id":1187,"title":1188,"titles":1189,"content":1190,"level":499},"/support/setting-up/set-up-your-organisation#_5-advanced-branding","5. Advanced Branding",[567],"For more detailed brand configuration - including multiple brand identities, custom colour palettes, and typography settings - see our dedicated Brand Guide documentation. The Brand Guide allows you to: Upload brand logos and automatically generate colour palettesConfigure primary, secondary, and accent coloursSet custom fonts using Google FontsDefine typography styles for headings and paragraphsManage multiple brand identities for different use cases To access the Brand Guide, click your user icon in the bottom-left corner and select Brand Guide. Team members can view approved colours and fonts for use in proposals, documents, and marketing materials. Read our Brand Guide for complete setup instructions.",{"id":1192,"title":1193,"titles":1194,"content":1195,"level":499},"/support/setting-up/set-up-your-organisation#_6-saving-applying-changes","6. Saving & Applying Changes",[567],"Click 'Update'\nOn the right-hand side of your screen next to the section you have changed, to confirm your changes.Or 'Undo' if you made a mistake and would like to revert your changes.Check Your DashboardYou should see your logo on the main dashboard page now.Date/time formats will apply across  and . Use a high-resolution but reasonably sized logo (under 2 MB) to ensure quick load times while looking sharp.A clearly defined colour scheme and fonts unify your workspace’s look and feel.If your organisation rebrands or changes contact info, return here to keep everyone aligned. Customising your organisation's details and branding lets Kinabase become an extension of your brand's identity. Whether you're a small team or a global enterprise, these settings make the platform feel comfortable, consistent, and ready to support your day-to-day operations.",{"id":572,"title":571,"titles":1197,"content":1198,"level":1038},[],"Learn about the three main user types in Kinabase - System Admin, Billing Admin, and Standard Users. When you're setting up Kinabase for your organisation, you'll encounter three main user types: System Admin, Billing Admin, and Standard Users. This quick introduction helps you decide who should have which responsibilities before you start inviting teams to collaborate on Kinabase. Please note: User types are different to .  To learn how to create a new  for more specific access to your Kinabase, see the Roles and Permissions guide.",{"id":1200,"title":1201,"titles":1202,"content":1203,"level":499},"/support/setting-up/understand-user-types#system-admin","System Admin",[571],"If you're the first person from your company to sign up, you're automatically the System Admin - the highest-level role in Kinabase. This means you can: Access and configure every part of Kinabase - including , , and system-wide settings.Invite new users and change their access levels.Promote or demote other System Admins and Billing Admins. Because a System Admin has unrestricted access, we recommend only a few trusted individuals hold this role.",{"id":1205,"title":1206,"titles":1207,"content":1208,"level":499},"/support/setting-up/understand-user-types#billing-admin","Billing Admin",[571],"A Billing Admin is responsible for managing payments, invoices, and subscription details. They see and change only billing-related settings, making them ideal for finance or administrative staff who don't need full control of your Kinabase setup.This helps keep sensitive financial data in the right hands while your technical teams manage the rest of the system. System Admins automatically have billing access, so you don't need to assign this role separately.",{"id":1210,"title":1211,"titles":1212,"content":1213,"level":499},"/support/setting-up/understand-user-types#standard-user","Standard User",[571],"Everyone else in Kinabase is typically a Standard User. They can perform the  and  assigned to them based on your organisation's permissions setup - like adding or editing , viewing certain collections, and taking part in .Standard Users won't see system-wide settings or billing details unless you specifically grant them higher-level access.",{"id":1215,"title":1216,"titles":1217,"content":1218,"level":499},"/support/setting-up/understand-user-types#changing-user-types","Changing User Types",[571],"If you need to change a user’s type or update their permissions: Go to Settings at the bottom-left of your sidebarSelect UsersFind the user you want to update, click the three dots (⋯) next to their name, and choose System Admin, Billing Admin, or revert them to a Standard User Assign these roles carefully to keep your Kinabase secure, efficient, and perfectly aligned with how your organisation works. If you need help or have any questions, our Cambridge-based support team is ready to assist.",{"id":576,"title":575,"titles":1220,"content":1221,"level":1038},[],"Learn how to invite new users to Kinabase and manage licenses effectively. Kinabase is most powerful when your whole team collaborates in real time,\nensuring your team always has access to important information. By inviting team members, you cut down on data silos and keep everyone on the same page.Each  gets their own login, so they can view relevant , update , track  , and complete  - all under one integrated platform.Adding new users does affect your subscription, so your monthly or annual billing will reflect any changes.",{"id":1223,"title":1224,"titles":1225,"content":1226,"level":499},"/support/setting-up/invite-users-and-licenses#where-to-invite-users","Where to Invite Users",[575],"You can invite users from either: User Settings (located under Settings → Users).Colleagues Collection (found in the sidebar under your ). Both methods lead to the same invite form, letting you add a user's name, email, and .",{"id":1228,"title":1229,"titles":1230,"content":46,"level":499},"/support/setting-up/invite-users-and-licenses#how-to-invite-a-new-user","How to Invite a New User",[575],{"id":1232,"title":1233,"titles":1234,"content":46,"level":504},"/support/setting-up/invite-users-and-licenses#_1-go-to-user-settings-or-your-colleagues-collection","1. Go to User Settings or your Colleagues Collection.",[575,1229],{"id":1236,"title":1237,"titles":1238,"content":46,"level":504},"/support/setting-up/invite-users-and-licenses#_2-click-the-invite-button-at-the-top-of-the-page-you-can-either-invite-via-an-email-or-from-your-microsoft-account","2. Click the Invite button at the top of the page. You can either invite via an email, or from your Microsoft account.",[575,1229],{"id":1240,"title":1241,"titles":1242,"content":46,"level":504},"/support/setting-up/invite-users-and-licenses#_3-enter-name-and-email-and-select-any-roles-eg-marketing-hr-or-administrative-access-eg-system-admin-billing-admin-if-needed","3. Enter Name and Email, and select any Roles (e.g., 'Marketing', 'HR') or Administrative Access (e.g., 'System Admin', 'Billing Admin') if needed.",[575,1229],{"id":1244,"title":1245,"titles":1246,"content":1247,"level":504},"/support/setting-up/invite-users-and-licenses#_4-click-ok-to-send-an-invitation","4. Click OK to send an invitation.",[575,1229],"To learn how to create roles, check out our guide on Assigning Roles & . The new user will receive an email with a link to set up their Kinabase account.Once they're registered, their status changes from Invited to Active, and they appear in both the User Settings page and the Colleagues Collection. If your organisation already uses Microsoft 365, you can sync these accounts directly with Kinabase - so you don't need to re-enter any details.Check out our guide on Connecting with Microsoft 365  for step-by-step instructions.",{"id":1249,"title":1250,"titles":1251,"content":1252,"level":504},"/support/setting-up/invite-users-and-licenses#managing-licenses","Managing Licenses",[575,1229],"Each active user in Kinabase has a license. When you invite a new user, you'll see a  that your subscription will be updated accordingly. If a user no longer needs access, you can deactivate them in User Settings, freeing up a license for someone else. By inviting the right people and managing licenses effectively, you unlock Kinabase's full collaborative power - giving everyone secure, real-time access to your most important data. If you need help, our Cambridge-based support team is here to assist.",{"id":580,"title":579,"titles":1254,"content":1255,"level":1038},[],"Learn how to connect Kinabase with Microsoft 365 for seamless user management and file sharing. Linking your Microsoft 365 tenant (including Microsoft Entra ID, formerly Azure Active Directory) to Kinabase enables single sign-on (SSO), automatic user provisioning, and SharePoint file storage integration.",{"id":1257,"title":1258,"titles":1259,"content":1260,"level":499},"/support/setting-up/connecting-to-microsoft-365#what-you-can-do-with-microsoft-365-integration","What you can do with Microsoft 365 integration",[579],"Allow users to sign in to Kinabase using their existing Microsoft 365 credentials. Import users directly from your Microsoft 365 directory, including their names, email addresses, profile photos, job titles, and manager relationships. Store files in your SharePoint document library instead of Kinabase's built-in storage. Log emails as activities and add contacts directly from Microsoft Outlook.",{"id":1262,"title":1263,"titles":1264,"content":1265,"level":499},"/support/setting-up/connecting-to-microsoft-365#_1-enable-microsoft-365-sign-in","1. Enable Microsoft 365 Sign-In",[579],"To connect your Kinabase organisation to Microsoft 365: Click on your name in the bottom-left corner of Kinabase and select Settings.Navigate to Organisation → Identity & Provisioning.Under Allowed sign-in methods, toggle the switch next to Microsoft 365 to enable it.You will be redirected to Microsoft to grant permission. A Microsoft 365 administrator must approve the connection.After approving, you will be returned to Kinabase with a confirmation message. Once enabled, users can sign in to Kinabase by clicking Microsoft on the sign-in page and using their Microsoft 365 credentials.",{"id":1267,"title":1268,"titles":1269,"content":1270,"level":499},"/support/setting-up/connecting-to-microsoft-365#_2-syncing-users-from-microsoft-365","2. Syncing Users from Microsoft 365",[579],"Once Microsoft 365 is connected, you can import users from your directory: Go to Settings → Organisation → Identity & Provisioning.In the Microsoft 365 section, you will see a panel showing your connection status and tenant ID.Click the Sync now button to open the user selection dialog. The dialog shows all users from your Microsoft 365 directory who are not yet in Kinabase.Use the dropdown filter to show users from a specific security group, or view all users.Select the users you want to add by ticking the checkboxes.For each user, click User type & roles to assign:\nA user type (User, Administrator, or Billing Administrator)One or more roles for collection permissionsClick Add X user(s) to import the selected users, or click Sync to update existing users without adding new ones. Synced users appear in both the Users settings page and the Colleagues collection. Each user counts towards your Kinabase licence allocation.",{"id":1272,"title":1273,"titles":1274,"content":1275,"level":504},"/support/setting-up/connecting-to-microsoft-365#what-data-is-synced-from-microsoft-365","What data is synced from Microsoft 365?",[579,1268],"When you sync users, the following information is imported: Name (display name)First name and last nameEmail address (user principal name)Profile photo (if available in Microsoft 365)Job titleManager (if configured in Microsoft 365)Security group memberships Profile photos are also fetched automatically when users sign in with their Microsoft account for the first time, if they don't already have a photo set in Kinabase. Users can still upload a custom photo via Settings > Profile if they prefer a different image.",{"id":1277,"title":1278,"titles":1279,"content":1280,"level":499},"/support/setting-up/connecting-to-microsoft-365#_3-importing-job-titles-and-manager-hierarchies","3. Importing Job Titles and Manager Hierarchies",[579],"If your Microsoft 365 directory stores job titles and manager relationships, you can sync this information to your Colleagues collection: Ensure your Colleagues collection has fields for 'Job Title' and 'Manager'. To learn how to configure the Colleagues list, see our Colleagues List guide. In Settings → Organisation → Identity & Provisioning, scroll to Sync Microsoft 365 colleague information.Map your Colleagues collection fields to the corresponding Microsoft 365 data:\nMap 'Job Title' to receive the user's job title from Microsoft 365Map 'Manager' to receive the reporting structureClick Sync now to import or update the information. Manager hierarchies are useful for workflows and approvals where you need records to be reviewed by a user's manager.",{"id":1282,"title":1283,"titles":1284,"content":1285,"level":499},"/support/setting-up/connecting-to-microsoft-365#_4-sharepoint-integration","4. SharePoint Integration",[579],"With Microsoft 365 connected, you can use SharePoint as your file storage provider: Go to Settings → Organisation → File Storage.Under Storage Provider, change from Kinabase (built-in) to SharePoint.If prompted, grant Kinabase additional permissions to access SharePoint.Select the SharePoint document library you want to use. We recommend using an empty or dedicated library.Click Update to save your settings. Co-editing: Open Word, Excel, and PowerPoint files directly in desktop applications from Kinabase.Structured folders: Kinabase automatically creates a folder for each collection, with subfolders for each record.Bi-directional sync: Files uploaded in Kinabase appear in SharePoint, and files added in SharePoint appear in Kinabase.Version control: SharePoint's native versioning remains available for tracking changes.For detailed instructions, see our SharePoint Integration guide.",{"id":1287,"title":1288,"titles":1289,"content":1290,"level":499},"/support/setting-up/connecting-to-microsoft-365#_5-outlook-add-in","5. Outlook Add-in",[579],"The Outlook add-in requires Microsoft 365 integration to be enabled. It allows users to: View matching contacts and organisations from emailsAdd new contacts and organisations to Kinabase from email sendersLog emails as activities against Kinabase records For setup instructions, see our Outlook Add-in guide.",{"id":1292,"title":1293,"titles":1294,"content":1295,"level":499},"/support/setting-up/connecting-to-microsoft-365#troubleshooting","Troubleshooting",[579],"A Microsoft 365 global administrator must approve the initial connection. If you're not an admin, contact your IT department to grant consent.Only users with 'Account Enabled' set to true in Microsoft 365 will appear in the sync dialog. Check the user's account status in your Microsoft 365 admin centre.If SharePoint storage shows a permissions error, your Microsoft 365 administrator may need to grant additional permissions for Kinabase to read and write to SharePoint.If you rename or remove fields in your Colleagues collection, revisit Identity & Provisioning to update the field mappings for job title and manager sync.Each user synced from Microsoft 365 counts towards your active Kinabase user licences. Adding users will update your subscription and be included in your next invoice. Connecting Kinabase to Microsoft 365 centralises sign-ins, user management, and file storage - while maintaining a secure and consistent environment.",{"id":584,"title":583,"titles":1297,"content":1298,"level":1038},[],"Learn how to set up roles and permissions in Kinabase to manage user access effectively. As your Kinabase workspace grows, it's important to decide who should be able to see or edit which parts of your data. and  let you control that, making sure users have the right level of access while keeping sensitive information secure. Only the right people can edit or  certain , , and .Team members spend less time navigating irrelevant data, focusing instead on what actually matters for their job.Following data protection standards (e.g., ISO 9001, GDPR) becomes more straightforward when you can easily tailor who has access to specific information.",{"id":1300,"title":1301,"titles":1302,"content":1303,"level":499},"/support/setting-up/assign-roles-and-permissions#_1-creating-or-editing-roles","1. Creating or Editing Roles",[583],"In Kinabase,  group users with similar access needs.  For instance, you might have 'Sales', 'Engineer', or 'Manager'. These roles do not override whether someone is a System Admin or Billing admin - they're simply a way to define day-to-day permissions in your organisation. Remember: You can assign colleagues multiple roles. This is especially useful for team members who straddle multiple teams. To manage roles, go to Settings → Organisation → Roles. Add a New RoleClick + Add Role, give it a name and description (e.g., 'Sales Team'), and (optionally) assign existing users.Manage Existing RolesUse the (⋯) menu next to a role name to rename it, add/remove users, or duplicate/delete it.",{"id":1305,"title":1306,"titles":1307,"content":1308,"level":499},"/support/setting-up/assign-roles-and-permissions#_2-setting-permissions","2. Setting Permissions",[583],"Permissions define what each role can do within Kinabase. For example, you may allow your 'Sales' role to view and edit 'Leads' and 'Clients', while 'No Access' to your 'Financial' collections.",{"id":1310,"title":1311,"titles":1312,"content":1313,"level":504},"/support/setting-up/assign-roles-and-permissions#adjust-permissions-in-roles","Adjust Permissions in Roles",[583,1306],"Open the RoleUnder Settings → Organisation → Roles, select (⋯) next to the role, then choose Edit Permissions.Set Access LevelsFor each collection, click 'View & Edit', 'View Only', or 'No Access'. You can also allow , , , or other special features on a per-role basis.SaveClick OK to confirm changes.",{"id":1315,"title":1316,"titles":1317,"content":1318,"level":504},"/support/setting-up/assign-roles-and-permissions#fine-tuning-at-the-collection-level","Fine-Tuning at the Collection Level",[583,1306],"If you need more granularity, open a collection's Configure panel (via ⋯ in the collection toolbar or sidebar) to restrict or expand role-specific access - right down to field-level permissions.",{"id":1320,"title":1321,"titles":1322,"content":1323,"level":499},"/support/setting-up/assign-roles-and-permissions#_3-balancing-everyone-vs-specific-roles","3. Balancing 'Everyone' vs. Specific Roles",[583],"Kinabase includes an 'Everyone' role by default. We recommend setting minimal privileges here - like 'View Only' or 'No Access' - and then granting more specific privileges through roles like 'Engineering', 'Sales', or 'Marketing'. This approach maintains a secure baseline while preventing accidental overexposure of sensitive data. User types are system-level account types.System AdminThis user type has full access to all system settings and can manage every aspect of Kinabase. Typically limited to a few trusted individuals.Billing AdminThis user type can view and manage subscription details but not broader system settings. Perfect for finance or administrative staff who only need billing visibility.Regular UserThis user type cannot access system settings or subscription details. These users are assigned roles (below) to control their access to Kinabase.Roles define day-to-day permissions (like editing a 'Clients' collection) but do not grant system-level privileges. Even if someone is a System Admin, they might also hold the 'Sales' role for clarity - but it's the System Admin type that gives them platform-wide control. See the guide on User Types for more details on how to set up your Kinabase workspace. By assigning roles strategically, you can fine-tune access without compromising security. If you need help or have questions, our Cambridge-based team is here to assist.",{"id":588,"title":587,"titles":1325,"content":1326,"level":1038},[],"Learn how to configure the Colleagues List in Kinabase for better user management. The  List is an integral part of Kinabase - designed for managing user information - so it has a simplified configuration menu compared to other . Please note you won’t see the , , or  options because these aren’t available for colleagues.\nHowever, you can still add fields, manage permissions, and perform a few other basic actions to keep team data accurate and accessible. Add extra fields like 'Department', 'Line Manager', or 'Date of Hire.'Limit sensitive information (e.g., personal details) to specific .Keep user information consistent across the entire platform.",{"id":1328,"title":1329,"titles":1330,"content":1331,"level":499},"/support/setting-up/configure-the-colleagues-list#how-to-access-configuration","How to Access Configuration",[587],"Open the Colleagues ListLook for 'Colleagues' near the top of your sidebar, underneath your Calendar.Select 'Configure'Click the ⋯ (options menu) in the top-right corner of the screen, then choose Configure. Alternatively, right-click on Colleagues in the sidebar and select Configure. Unlike a regular collection, you'll see a simplified menu - typically Fields, Roles, Permissions, and Tabs - instead of the full set of options.",{"id":1333,"title":1334,"titles":1335,"content":1336,"level":499},"/support/setting-up/configure-the-colleagues-list#what-you-can-configure","What You Can Configure",[587],"FieldsAdd a field (e.g. 'Department', 'Title', 'Line Manager').Edit a field name or field type (e.g., change a text field to a dropdown).Remove any unneeded fields.Roles (Unique to Colleagues)Assign users to a role, or edit what actions a user assigned a role can take.Keep track of who’s in what role for quick filtering or referencing.PermissionsDecide which users (or roles) can view/edit the Colleagues List.Protect sensitive fields so only HR or admins can see them.Tabs (If enabled)Manage how associated  are displayed in colleague records.Show or hide relevant data for a cleaner layout. You can't configure workflows, views, or types in the Colleagues List.  You also can't delete it!",{"id":1338,"title":1339,"titles":1340,"content":1341,"level":499},"/support/setting-up/configure-the-colleagues-list#steps-to-add-a-field","Steps to Add a Field",[587],"Go to Fields in the Colleagues List configuration.Click + Add Field.Give the field a Name (e.g., 'Department'), choose a Type (text, dropdown, date, etc.), and add an optional Description.Click OK to save. The new field will appear in your Colleagues List immediately. By configuring Fields, Roles, Permissions, and (optionally) Tabs in the Colleagues List, you're setting up a well-organised, secure record of every user in Kinabase.\nUse this list to keep on top of your Human Resource management. If you need further assistance, our Cambridge-based support team is always here to help.",{"id":592,"title":591,"titles":1343,"content":1344,"level":1038},[],"Learn how to import and export data in Kinabase, including records, activities, tasks, and data structures. Kinabase provides flexible ways to bring data in () or take data out () - perfect for migrating from spreadsheets, creating backups, or collaborating with external systems. You can manage these actions from Settings → Import / Export or within individual . For advanced setup, you can also let AI suggest data structures from your existing spreadsheets and files.",{"id":1346,"title":1347,"titles":1348,"content":1349,"level":499},"/support/setting-up/importing-and-exporting-data#_1-accessing-importexport-tools","1. Accessing Import/Export Tools",[591],"Open SettingsClick your name or the cog at the bottom-left corner.Select Settings from the menu.Select 'Import / Export'\nIn the System section, find and click Import / Export.Select an Action\nImport: , , , or Data Structures.Export: Everything, or individual items like records, tasks, or data structures.Only System Admins have default access to this page. Admins can grant additional  in Settings → Users. Method B: Directly from a CollectionOpen the Collection\nUse the sidebar to pick your target collection.Click the ⋯ (options menu) in the top-right.\nChoose Import (.csv) or Export (.csv) for record-based data.This is handy for simpler tasks or focusing on a single collection at a time.",{"id":1351,"title":1352,"titles":1353,"content":1354,"level":499},"/support/setting-up/importing-and-exporting-data#_2-importing-data","2. Importing Data",[591],"(Includes Records, Activities, Tasks) Prepare Your CSV\nMake sure your csv columns match the  in your collection (e.g., Name, Email, Status).For updates to existing records, include an ID or unique identifier column.Initiate Import\nEither go to Settings → Import / Export → Import → Records or open the collection’s ⋯ menu and pick Import (.csv).Map Fields\nSelect your CSV file, then match each CSV column to a Kinabase field.(Optionally) Only Update Existing Records\nCheck 'Only update existing records' and specify a key field.Great for bulk updates without creating duplicates.Click 'Next' to confirm. This is similar to importing records, but includes historical timestamps for field changes.Prepare your CSVMake sure your csv columns match the  in your collection (e.g., Name, Email, Status).For historical updates to existing records, ideally include an ID or unique identifier column.Make sure to include a 'Timestamp' column formatted as dd/mm/yyyy hh:mm:ss.Initiate ImportOpen the collection’s configuration ⋯ menu and pick Import (.csv)Upload your CSV file by dragging & dropping it into the window, or use file explorer (Windows) or finder (Mac)or go to global Settings → Import / Export → Import → Records orChoose your Import TypeSelect “Import historical values for matching records.”Choose the CSV column and collection field to match withSet a fixed timestamp if appropriate.Assign FieldsMatch each CSV column to a Kinabase field.Click NextYour import will begin processing & give you a success message when complete.You can now see historical changes to record field values in the Activity timeline of each record. Activities: Logs of notes, emails, phone calls, or system updates.Tasks: Action items linked to records, with columns like Task Name, Description, or Due Date.Open Import in Settings\nImport → Activities or Import → Tasks.Select the CSV\nDrag-and-drop your file.Map Required Columns\ne.g., Linked Record, Activity Type, Created By for Activities.e.g., Task Status, Due Date, Assignees for Tasks.Review & Confirm\nClick Next/Import to save changes.Importing tasks from older systems helps maintain continuity for due dates, owners, and completion logs. If you have a .kinabase file (exported from another Kinabase environment or provided by support):Go to 'Import / Export'\nImport → Data Structures.Select File & Confirm\nThis creates a new collection or updates an existing one based on the structure in the .kinabase file.",{"id":1356,"title":1357,"titles":1358,"content":1359,"level":499},"/support/setting-up/importing-and-exporting-data#_3-exporting-data","3. Exporting Data",[591],"Open 'Import / Export' in Settings.Choose an Export Option\nEverything: Creates a .zip with all records, tasks, activities, data structures.Records / Activities / Tasks: Exports each item type to a .csv.Data Structures: Creates .kinabase files for your collections.Headers: Only exports the column headers as a .csv for template creation.Save Locally\nName your file and store it in the desired location. Go to Collection\nUse the sidebar to pick the relevant collection.Select '⋯' → 'Export (.csv)'\nName the file, pick where to save, and confirm.When this is handy:  For quick backups or analysis in Excel/Google Sheets.",{"id":1361,"title":1362,"titles":1363,"content":1364,"level":499},"/support/setting-up/importing-and-exporting-data#_4-creating-collections-from-spreadsheets-or-photos-using-ai","4. Creating Collections from Spreadsheets or Photos using AI",[591],"When adding a new collection via + Add Collection, Kinabase’s AI can scan your CSV or photo to suggest fields automatically: Click '+ Add Collection'\nPick From an existing spreadsheet or From a photo/scanned document.Upload File\nThe AI analyses your data, proposing field names/types.Refine & Confirm\nDelete or adjust any fields if needed.A new collection is created with these fields.Kinabase can also import your initial records if you choose to. This drastically speeds up setup for new collections, making your data ready to use immediately.",{"id":1366,"title":1367,"titles":1368,"content":1369,"level":504},"/support/setting-up/importing-and-exporting-data#troubleshooting-imports","Troubleshooting Imports",[591,1362],"Especially when updating existing records, export a CSV as a backup in case anything overwrites incorrectly.Keep an eye on import or export logs to confirm success.If your CSV is large, you might want to consider splitting it into more manageable chunks.We recommend quickly build new collections from spreadsheets or photos using AI to accelerate setup. Failed Import PromptIf any records can’t be imported, Kinabase prompts you to re-download a CSV containing only the problematic records.Include Errors ColumnCheck the box Include Errors Column. This adds a column describing why each row failed (e.g., invalid field value).ExampleIf 'Botswana' doesn’t exist in your 'Countries' collection, the error message might say 'Value not found in linked field.'SolutionEither fix the row (change 'Botswana' to an accepted value) or add a 'Botswana' record in your 'Countries' collection. Then re-import. Skip Duplicate RecordsIn the Assign Fields window, select Skip Duplicate Records.This prevents reimporting lines that already succeeded on a previous attempt. Contact SupportIf problems persist, email support@kinabase.com or call (+44) 01223 626262.Check PermissionsEnsure you have correct import permissions under **Settings → Users**. Using Import & Export features in Kinabase lets you efficiently migrate data, bulk-update records, align external systems, and build new collections with AI assistance. If you need more advanced customisation or run into persistent errors, contact our Support Team or your System Admin.",{"id":596,"title":595,"titles":1371,"content":1372,"level":1038},[],"Learn how to set up brand identities with colours, typography, and logos in Kinabase, and share them via the Brand Guide. The Brand Guide in Kinabase lets you define your organisation's visual identity - including logos, colour palettes, and typography - and share it with your team. Your brand settings are automatically applied to document templates and portals, ensuring consistent, professional output.",{"id":1374,"title":1375,"titles":1376,"content":1377,"level":499},"/support/setting-up/brand-guide#_1-what-is-the-brand-guide","1. What Is the Brand Guide?",[595],"The Brand Guide serves two purposes: Configuration: Administrators define brand identities with logos, colours, and fontsReference: All users can view the Brand Guide to access approved colours, fonts, and usage guidelines Your brand settings are used throughout Kinabase: Document Templates: Automatic styling with brand fonts and coloursPortals: Consistent branding for external-facing pagesBrand Fields: Tag records with specific brand identities",{"id":1379,"title":1380,"titles":1381,"content":46,"level":499},"/support/setting-up/brand-guide#_2-accessing-the-brand-guide","2. Accessing the Brand Guide",[595],{"id":1383,"title":1384,"titles":1385,"content":1386,"level":504},"/support/setting-up/brand-guide#for-all-users-viewing","For All Users (Viewing)",[595,1380],"Click your user iconIn the bottom-left corner of Kinabase, click your name or avatar.Select 'Brand Guide'The Brand Guide opens, displaying your organisation's brand identity.",{"id":1388,"title":1389,"titles":1390,"content":1391,"level":504},"/support/setting-up/brand-guide#for-administrators-configuring","For Administrators (Configuring)",[595,1380],"Open SettingsClick your name in the bottom-left corner and select Settings.Select 'Branding'Under Organisation, choose Branding to manage brand identities.",{"id":1393,"title":1394,"titles":1395,"content":46,"level":499},"/support/setting-up/brand-guide#_3-creating-a-brand-identity","3. Creating a Brand Identity",[595],{"id":1397,"title":1398,"titles":1399,"content":1400,"level":504},"/support/setting-up/brand-guide#_31-add-a-new-brand","3.1 Add a New Brand",[595,1394],"Open Branding settingsGo to Settings → Branding.Click 'Add Brand'The brand editor opens with three tabs: Details, Colours, and Typography.",{"id":1402,"title":1403,"titles":1404,"content":1405,"level":504},"/support/setting-up/brand-guide#_32-brand-details","3.2 Brand Details",[595,1394],"In the Details tab: Brand Name: Enter a descriptive name (e.g., 'Corporate Brand', 'Product Line A').Brand Description: Optionally describe when this brand should be used.Brand Logo: Upload your logo image.\nRecommended size: 512 × 512 pixelsMaximum file size: 1 MBSupported formats: PNG, JPG, SVG When you upload a logo, Kinabase automatically generates a colour palette based on the image colours.",{"id":1407,"title":1408,"titles":1409,"content":1410,"level":504},"/support/setting-up/brand-guide#_33-colour-palette","3.3 Colour Palette",[595,1394],"In the Colours tab, configure your brand's colour scheme:",{"id":1412,"title":1413,"titles":1414,"content":1415,"level":1416},"/support/setting-up/brand-guide#system-colours","System Colours",[595,1394,1408],"These six colours are used throughout the system: Your flagship colour. Appears on primary buttons, headers, and key UI elements.A complementary colour used to contrast and support the primary colour.Represents positive actions, confirmations, and completed states. Typically green-based.Conveys urgency, destructive actions, and errors. Typically red-based.Indicates caution and warnings. Typically yellow or orange-based.A neutral, informative colour for notices and information. Typically blue-based. For each colour, you can: Pick a colour using the colour pickerEnter a specific HEX codeGive the colour a custom name",4,{"id":1418,"title":1419,"titles":1420,"content":1421,"level":1416},"/support/setting-up/brand-guide#custom-colours","Custom Colours",[595,1394,1408],"Click Add Custom Colour to add additional brand-specific colours beyond the system palette. These appear in the Brand Guide and can be referenced by your team.",{"id":1423,"title":1424,"titles":1425,"content":1426,"level":504},"/support/setting-up/brand-guide#_34-typography","3.4 Typography",[595,1394],"In the Typography tab, configure your brand's fonts:",{"id":1428,"title":1429,"titles":1430,"content":1431,"level":1416},"/support/setting-up/brand-guide#font-family","Font Family",[595,1394,1424],"Select a base fontChoose from system fonts (Helvetica, Arial, Times New Roman, Georgia, Verdana, Courier New) or browse Google Fonts.Preview your selectionThe preview box shows how your chosen font appears. Visit Google Fonts to explore available options.",{"id":1433,"title":1434,"titles":1435,"content":1436,"level":1416},"/support/setting-up/brand-guide#typography-styles","Typography Styles",[595,1394,1424],"Customise the appearance of each text style: StyleDefault SizeDefault WeightHeading 132ptBold (700)Heading 224ptBold (700)Heading 320ptBold (700)Heading 418ptBold (700)Heading 516ptBold (700)Heading 612ptBold (700)Paragraph11ptRegular (400) For each style, you can adjust: Font size (in points)Font weight (100-900)Letter spacingLine heightItalic styling",{"id":1438,"title":1439,"titles":1440,"content":1441,"level":1416},"/support/setting-up/brand-guide#bullet-point-style","Bullet Point Style",[595,1394,1424],"Choose the default bullet style for lists: Disc (filled circle)Circle (hollow)SquareDash",{"id":1443,"title":1444,"titles":1445,"content":1446,"level":504},"/support/setting-up/brand-guide#_35-save-your-brand","3.5 Save Your Brand",[595,1394],"Click Save (or Add for new brands) to save your brand identity.",{"id":1448,"title":1449,"titles":1450,"content":1451,"level":499},"/support/setting-up/brand-guide#_4-viewing-the-brand-guide","4. Viewing the Brand Guide",[595],"The Brand Guide provides a comprehensive reference for your brand identity.",{"id":1453,"title":1454,"titles":1455,"content":1456,"level":504},"/support/setting-up/brand-guide#_41-accessing-colour-codes","4.1 Accessing Colour Codes",[595,1449],"In the Colours section: View colour swatchesEach colour displays with its name and colour variations (9 shades from 100-900).Copy colour codesClick any swatch to copy its HEX code.Click the HEX, RGB, or HSL labels to copy that specific format.View custom coloursScroll to the Custom Colours section for additional brand colours.",{"id":1458,"title":1459,"titles":1460,"content":1461,"level":504},"/support/setting-up/brand-guide#_42-typography-reference","4.2 Typography Reference",[595,1449],"In the Typography section: Font Usage GuidelinesView recommendations for using your brand fonts.Primary Brand FontSee the selected font family and where to obtain it.Typography SpecimensPreview each heading and paragraph style with actual rendering.Technical SpecificationsView detailed specs: font family, size, line height, letter spacing, weight, and variable axes.",{"id":1463,"title":1464,"titles":1465,"content":1466,"level":499},"/support/setting-up/brand-guide#_5-managing-multiple-brands","5. Managing Multiple Brands",[595],"Your organisation can have multiple brand identities for different purposes (e.g., corporate brand, product lines, regional variations).",{"id":1468,"title":1469,"titles":1470,"content":1471,"level":504},"/support/setting-up/brand-guide#_51-switching-brands","5.1 Switching Brands",[595,1464],"Open the Brand GuideClick your user icon and select Brand Guide.Use the brand switcherIf multiple brands exist, tabs appear in the toolbar.Click a tab to view that brand's guide.",{"id":1473,"title":1474,"titles":1475,"content":1476,"level":504},"/support/setting-up/brand-guide#_52-editing-or-deleting-brands","5.2 Editing or Deleting Brands",[595,1464],"From Settings → Branding: Edit: Click the Edit button (pencil icon) or right-click and select Edit.Duplicate: Right-click a brand and select Duplicate to create a copy.Delete: Right-click and select Delete. Confirm the deletion in the dialog. Deleting a brand cannot be undone. Ensure it's not in use before removing it.",{"id":1478,"title":1479,"titles":1480,"content":46,"level":499},"/support/setting-up/brand-guide#_6-using-brands-in-your-data","6. Using Brands in Your Data",[595],{"id":1482,"title":1483,"titles":1484,"content":1485,"level":504},"/support/setting-up/brand-guide#_61-brand-field-type","6.1 Brand Field Type",[595,1479],"Add a Brand  to any  to tag records with a specific brand identity: Open Collection ConfigurationRight-click your collection and select Configure.Add a FieldUnder Fields, click + Add Field.Select 'Brand'Choose the Brand field type.SaveUsers can now select a brand when creating or editing records. The brand field displays the logo and name, making it easy to identify which brand a record belongs to.",{"id":1487,"title":1488,"titles":1489,"content":1490,"level":504},"/support/setting-up/brand-guide#_62-brand-in-document-templates","6.2 Brand in Document Templates",[595,1479],"Document templates automatically apply the primary brand identity: Typography: All headings and paragraphs use brand fontsLogo element: Insert your brand logo using the toolbarColours: Access brand colours when styling text Read our Document Templates guide for more on creating branded documents.",{"id":1492,"title":1493,"titles":1494,"content":1495,"level":499},"/support/setting-up/brand-guide#_7-best-practices","7. Best Practices",[595],"Upload logos at 512 × 512 pixels or higher for crisp display across all contexts.Ensure sufficient contrast between text and background colours for readability.Use the description field to explain when and how each brand should be used.Preview document templates after updating brand settings to ensure they look correct.Only create separate brand identities when genuinely needed to avoid confusion.",{"id":1497,"title":1293,"titles":1498,"content":1499,"level":499},"/support/setting-up/brand-guide#troubleshooting",[595],"Google Fonts require an internet connection to load. Check your network if fonts appear incorrectly.Ensure your logo file is under 1 MB and in a supported format (PNG, JPG, SVG).Only administrators can configure brand identities. Contact your System Admin.Document templates use the first brand identity by default. Ensure at least one brand is configured. The Brand Guide ensures everyone in your organisation has access to approved brand assets and guidelines. Combined with document templates, it helps maintain a professional, consistent identity across all your outputs. If you need assistance, contact your System Admin or our Support Team.",{"id":600,"title":599,"titles":1501,"content":1502,"level":1038},[],"A comprehensive guide for Billing Admins in Kinabase, covering their roles, responsibilities, and how to manage billing effectively. A Billing Admin in Kinabase is a user type focused solely on financial oversight - managing your organisation's invoices, subscriptions, and payment details. They do not have broader system privileges like configuring  or assigning . This guide will help you understand exactly what you can do as a Billing Admin, how to access Billing & Invoices, and how to keep your account up to date. There's a separate guide on Understanding User Types that covers the differences between Billing Admins, System Admins, and Standard Users.  This guide is specifically for Billing Admins.",{"id":1504,"title":1505,"titles":1506,"content":1507,"level":499},"/support/setting-up/billing-admin-guide#_1-what-does-a-billing-admin-do","1. What does a Billing Admin do?",[599],"View and Download InvoicesKeep a record of monthly or annual payments for bookkeeping, audits, or internal reviews.Manage Subscription PlansSee your current plan, how many active users you have, and any upcoming charges.Update Payment MethodsEdit billing details, such as credit card information or billing addresses, to ensure timely and accurate payments.Coordinate with Account ManagementIf you need to make significant plan changes (e.g., upgrading or downgrading), you can reach out to our Account Management Team directly from within Kinabase. Because Billing Admins are restricted to billing-related , they won't see high-level system admin settings like creating collections or editing roles.\nThis keeps the platform secure and makes sure each user only accesses what they need.",{"id":1509,"title":1510,"titles":1511,"content":1512,"level":499},"/support/setting-up/billing-admin-guide#_2-becoming-a-billing-admin","2. Becoming a Billing Admin",[599],"To become a Billing Admin, you must be assigned this user type by a System Admin. If you need billing access: Ask a System Admin to open Settings → Users.Right-click your name (or click the options menu ⋯) and select Make \u003CUser Name> a Billing Admin.Once assigned, log out and log back in to see your new Billing & Invoices tab in the Settings menu.",{"id":1514,"title":1515,"titles":1516,"content":1517,"level":499},"/support/setting-up/billing-admin-guide#_3-accessing-billing-invoices","3. Accessing Billing & Invoices",[599],"Go to Settings: From your Kinabase sidebar, click Settings at the bottom.Select 'Billing & Invoices': Under System, look for Billing & Invoices.View Current Plan: At the top, you'll see your plan name, plus the number of active users.Download Invoices: In many cases, you'll see a list of recent invoices. Click an invoice to view or download it for record-keeping. If you need to change or upgrade your plan, a link may direct you to contact our Account Management Team or your subscription provider.",{"id":1519,"title":1520,"titles":1521,"content":1522,"level":499},"/support/setting-up/billing-admin-guide#_4-editing-billing-details","4. Editing Billing Details",[599],"Depending on your setup, you might see an option to edit billing details - like updating your organisation's address, payment method, or purchase order references. If you don't see these options or can't change them, contact our Account Management Team for assistance. Open Billing & Invoices in Settings.Contact the Account Management Team to make changes.",{"id":1524,"title":1525,"titles":1526,"content":1527,"level":499},"/support/setting-up/billing-admin-guide#_5-reviewing-usage","5. Reviewing Usage",[599],"In addition to viewing invoices and payment info, Billing Admins can also keep tabs on their plan's Usage. Within the same Settings menu, you'll find a Usage tab that shows how many active users you have, how much data or  you're using, and whether you're nearing any plan limits.\nThis overview helps you: Spot Trends: See which teams or collections generate the most data.Avoid Surprises: Get a heads-up if you're close to storage or user-count caps.Plan Ahead: Contact our team if you need to upgrade or otherwise adjust your plan before hitting a hard limit. All Billing Admins can access this section to monitor resources proactively.",{"id":1529,"title":1530,"titles":1531,"content":1532,"level":499},"/support/setting-up/billing-admin-guide#_6-faqs","6. FAQs",[599],"Making sure invoices are paid on time keeps your organisation's Kinabase access uninterrupted.Download and file invoices regularly to maintain clear financial records.Work with System Admins if additional billing admins are needed (e.g., for a backup person or finance team expansion). You can view the number of active users, but only System Admins can handle changes to user licenses. Only System Admins can alter your Kinabase plan. Navigate to Settings → Billing & Invoices.Click Change plan, from here you can choose which plan you need.  \nFor major changes reach out to our Account Management Team to ensure a smooth transition. Billing Admins do not automatically have access to system-wide logs. If you need that information, coordinate with your System Admin, who does have access. Now that you’re set up as a Billing Admin, you can confidently handle subscription queries, download invoices, and keep payments up to date. If you need further assistance - like changing your company’s plan or resolving billing issues - reach out to our Account Management Team via the link in your Billing & Invoices section. Thank you for managing Kinabase’s financial side so your team can focus on day-to-day productivity. If you have questions or encounter any challenges, our Cambridge-based support team is here to help.",{"id":604,"title":608,"titles":1534,"content":1535,"level":1038},[],"Learn how to manage your profile settings in Kinabase, including updating your name, profile photo, and email addresses. Your Profile settings in Kinabase store your personal information—like your name, profile photo, and email addresses—so you can stay up to date with important . While System Admins add users to Kinabase, you can still edit your own profile to keep everything accurate.",{"id":1537,"title":1538,"titles":1539,"content":1540,"level":499},"/support/your-account#accessing-your-profile-settings","Accessing Your Profile Settings",[608],"Click your name at the bottom-left of the navigation sidebarSelect Settings from the menuGo to Profile—this is where you'll find your name, photo, and linked email addresses",{"id":1542,"title":1543,"titles":1544,"content":1545,"level":499},"/support/your-account#uploading-a-profile-photo","Uploading a Profile Photo",[608],"Your profile photo displays throughout Kinabase wherever your name appears: in the navigation sidebar, the Colleagues list,  assignments, record tables, and  sidebars.",{"id":1547,"title":1548,"titles":1549,"content":1550,"level":504},"/support/your-account#adding-or-changing-your-photo","Adding or changing your photo",[608,1543],"In the Profile section, hover over the avatar circleClick the camera icon that appearsChoose an image file from your device (maximum 5MB, any common image format)Your photo updates instantly across the application",{"id":1552,"title":1553,"titles":1554,"content":1555,"level":504},"/support/your-account#automatic-sync-from-microsoft-365","Automatic sync from Microsoft 365",[608,1543],"If your workspace has Microsoft 365 integration enabled, your profile photo may be imported automatically: During user sync: When an administrator syncs users from Microsoft 365, profile photos are imported alongside other user detailsOn sign-in: If you sign in with your Microsoft account and don't have a photo set, Kinabase retrieves your Microsoft 365 profile photo automatically You can upload a custom photo at any time to override the synced image.",{"id":1557,"title":1558,"titles":1559,"content":1560,"level":504},"/support/your-account#removing-your-photo","Removing your photo",[608,1543],"Hover over your current profile photoClick the red delete button that appears in the top-right cornerConfirm the removal when prompted",{"id":1562,"title":1563,"titles":1564,"content":1565,"level":499},"/support/your-account#updating-your-name","Updating Your Name",[608],"In the Profile section, enter or update your First Name and Last Name. These details appear to other users within Kinabase when viewing , , or  changes you make.",{"id":1567,"title":823,"titles":1568,"content":1569,"level":499},"/support/your-account#managing-email-addresses",[608],"Kinabase lets you manage multiple email addresses from a single account. For example, you might link a second email if you have both work and personal addresses.",{"id":1571,"title":1572,"titles":1573,"content":1574,"level":504},"/support/your-account#adding-a-new-email","Adding a new email",[608,823],"Click Add Email in your ProfileEnter the new addressCheck your inbox for a verification linkClick the link to verify and start using the email in Kinabase",{"id":1576,"title":1577,"titles":1578,"content":1579,"level":504},"/support/your-account#removing-an-email","Removing an email",[608,823],"Locate the email address in your Profile listClick the options menu (⋯) next to that emailSelect Remove",{"id":1581,"title":1582,"titles":1583,"content":1584,"level":504},"/support/your-account#setting-a-primary-email","Setting a primary email",[608,823],"Your primary email is where Kinabase sends essential notifications—like password resets or important system alerts. Find the email you want to set as primaryClick the options menu (⋯) beside itSelect Make Primary Always keep at least one verified email active so you don't miss any updates or password recovery emails. Keeping your Profile up to date ensures smooth communications within Kinabase, and quick recovery options if you ever lose account access. If you run into any issues, reach out to your System Admin or our Support Team.",{"id":611,"title":610,"titles":1586,"content":1587,"level":1038},[],"Learn how to sign in to your organisation's Kinabase workspace and how to sign out securely when you're done. This quick guide explains how to sign in to your organisation's Kinabase workspace and how to sign out securely when you're done.",{"id":1589,"title":1590,"titles":1591,"content":1592,"level":499},"/support/your-account/signing-in-and-out#signing-in-first-time-users","Signing In (First-Time Users)",[610],"Check Your Email InboxOpen the Invite LinkClick Get started to open the sign-up page.Create a PasswordChoose a secure password with a mix of letters, numbers, and symbols.Log In AutomaticallyAfter setting your password, you'll land on your personal Kinabase . If you'd like to create a new organisation on Kinabase, we recommend Booking a demo first.  You can read our Start Guide guide to learn more about Kinabase and how it can help your team.",{"id":1594,"title":1595,"titles":1596,"content":1597,"level":499},"/support/your-account/signing-in-and-out#signing-in-returning-users","Signing In (Returning Users)",[610],"Once your account is set up, you can log in any time at app.kinabase.com. You'll see two options: Enter your Kinabase-registered email and the password you created. (If your organisation has integrated your Microsoft 365) Select Sign in with Microsoft.  If you're already logged into your Microsoft account, Kinabase will open automatically; otherwise, enter your Microsoft credentials when prompted. Keep your login details private. Never share your password or allow someone to use your account.",{"id":1599,"title":1600,"titles":1601,"content":1602,"level":499},"/support/your-account/signing-in-and-out#resetting-a-forgotten-password","Resetting a Forgotten Password",[610],"Click 'Forgot Password?' on the Kinabase login screen.Enter Your Email and select Continue.Check Your Inbox for a password reset link.Create a New Password following the link's instructions. If you don't receive an email, double-check your junk folder and make sure your email address was typed correctly.",{"id":1604,"title":1605,"titles":1606,"content":1607,"level":499},"/support/your-account/signing-in-and-out#signing-out-of-kinabase","Signing Out of Kinabase",[610],"Regularly signing out keeps your account safe, especially on shared or public devices. Here's how: Open the User Menu in the bottom-left corner (next to your name).Select 'Sign Out'.You'll be returned to the Kinabase login page immediately. If you signed in with Microsoft and want to end your Microsoft session too, visit Microsoft My Sign-Ins to complete the sign-out process. Always sign out after using Kinabase on a device that isn't exclusively yours. For help with login problems or any other account-related questions, contact our Support Team or your organisation’s System Admin. We’re here to ensure your Kinabase experience is smooth, secure, and productive.",{"id":615,"title":614,"titles":1609,"content":1610,"level":1038},[],"Learn how to manage your security settings in Kinabase, including password changes and Microsoft 365 sign-in. Your Security page in Kinabase controls how you log in and which methods you use (e.g., via password or Microsoft 365). By keeping your security settings up to date, you ensure only authorised users can access your account.",{"id":1612,"title":1613,"titles":1614,"content":1615,"level":499},"/support/your-account/security-settings#accessing-security-settings","Accessing Security Settings",[614],"Open SettingsClick your name in the bottom-left corner of Kinabase, then select Settings.Go to 'Security'You will see it under the Account section. Inside Security, you'll find: Password: Change your Kinabase password.Microsoft 365: Link or remove a Microsoft 365 account for single sign-on.",{"id":1617,"title":1618,"titles":1619,"content":1620,"level":499},"/support/your-account/security-settings#changing-your-password","Changing Your Password",[614],"Click 'Change Password' next to the Password section.Enter Your Current Password (if prompted) and choose a new one.Save Your Changes. Use a strong, unique password - ideally including a mix of letters, numbers, and symbols - to enhance security.",{"id":1622,"title":1623,"titles":1624,"content":1625,"level":499},"/support/your-account/security-settings#signing-in-with-microsoft-365","Signing in with Microsoft 365",[614],"If your organisation's System Admin has enabled Microsoft 365 integration, you can use your Microsoft account to sign in to Kinabase. Check the Microsoft 365 SectionYou'll see a status indicating whether you're connected or not.Connect Your AccountIf it's disabled, contact your System Admin to enable Microsoft 365 sign-in at the organisation level. Once that's set, click Connect.Authenticate Through MicrosoftA Microsoft login window will open. Sign in with your Microsoft credentials.Return to KinabaseOnce authenticated, you'll see a 'Connected' status for your Microsoft 365 account. You can read our guide to Connecting to Microsoft 365 for more details on how to set up Microsoft 365 with Kinabase.",{"id":1627,"title":1628,"titles":1629,"content":1630,"level":499},"/support/your-account/security-settings#disabling-or-removing-microsoft-365","Disabling or Removing Microsoft 365",[614],"Locate your Connected AccountUnder the Microsoft 365 section, you'll see your linked account.Open the Options Menu (⋯)Choose Disable Sign In (stops Microsoft 365 logins but keeps the connection) or Remove (completely unlinks your account).Confirm Your ChoiceBe sure you have a valid password set if you plan to sign in without Microsoft 365. Disabling or removing Microsoft 365 sign-in prevents you from using that method to log in but does not delete your Microsoft 365 user data in Kinabase. Don't Share Credentials: Never let others use your account.Enable Multi-Factor Authentication (MFA): If your organisation offers MFA, ask your System Admin how to set it up.Keep an Eye on Unusual Activity: If something feels off - like unexpected logins - contact your System Admin immediately. By keeping your Security page updated, you'll maintain quick, convenient, and secure access to Kinabase. If you have any questions, reach out to your System Admin or our Support Team.",{"id":619,"title":618,"titles":1632,"content":1633,"level":1038},[],"Learn how to set up and manage your notification preferences in Kinabase. Kinabase  help you stay informed about important changes - like  assigned to you, upcoming start times, or approaching due dates. You can choose how and when you receive these alerts (in-app or via mail) and set different levels of importance (Urgent, High, Medium, or Low).",{"id":1635,"title":1636,"titles":1637,"content":46,"level":499},"/support/your-account/notifications#accessing-notification-settings","Accessing Notification Settings",[618],{"id":1639,"title":1640,"titles":1641,"content":1642,"level":1416},"/support/your-account/notifications#_1-open-settings","1. Open Settings",[618,1636],"Click your name in the bottom-left corner of Kinabase, then select Settings.",{"id":1644,"title":1645,"titles":1646,"content":1647,"level":1416},"/support/your-account/notifications#_2-select-notifications","2. Select 'Notifications'",[618,1636],"You'll see two main sections: how you receive notifications (In-App or Email) and which events trigger them.",{"id":1649,"title":1650,"titles":1651,"content":46,"level":499},"/support/your-account/notifications#customising-notification-preferences","Customising Notification Preferences",[618],{"id":1653,"title":1654,"titles":1655,"content":1656,"level":1416},"/support/your-account/notifications#_1-pick-your-delivery-method","1. Pick Your Delivery Method",[618,1650],"In-App: Pop-up alerts within KinabaseEmail: Messages sent to your primary (or chosen) email address.",{"id":1658,"title":1659,"titles":1660,"content":1661,"level":1416},"/support/your-account/notifications#_2-adjust-by-priority","2. Adjust by Priority",[618,1650],"For each importance level (Urgent, High, Medium, Low), decide if you'd like in-app notifications, emails, both, or none. This way, you won't miss crucial alerts while keeping less urgent pings to a minimum.",{"id":1663,"title":1664,"titles":1665,"content":1666,"level":1416},"/support/your-account/notifications#_3-set-event-priorities","3. Set Event Priorities",[618,1650],"Below the delivery options, you'll find a list of possible events. Assign a priority level (Urgent, High, Medium, Low) to each event: Task Assigned – when a task is assigned to youTask Due – when a task you're assigned to is approaching its due dateTask I Created is Completed – when a task you created is marked completeTask I am Assigned to is Completed – when a task you're assigned to is marked completeActivity Reaction – when someone reacts to an activity you created",{"id":1668,"title":1669,"titles":1670,"content":1671,"level":1416},"/support/your-account/notifications#_4-save-your-changes","4. Save Your Changes",[618,1650],"Click Update to confirm your new settings.",{"id":1673,"title":1674,"titles":1675,"content":1676,"level":499},"/support/your-account/notifications#advanced-notifications-with-automations","Advanced Notifications with Automations",[618],"If you need more detailed or custom alerts - like sending reminders when a task is due in 15 days - you can set these up using :",{"id":1678,"title":1679,"titles":1680,"content":46,"level":1416},"/support/your-account/notifications#_1-go-to-settings-automations-admins-only","1. Go to 'Settings' → 'Automations' (admins only).",[618,1674],{"id":1682,"title":1683,"titles":1684,"content":46,"level":1416},"/support/your-account/notifications#_2-click-add-automation","2. Click 'Add Automation'.",[618,1674],{"id":1686,"title":1687,"titles":1688,"content":1689,"level":1416},"/support/your-account/notifications#_3-define-your-trigger-and-action","3. Define Your Trigger and Action.",[618,1674],"For instance, 'When a Task in the Projects  is due in 15 days → Send a notification.' Automations let you tailor Kinabase to your exact people & processes, making sure the right members of staff get notified at the right time. You can read more about automations in our Automations Guide.",{"id":1691,"title":1692,"titles":1693,"content":1694,"level":504},"/support/your-account/notifications#notification-tips","Notification tips",[618,1674],"If everything is set to Urgent, you might get notification overload; so set your priorities wisely.As your role or responsibilities change, revisit your Notification Settings to stay aligned with your workflow.Combine notifications with carefully assigned roles so only the relevant users get certain alerts. With customised notifications, you'll always know what's happening in Kinabase - without being bombarded by updates you don't need. If you have any questions or want more in-depth configurations, visit our Automations Guide or contact your System Admin.",{"id":624,"title":628,"titles":1696,"content":1697,"level":1038},[],"are the core data containers in Kinabase - like tabs in a spreadsheet - where you store  (rows) and  (columns).\nIf required, please read our guidance to familiarise yourself more with the concept of collections. Whether you're tracking contracts, projects, or inventory, collections let you organise and manage the information your team needs.",{"id":1699,"title":1700,"titles":1701,"content":46,"level":499},"/support/collections#_1-add-a-new-collection","1. Add a New Collection",[628],{"id":1703,"title":1704,"titles":1705,"content":1706,"level":1416},"/support/collections#_1-click-add-collection","1. Click '+ Add Collection'",[628,1700],"Look at the bottom-left of your sidebar and select + Add Collection.",{"id":1708,"title":1709,"titles":1710,"content":1711,"level":1416},"/support/collections#_2-describe-your-use-case","2. Describe Your Use Case",[628,1700],"Type a brief sentence about what you want to track (e.g., 'I want to manage my client contacts', or 'I need a projects list').",{"id":1713,"title":1714,"titles":1715,"content":1716,"level":499},"/support/collections#_2-ai-powered-setup","2. AI-Powered Setup",[628],"1. Review AI SuggestionsKinabase will propose Collections and Fields based on your description.2. Confirm or AdjustIf the AI's recommendations look good, you're set - just click Add Collections.\nIf you need changes, rename or remove items before finalising. If you have multiple collections to create, you can Add Collections all at once, with each having its own fields.",{"id":1718,"title":1719,"titles":1720,"content":1721,"level":499},"/support/collections#_3-manual-setup","3. Manual Setup",[628],"If you prefer more control or already know exactly what you want: manually create your collections. 1. Enter a Name & IconType a custom title (e.g., 'Suppliers') and choose an icon to help you identify it easily.2. Add or Edit FieldsTitle: A clear field name (e.g., 'Contact Email', 'Budget').Data Type: Text, number, dropdown, date, computed, etc. Remember: You can always edit fields or add more later.",{"id":1723,"title":1724,"titles":1725,"content":1726,"level":499},"/support/collections#_4-enable-extra-features","4. Enable Extra Features",[628],"After setting up fields, Kinabase gives you the option to turn on additional features: : Log notes, emails, and calls alongside each record.: Attach to-dos or deadlines right to the record.Files: Upload documents or images related to the collection (e.g., contracts, receipts). Switch on what you need. You can revisit these features later in Configure options.",{"id":1728,"title":1729,"titles":1730,"content":1731,"level":499},"/support/collections#_5-finish-up","5. Finish Up",[628],"Once you've finalised your fields and chosen any extra features, click 'Done' (or 'Add Collections' if you're making multiple at once). Your new Collection will appear in the sidebar, ready for the first records. That's it!\nWith your first collection set up, you're on your way to organising data that fits your exact workflow. Remember, you can adjust collections any time - adding fields, changing features, or turning on new functionality as your needs grow.",{"id":631,"title":630,"titles":1733,"content":1734,"level":1038},[],"Learn how to configure your collection settings, including fields, icons, colours, permissions, and features. After creating a  in Kinabase, you can refine its settings - such as adding , enabling , or adjusting  - so your data remains structured and secure. Carefully configuring a collection ensures it grows with your organisation's needs.",{"id":1736,"title":1737,"titles":1738,"content":46,"level":499},"/support/collections/configuring-collection#_1-accessing-collection-configuration-settings","1. Accessing Collection Configuration Settings",[630],{"id":1740,"title":1741,"titles":1742,"content":1743,"level":1416},"/support/collections/configuring-collection#_1-open-the-collection","1. Open the Collection",[630,1737],"Select the collection from the sidebar.",{"id":1745,"title":1746,"titles":1747,"content":1748,"level":1416},"/support/collections/configuring-collection#_2-go-to-configure","2. Go to 'Configure'",[630,1737],"Click the ⋯ (options menu) in the top-right corner and select Configure, orRight-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.",{"id":1750,"title":1751,"titles":1752,"content":1753,"level":499},"/support/collections/configuring-collection#_2-menu-overview","2. Menu Overview",[630],"Inside Configure, you'll see tabs grouped by function: Setup, Security, Features, and Documents. Here's a quick rundown: 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.\nIdentifiers: 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!\n::Create, edit, or remove the fields (columns) in your collection.\nPrimary & : Decide which fields appear as the main and secondary labels when browsing .Enable and configure a  if you want records to pass through  (e.g., 'Draft → In Review → Approved'), automating common processes.Make custom  to , sort, or group data in different ways - ideal for quickly focusing on tasks like 'Overdue Invoices' or 'Active Projects'.Define subtypes of records (e.g., 'Internal Project' vs. 'Client Project') that have their own fields or rules, keeping data tidy and contextual. Control who can view, edit, or delete records, tasks, or  in this collection. You'll see -based settings (e.g., 'Manager', 'Sales Rep') and can adjust them for each tab (Records, Activities, Tasks, etc.). Let 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.Enable Tasks on a collection so users can create, assign, and track to-do items linked to specific records.Allow file uploads, letting teams attach documents or images to each record.Turn on Telemetry to automatically record time-series history for tracked fields on this collection. Create or manage document templates that merge with record data, handy for generating proposals, purchase orders, or labels.",{"id":1755,"title":1756,"titles":1757,"content":1758,"level":499},"/support/collections/configuring-collection#_3-setting-a-collection-icon-and-colour","3. Setting a Collection Icon and Colour",[630],"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.",{"id":1760,"title":1761,"titles":1762,"content":1763,"level":499},"/support/collections/configuring-collection#_4-making-changes-saving","4. Making Changes & Saving",[630],"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.",{"id":1765,"title":1766,"titles":1767,"content":1768,"level":499},"/support/collections/configuring-collection#_5-best-practices","5. Best Practices",[630],"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. Configuring 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.\nIf you feel you could get more from your Kinabase, reach out & we can help you optimise your collections.",{"id":635,"title":634,"titles":1770,"content":1771,"level":1038},[],"Learn how to keep all your different collections organised in your sidebar. After creating multiple Kinabase , you may want to organise them for easier access and management.\nThis guide will help you understand how to rearrange & group your collections under headings in the sidebar. Intuitively arrange your collections to make it easier for your team to find what they need quickly. Please note: This guide assumes you have already created multiple collections. If you haven't, please refer to our Creating Collections guide first.",{"id":1773,"title":1774,"titles":1775,"content":1776,"level":499},"/support/collections/managing-collections#rearranging-your-collection-sidebar","Rearranging your Collection Sidebar",[634],"You must be a System Admin to customise the collection sidebar.",{"id":1778,"title":1779,"titles":1780,"content":1781,"level":1416},"/support/collections/managing-collections#_1-open-the-collection-sidebar","1. Open the Collection Sidebar",[634,1774],"If it is not already open, click the list icon in the top-left of your Kinabase screen to open the sidebar.In your sidebar you will see ,  and  by default, followed by the collections that you've created.",{"id":1783,"title":1784,"titles":1785,"content":1786,"level":1416},"/support/collections/managing-collections#_2-open-sidebar-customisation","2. Open sidebar customisation",[634,1774],"Initially your collections will just be listed one after another in the sidebar: under a generic 'Collections' heading. Hover over this heading and click the pencil icon to open the sidebar customisation.or Right-click on the collection name in the sidebar and choose Customise sidebar.",{"id":1788,"title":1789,"titles":1790,"content":1791,"level":1416},"/support/collections/managing-collections#_3-create-a-group","3. Create a group",[634,1774],"Use the three dots ⋯ to rename a group heading, or click the + Add Group button to create a new group.You can create multiple groups to keep your collections organised, such as 'Sales', 'Engineering', 'Finance', etc.",{"id":1793,"title":1794,"titles":1795,"content":1796,"level":1416},"/support/collections/managing-collections#_4-rearrange-your-collections","4. Rearrange your collections",[634,1774],"Simply click & drag your collections to reorder them within the group, or drag them into a different groups.Use the ⋮⋮ handle next to the group headings to rearrange the groups themselves.",{"id":1798,"title":1799,"titles":1800,"content":1801,"level":1416},"/support/collections/managing-collections#_5-toggle-your-collections-visibility","5. Toggle your collections' visibility",[634,1774],"Click the Eye icon to hide a collection from the sidebar, your collection & the eye will have a slash through it.\nYour collection is now hidden: you & your team won't be able to see this collection. Click the Eye icon again to show it in the sidebar.",{"id":1803,"title":1804,"titles":1805,"content":1806,"level":1416},"/support/collections/managing-collections#_5-hide-a-group","5. Hide a group",[634,1774],"Use the arrow next to the group heading to collapse or expand the group.This allows you to temporarily hide the group and all its collections, keeping your sidebar tidy.",{"id":1808,"title":1809,"titles":1810,"content":1811,"level":499},"/support/collections/managing-collections#best-practices","Best Practices",[634],"Use departments for group headings: Grouping collections by department or function (e.g. 'Sales', 'Engineering', 'Finance') can help your team quickly find the collections they need.Order your collections: You can order the collections how you like, but consider ordering them in the general departmental flow or level of detail (e.g. 'Projects', 'Project Phases', 'Deliverables') to make navigation intuitive.Hide collections: If your collection is purely for reference, or not currently in use, consider hiding it to keep the sidebar clean. Keeping the collection sidebar organised & clear of clutter helps your team focus on the collections that matter most to them. Feel free to fine-tune your collection sidebar and regroup them whenever you need.\nIf you feel you could get more from your Kinabase, reach out & we can help you optimise your system.",{"id":639,"title":638,"titles":1813,"content":1814,"level":1038},[],"Learn how to create and manage Types in Kinabase to categorise records with colours, icons, and type-specific fields. A  is a subtype or category within a  (e.g., 'Internal Project' vs. 'Client Project' in a 'Projects' collection). By grouping  under different types, you can show or hide  specific to each subtype, preventing clutter and making sure each record only has the relevant inputs. You can also assign a colour and icon to each type so records are easy to identify at a glance.",{"id":1816,"title":1817,"titles":1818,"content":1819,"level":504},"/support/collections/types#why-use-types","Why use types?",[638],"Users only see the fields that matter for the subtype they are creating.No need to maintain multiple collections if they share most of their fields — simply use Types instead.Each Type can have unique rules, validation, or even  while still living in the same collection.Colour and icon badges let you visually distinguish types in tables, lists, and configuration screens.",{"id":1821,"title":1822,"titles":1823,"content":1824,"level":499},"/support/collections/types#accessing-the-types-configuration","Accessing the types configuration",[638],"Go to the collection in the sidebar.Right-click or click the ... menu and choose Configure.Select the Types tab. This shows any existing types and lets you add, remove, or edit them.",{"id":1826,"title":1827,"titles":1828,"content":1829,"level":499},"/support/collections/types#creating-or-editing-a-type","Creating or editing a type",[638],"Click Add type to create a new type, or click the Edit button on an existing type.Select a colour from the dropdown palette on the left of the type name. Choose from 10 colour variants including blue, green, red, orange, purple, and more.Click the icon picker next to the colour selector and search for an icon that represents the type. The picker suggests icons based on the type name to speed things up.Give the type a name (e.g., 'Client Project', 'Internal Project', or 'Resistor', 'Capacitor').Check or uncheck which fields belong to this type. Any field marked required in the collection's Fields tab will remain required across all types.Click Save to confirm. The chosen colour and icon will display as a visual badge wherever that type appears, including table views, lists, and configuration screens.",{"id":1831,"title":1832,"titles":1833,"content":1834,"level":499},"/support/collections/types#adding-a-record-with-types","Adding a record with types",[638],"When you click + Add to create a new record in the collection: Select the type — a drop-down menu lets you pick from the types you created (e.g., 'Client Project' or 'Internal Project').Fill in the relevant fields — only the fields you assigned to that type will appear, keeping the form streamlined.Add the record — Kinabase stores the type choice within the record, so you always know which subtype it belongs to.",{"id":1836,"title":1837,"titles":1838,"content":1839,"level":499},"/support/collections/types#changing-a-records-type","Changing a record's type",[638],"The Type lifecycle setting controls whether type changes are allowed at the collection level.",{"id":1841,"title":1842,"titles":1843,"content":1844,"level":504},"/support/collections/types#configuring-the-type-lifecycle","Configuring the Type lifecycle",[638,1837],"Go to the collection in the sidebar.Right-click or click the ... menu and choose Configure.Select the Types tab.Below your list of types, find the Type lifecycle setting.Choose Fixed to keep types permanent, or Flexible to allow type changes.Click Update to save your choice.",{"id":1846,"title":1837,"titles":1847,"content":1848,"level":504},"/support/collections/types#changing-a-records-type-1",[638,1837],"When the Type lifecycle is set to Flexible: Open an existing record and click Edit.The type selector appears in the editor window. Choose a new type.If any fields would lose data, an inline confirmation lists the affected fields along with a warning that the change cannot be undone.Click Change type to proceed, or Go back to cancel. The same confirmation flow applies when editing multiple records at once.",{"id":1850,"title":1851,"titles":1852,"content":1853,"level":499},"/support/collections/types#best-practices","Best practices",[638],"Start with a core set of fields that apply to all records. Then add type-specific fields to keep subtypes organised.Review required fields — if a field is required at the collection level, it remains mandatory for every type.Use colours and icons consistently — choose a colour scheme that makes sense for your categories so team members can recognise types at a glance.Create views for your types — instantly create a new view for your type by using the ... menu. See Views for more detail.Plan for growth — add new types as your processes evolve. By harnessing Types in Kinabase, you keep your collection flexible and tidy. Each record subtype displays only the fields and rules that matter, making data entry straightforward for your team, by providing consistent, organised information. Read our Collections and Views guides for more on organising your data.",{"id":643,"title":642,"titles":1855,"content":1856,"level":1038},[],"Collection Lists let you attach multiple related records - such as order line items or bill-of-materials parts - within a single record, keeping everything together and rolling totals up automatically. Each list has its own fields and calculated fields, and every action you take on the main record (duplicate, delete, restore) can include its list items. View, add, and edit list items right inside a record, no extra tabs.Sums, averages, counts, and status fields update in real time.Duplicate, export, delete, or restore a record and all its list items together.",{"id":1858,"title":1859,"titles":1860,"content":46,"level":499},"/support/collections/collection-lists#_1-accessing-the-lists-configuration","1. Accessing the lists configuration",[642],{"id":1862,"title":1863,"titles":1864,"content":1865,"level":1416},"/support/collections/collection-lists#_1-open-collection-configuration","1. Open collection configuration",[642,1859],"Go to the collection in the sidebar.Right-click it, or click the ⋯ menu, and choose Configure.",{"id":1867,"title":1868,"titles":1869,"content":1870,"level":1416},"/support/collections/collection-lists#_2-select-lists","2. Select 'Lists'",[642,1859],"This tab shows any existing lists and lets you add, remove, or edit them.Lists are hidden from the main navigation, so you'll only see them here or inside a record.",{"id":1872,"title":1873,"titles":1874,"content":46,"level":499},"/support/collections/collection-lists#_2-creating-or-editing-a-list","2. Creating or editing a list",[642],{"id":1876,"title":1877,"titles":1878,"content":1879,"level":1416},"/support/collections/collection-lists#_1-click-add-list","1. Click '+ Add List'",[642,1873],"Give the list a Name (e.g., Line Items, Components).Kinabase will automatically label each list item for you - no manual setup required.",{"id":1881,"title":1882,"titles":1883,"content":1884,"level":1416},"/support/collections/collection-lists#_2-define-fields","2. Define fields",[642,1873],"Add standard or calculated fields that belong exclusively to the list.Required fields in the collection stay required across every list.",{"id":1886,"title":1887,"titles":1888,"content":1889,"level":1416},"/support/collections/collection-lists#_3-configure-identifiers-optional","3. Configure identifiers (optional)",[642,1873],"Once the list has been saved, click the Identifiers tab to assign unique IDs to list items.Choose Number, Abbreviation, or Custom — the same formats available on top-level collections.Set a prefix, minimum digits, or custom pattern, then click Update. New list items will receive IDs automatically. Read more about adding unique identifiers.",{"id":1891,"title":1892,"titles":1893,"content":1894,"level":1416},"/support/collections/collection-lists#_4-save","4. Save",[642,1873],"Click Save to confirm. The list now appears under the Lists tab and inside each record.",{"id":1896,"title":1897,"titles":1898,"content":1899,"level":499},"/support/collections/collection-lists#_3-using-lists-in-aggregations","3. Using lists in aggregations",[642],"Open collection configuration and select 'Fields'.Click '+Add Field' and select 'Aggregation'.Open the dropdown for 'target collection' and select your collection list.Select a link field from your collection list.Add any filters and the mode for your aggregation (e.g., count, sum, average).Click '+Add' and refresh your collection to see the new values added. Read more on Computed fields.",{"id":1901,"title":1902,"titles":1903,"content":1904,"level":499},"/support/collections/collection-lists#_4-working-with-list-items-in-a-record","4. Working with list items in a record",[642],"Open any record and scroll to the inline table that represents the list.Add, edit, or delete items directly in the table or via the full-screen form.Duplicate a list item - right-click any item and select \"Duplicate\" to open an add form pre-filled with the original values. Adjust what you need and save as a new entry. File attachments are not copied.See roll-ups refresh instantly - totals, averages, or status indicators recalculate as soon as you change a list item.Bulk actions on list items - use checkboxes to select multiple items, then right-click for bulk operations:Edit multiple - change a field value across all selected items at once.Delete - remove multiple items in one action. A confirmation modal explains the 30-day recovery window.Export (.csv) - download selected items to CSV format.Note: Bulk Delete requires the Bulk Delete permission to be enabled in your role settings.Record actions (duplicate, delete, restore)Duplicate a record -> Kinabase duplicates all its list items.Delete a record -> list items are deleted too (and appear in Recently Deleted under their own tab).Restore a record -> Kinabase restores all list items, keeping their links intact.",{"id":1906,"title":1907,"titles":1908,"content":1909,"level":499},"/support/collections/collection-lists#_5-importing-exporting","5. Importing & exporting",[642],"Kinabase has intuitive importing and exporting functionality. Menu → Import CSV → choose the target list. List menu → Export CSV. Use bulkAddRecords with the list’s collection ID. Read our guidance for more on importing & exporting.",{"id":1911,"title":1912,"titles":1913,"content":1914,"level":504},"/support/collections/collection-lists#utilising-lists-effectively","Utilising lists effectively",[642,1907],"Collection lists are a powerful way to keep your data organised and exactly where you need it.\nUse lists for your order line items, quotes or parts for you bill-of-materials. It is important to understand how collection lists function: List items always respect the collection's permission rules.You need edit access to the record to add or change its list items.A list cannot contain another list - this is to keep structures simple. Start small - define core fields first, then add calculated fields for totals or status.Plan ahead - lists cannot contain other lists; model deeper hierarchies with multiple collections if needed.Review required fields - a required field in the collection remains required in every list item.Test roll-ups - validate that your aggregation fields recalculate as expected before going live. Need more help? Explore the rest of our Help & Support, or email support@kinabase.com.",{"id":647,"title":646,"titles":1916,"content":1917,"level":1038},[],"Learn how to enable the Files tab in Kinabase to attach documents, images, or other files directly to records. The Files Tab in Kinabase lets you attach documents, images, or other files directly to , making it easy to find related documents all in one place. You can use Kinabase's built-in  or link your Microsoft 365 account to store files in SharePoint. To learn more about connecting your Kinabase account to Microsoft 365, check out the Microsoft 365 Integration guide.",{"id":1919,"title":1920,"titles":1921,"content":46,"level":499},"/support/collections/turning-on-the-files-tab#_1-enable-files-for-a-collection","1. Enable Files for a Collection",[646],{"id":1923,"title":1924,"titles":1925,"content":1926,"level":1416},"/support/collections/turning-on-the-files-tab#_1-open-configuration","1. Open  Configuration",[646,1920],"Go the the collection in your sidebar.Click the ⋯ (options menu) at the top right, or right-click the collection name.Select Configure from the dropdown.",{"id":1928,"title":1929,"titles":1930,"content":1931,"level":1416},"/support/collections/turning-on-the-files-tab#_2-go-to-the-files-tab","2. Go to the 'Files' Tab",[646,1920],"In the configuration panel, locate the Files section (under 'Features').",{"id":1933,"title":1934,"titles":1935,"content":1936,"level":1416},"/support/collections/turning-on-the-files-tab#_3-toggle-files-on","3. Toggle 'Files' On",[646,1920],"Switch on the Files feature for this collection. A Files tab will appear inside each record, letting you , upload, rename, or delete attached files.",{"id":1938,"title":1939,"titles":1940,"content":1941,"level":499},"/support/collections/turning-on-the-files-tab#_2-choose-a-file-storage-method","2. Choose a File Storage Method",[646],"By default, Kinabase uses built-in storage for files, with a 5 MB file-size limit. If your organisation prefers SharePoint (for larger files or integrated file management), follow these steps: Connect Microsoft 365In Settings → File Storage, link your Microsoft 365 account (requires System Admin approval).Select 'SharePoint'Under Storage Provider, pick SharePoint and choose the document library you want to use.Update the CollectionReturn to your collection's Files tab to confirm it's set to use SharePoint. SharePoint's file size limits differ from Kinabase's built-in storage. This can be helpful if you deal with large, image-heavy files.",{"id":1943,"title":1944,"titles":1945,"content":1946,"level":499},"/support/collections/turning-on-the-files-tab#_3-adjust-permissions-if-needed","3. Adjust Permissions (If Needed)",[646],"Decide who can view, upload, or delete files in this collection. If some users only need read-only access to files, set their 's 'Files' permission to 'View Only'. You can read more about setting up permissions here.",{"id":1948,"title":1949,"titles":1950,"content":1951,"level":499},"/support/collections/turning-on-the-files-tab#_4-adding-and-managing-files","4. Adding and Managing Files",[646],"Once the Files tab is activated: Open a Record in your collection and click the Files tab.Upload a File via drag-and-drop, a file explorer dialog, or creating a new Office document (if using SharePoint).View, Rename, or Delete existing files by clicking the ⋯ next to each file. When using SharePoint, double-clicking a file opens it in your SharePoint web interface. Deleting a record will move its associated files to the 'Deleted' folder in SharePoint.",{"id":1953,"title":1954,"titles":1955,"content":1956,"level":499},"/support/collections/turning-on-the-files-tab#_5-faqs","5. FAQs",[646],"Built-in storage caps files at 5 MB. SharePoint does not have the same limit. You can switch from built-in storage to SharePoint at any time in Settings → File Storage. Adding a File or Image  in Fields → Add Field also allows file uploads directly in the record form when adding a new record, which then appear in the Files tab. By turning on the Files tab and choosing the right storage method (built-in or SharePoint), your team can keep all relevant documents close at hand, making collaboration simpler and record management more effective. Need more guidance? Explore the rest of our Help & Support, or email us at support@kinabase.com.",{"id":651,"title":655,"titles":1958,"content":1959,"level":1038},[],"Learn about the different field types in Kinabase and how to use them effectively. are the building blocks of your data - like columns in a database or form inputs. Each Field Type helps you capture and store information in the right format, making your  accurate, relevant and easy to use.",{"id":1961,"title":1962,"titles":1963,"content":1964,"level":499},"/support/fields#how-do-i-know-which-field-type-to-use","How do I know which field type to use?",[655],"When creating a new field, Kinabase will suggest a field type based on the name you give it. Think first about the type of data you want to store - freeform text, numbers, dates, files, etc. - and how you need to interact with it. For example, if you just need to type in any text, use a Text field;if you need a numeric value (like currency or ratings), go for Numeric fields;for dates or durations, use Date & Time fields; if you’re uploading documents or images, pick File fields;if it’s about choosing from a list, use Choice fields; and so on. If you want data that’s automatically calculated, or pulled from another collection, look at Computed or Collections fields. By matching the data’s purpose with these categories, you’ll quickly land on the right field for the job.",{"id":1966,"title":1967,"titles":1968,"content":1969,"level":499},"/support/fields#text-fields","Text Fields",[655],"Allow free-form text input, with optional rich formatting and specialised text formats (e.g., emails, websites). Field TypeDescriptionExamplesTextA simple text input where you can write any characters, numbers, and spaces.John Doe, example text, hello worldRich TextA text input where you can add formatting like bold, italics, underline, colours, highlighting and bullet points. You can insert hyperlinks into these if needed.Rich Text Example, Rich ItalicEmail AddressAn input specifically for email addresses. Click to send an email, or right-click and select Copy email address to copy the address to your clipboard.john.doe@example.com, jane@example.coWebsiteAn input specifically for website URLs. By default, displays rich link preview cards in record views showing the site's image, title, description, and favicon. Admins can configure each website field to show a simple clickable link instead.https://www.example.com, www.example.orgPhone NumberAn input specifically for phone numbers. Right-click and select Copy phone number to copy the number to your clipboard (also appears under Numeric).+1-555-1234, (123) 456-7890, +44 07343012 #123Computed (Text)Dynamically generated text using other fields in the  (concatenation, etc.).e.g.  Invoice#{Order_ID}",{"id":1971,"title":1972,"titles":1973,"content":1974,"level":499},"/support/fields#numeric-fields","Numeric Fields",[655],"Store numeric values (including currency, rating, percentages) and optionally calculate them automatically. Field TypeDescriptionExamplesNumberA numeric input that accepts only numbers (decimals or integers).42, 3.14, -10RatingA rating input for whole numbers; can be shown as a slider, radio buttons, or dropdown with custom labels (also appears under Choice).2, 10, 0PercentageA numeric input representing a percentage (not strictly limited to 0–100%).99%, 50%, 1%, 120%ProbabilityA numeric input for likelihood of an event, often expressed as a percentage.100% (Certain), 50%CurrencyA numeric input representing money or monetary values.£100, $250, €1,000Global CurrencyA currency field that supports multiple currencies with automatic exchange rate conversion to your organisation's base currency. Configure direction (Neutral, Buy, or Sell) and optional manual rate entry. Requires the accounting feature to be enabled.$1,500 ≈ £1,200Phone NumberAn input for phone numbers. Right-click and select Copy phone number to copy the number to your clipboard (also in Text).+1-555-1234, +44 7331Computed (Number)A number that is calculated from other fields (using a formula).e.g. sum(Quantity × Price) Field-Length: for every text field a corresponding \"Field Name - Length\" exists.\n This 'field' automatically calculates the character count of the text in that field. You can use this 'meta field' in filters, views, conditional formatting, alerts, charts, automations and more.\n  For example:  A Project Name called \"Kinabase Implementation\" has a Project Name - Length field which is \"23\" To use this in a computed field simply type $PROJECT_NAME.LENGTH",{"id":1976,"title":1977,"titles":1978,"content":1979,"level":499},"/support/fields#measurement-fields","Measurement Fields",[655],"Record physical or scientific quantities (e.g., length, weight, volume) with associated units. Field TypeDescriptionExamplesLengthA numeric input for length  (e.g., meters, km, mm).1.5m, 2.5kmDistance (mileage)A numeric input for distance in miles.1.5mi, 500miAreaA numeric input for area (e.g., m², km², ha).3m², 33haVolumeA numeric input for volume  (e.g., liters, cubic meters).1.5m³, 3LWeightA numeric input for weight/mass  (e.g., kg, lb).1.5kg, 340kgTemperatureA numeric input for temperatures  (e.g., °C, F or K).100°C, 212F, 373.15KPressureA numeric input for pressure  (e.g., pascals, bar, psi).1.5bar, 300psiDurationA numeric input representing a length of time in hours/minutes (also appears in Date & Time). Supports dropdown input with preset options for faster data entry.1h 45m, 30mScientific TimeA numeric input for time intervals in seconds, milliseconds, etc.1.5s, 2msDataA numeric input representing a data size  (e.g., bytes, KB, MB, GB).1.5MB, 2GBAngleA numeric input for angles, in degrees.45°, 180°, 360°CurrentA numeric input for electric current, in amps.1.5A, 2.3mAVoltageA numeric input for electric voltage, in volts.4.5V, 255kVChargeA numeric input for electric charge, in coulombs.1.5C, 20µCEnergyA numeric input for energy, in joules or watt-hours.1.5 J, 2.3 kJ, 500 kWh, 2.1 MWhPowerA numeric input for power, in watts.1.5W, 2.3kWResistanceA numeric input for electrical resistance, in ohms.333Ω, 1kΩCapacitanceA numeric input for electrical capacitance, in farads.1.5F, 2.3mFInductanceA numeric input for electrical inductance, in henrys.1.5H, 2.3mHFrequencyA numeric input for frequency, in hertz (Hz).1.5Hz, 2.3kHz",{"id":1981,"title":1982,"titles":1983,"content":1984,"level":499},"/support/fields#date-time-fields","Date & Time Fields",[655],"Capture specific dates, times, or date ranges for scheduling or historical references. Field TypeDescriptionExamplesDateA date input with a calendar picker.20/12/2020, 04/07/2021, 31/10/1995Date + TimeA combined date/time input with a calendar and time picker.20/12/2020 14:30, 04/07/2021 09:15MonthA date field restricted to just month and year.December 2020, July 2021YearA date field restricted to just the year.1857, 2021, 1985DurationTime in days/hours/minutes, used for billing or scheduling (also appears in Measurements). Supports dropdown input with preset options for faster data entry.1 hour 45 min, 30 minutesDate RangeTwo date/time inputs indicating a start and end time (time span).20/12/2020 14:30 to 04/07/2021 09:15 You can set default values to offset from the current date/time when creating or editing a record using “Now + Offset”. See our Product Update for more.",{"id":1986,"title":1987,"titles":1988,"content":1989,"level":499},"/support/fields#location-fields","Location Fields",[655],"Store geographical or address information, often integrated with maps. Field TypeDescriptionExamplesLocationAn input for geographic or physical addresses (maps, lat/long).1600 Pennsylvania Ave NW, Washington DC, 1600 Amphitheatre Pkwy, etc.",{"id":1991,"title":1992,"titles":1993,"content":1994,"level":499},"/support/fields#choice-fields","Choice Fields",[655],"Provide predefined lists of options (single or multiple) for consistent, categorical data entry. Field TypeDescriptionExamplesYes / NoA true/false or binary toggle.True, False, Yes, NoSelectA dropdown menu to choose one option from a predetermined list.To Do → Doing → DoneMulti-SelectA dropdown menu to choose multiple options from a predetermined list.Red, Blue, GreenRatingA rating input for whole numbers; can be shown as a slider, radio buttons, or dropdown with custom labels (also appears under Numeric).2, 10, 0",{"id":1996,"title":1997,"titles":1998,"content":1999,"level":499},"/support/fields#visual-fields","Visual Fields",[655],"Store and display visual information such as colours or brand identities. Field TypeDescriptionExamplesColourA colour value stored as a hex code, displayed with a visual swatch. Enter values directly or use the colour picker.#FF5733, #00FF00, #0000FFBrandSelect a brand identity from your organisation's brand guide.Primary Brand, Secondary Brand",{"id":2001,"title":2002,"titles":2003,"content":2004,"level":499},"/support/fields#people-fields","People Fields",[655],"Link records to one or multiple users or  within your organisation, or store structured person names. Field TypeDescriptionExamplesColleagueA single user in your system (link to the colleague record).John Doe, Jane Smith, Bob JohnsonColleaguesA list of users (links to multiple colleague records).John, Jane, Bob (multiple selections)Person NameA structured name input with separate fields for title, first name, middle names, and last name. Import existing data from text fields using intelligent name parsing.Dr Jane Smith, Mr John Robert Doe",{"id":2006,"title":2007,"titles":2008,"content":2009,"level":499},"/support/fields#file-fields","File Fields",[655],"Upload and manage files or images, either singly or in bulk. Field TypeDescriptionExamplesFileA single file upload (document, image, spreadsheet, etc.).example.docx, image.png, spreadsheet.xlsxImageA single image upload (with optional device camera capture).photo.jpgFilesMultiple files can be uploaded.example.docx, image.png, spreadsheet.xlsxImagesMultiple images can be uploaded.photo1.jpg, photo2.png",{"id":2011,"title":2012,"titles":2013,"content":2014,"level":499},"/support/fields#compliance-fields","Compliance Fields",[655],"Represent and calculate risk scores or compliance metrics. Field TypeDescriptionExamplesRisk ScoreA risk score calculated from likelihood/impact (or other formula) to gauge risk severity.Low, Medium, High, Critical",{"id":2016,"title":661,"titles":2017,"content":2018,"level":499},"/support/fields#computed-fields",[655],"Dynamically generate or aggregate values from other fields, including text, numeric, or date data. Field TypeDescriptionExamples / NotesComputed (Text)Text automatically generated from other fields (string concatenation, templates, etc.).Full Name = First Name + \" \" + Last NameComputed (Number)A numeric field automatically calculated from other fields (formula).Subtotal = Quantity × Unit PriceComputed (Date)A date/time field automatically calculated based on other fields.Expiry Date = Start Date + 30 DaysComputed (Select)An  selected based on logic or formula.Status = if(Score >= 80, \"High\", \"Low\")Conditional TextText selected from multiple templates based on conditions, then populated with record values.Different product descriptions based on category.  Your Quote is for $3DP_QTY-off 3D Printed parts or Your Quote is for $CNC_QTY-off Machined partsLookupCopies values from a related record in a different collection (linked collection).\"Customer Email\" field pulled from a Customer record.AggregationA numeric or statistical result derived from multiple related records in a linked collection (e.g., sum).Order Total = SUM(All Items' Price)Aggregation (Date)The earliest or latest date from related records in a linked collection.\"Most recent event date\" across multiple child records. To learn more about , check out the Computed Fields section.",{"id":2020,"title":2021,"titles":2022,"content":2023,"level":499},"/support/fields#collections-fields","Collections Fields",[655],"Reference data from linked collections, enabling lookups and aggregations across related records. Field TypeDescriptionExamplesLinked Collection Fields (various)Special fields generated based on which other collections are linked. They allow referencing other data.E.g., referencing “Projects” from a Task. With the right Field Types, you'll make sure each record in Kinabase stores data efficiently and precisely. It'll pave the way for strong, flexible collections that match your unique business needs.",{"id":658,"title":657,"titles":2025,"content":2026,"level":1038},[],"Learn how to configure fields in Kinabase collections, including creating, reordering, and deleting fields. are the foundation of each  in Kinabase. Once you've added fields to your collections, you can refine their settings. You can also add new fields and remove any outdated ones.",{"id":2028,"title":2029,"titles":2030,"content":46,"level":499},"/support/fields/configuring-fields#_1-accessing-field-settings","1. Accessing Field Settings",[657],{"id":2032,"title":1741,"titles":2033,"content":1743,"level":1416},"/support/fields/configuring-fields#_1-open-the-collection",[657,2029],{"id":2035,"title":1746,"titles":2036,"content":2037,"level":1416},"/support/fields/configuring-fields#_2-go-to-configure",[657,2029],"Click the ⋯ (options menu) in the top-right corner and select Configure, orRight-click on the collection name in the sidebar and choose Configure.",{"id":2039,"title":2040,"titles":2041,"content":2042,"level":1416},"/support/fields/configuring-fields#_3-select-fields","3. Select 'Fields'",[657,2029],"Under setup, click 'Fields' to see all existing fields. You'll need Configure  to adjust collection settings.  If you're unsure, ask your System Admin.",{"id":2044,"title":2045,"titles":2046,"content":46,"level":499},"/support/fields/configuring-fields#_2-creating-a-new-field","2. Creating a New Field",[657],{"id":2048,"title":2049,"titles":2050,"content":2051,"level":1416},"/support/fields/configuring-fields#_1-click-add-field","1. Click '+ Add Field'",[657,2045],"Provide a Field Name (e.g., 'Status', 'Budget') and,Pick a Field Type (text, number, select, etc.). When creating a new field, Kinabase will suggest a field type based on the name you give it. This can help speed up your configuration.",{"id":2053,"title":2054,"titles":2055,"content":2056,"level":1416},"/support/fields/configuring-fields#_2-optional-settings","2. Optional Settings",[657,2045],"Description: Add context for teams. Descriptions are available for all field types, including aggregations, lookups, and computed fields.Default Value: Auto-fill data when creating new  (for date, number, or select fields). Tip: You can use AI to generate field descriptions automatically. See the Adding descriptions section below.",{"id":2058,"title":2059,"titles":2060,"content":2061,"level":1416},"/support/fields/configuring-fields#_3-save","3. Save",[657,2045],"Click Add Field again to confirm. You'll see the new field listed in the Fields pane.",{"id":2063,"title":2064,"titles":2065,"content":2066,"level":499},"/support/fields/configuring-fields#_3-adding-descriptions","3. Adding Descriptions",[657],"Field descriptions help your team understand what each field represents, especially for complex calculated fields. All field types now support descriptions, including aggregations, lookups, and computed fields.",{"id":2068,"title":2069,"titles":2070,"content":2071,"level":1416},"/support/fields/configuring-fields#adding-a-description-manually","Adding a description manually",[657,2064],"Edit any field and expand the form to see all tabs.Go to the Details tab.Enter a description in the Description field.Save your changes.",{"id":2073,"title":2074,"titles":2075,"content":2076,"level":1416},"/support/fields/configuring-fields#using-ai-to-generate-descriptions","Using AI to generate descriptions",[657,2064],"For complex fields like aggregations, lookups, and computed fields, AI can generate clear descriptions automatically: Edit a field and go to the Details tab.Click the bolt icon next to the Description field.AI analyses the field's configuration and generates a plain-language explanation.Review the suggested description and save your changes. Note: The AI generation button only appears for collections that have been saved. If you're setting up a new collection, save it first before using AI descriptions.",{"id":2078,"title":2079,"titles":2080,"content":46,"level":499},"/support/fields/configuring-fields#_4-reordering-or-deleting-fields","4. Reordering or Deleting Fields",[657],{"id":2082,"title":2083,"titles":2084,"content":2085,"level":1416},"/support/fields/configuring-fields#reordering","Reordering",[657,2079],"Hover over the ⋮⋮ drag handle (often next to the field name) and move the field up or down, orClick the ⋯ menu on a field and choose Move Up or Move Down.",{"id":2087,"title":2088,"titles":2089,"content":2090,"level":1416},"/support/fields/configuring-fields#deleting","Deleting",[657,2079],"Click the ⋯ menu on the field and select Delete Field.Note: This is permanent and erases all data in that field. You cannot delete primary or .",{"id":2092,"title":2093,"titles":2094,"content":2095,"level":499},"/support/fields/configuring-fields#_5-setting-primary-secondary-fields","5. Setting Primary & Secondary Fields",[657],"Locate 'Primary Field' and 'Secondary Field' in the Fields pane.Select Your Preferred Fields from the drop-downs.\nPrimary Field: The main identifier for records (mandatory).Secondary Field: An optional subtitle or extra reference for quick scanning.",{"id":2097,"title":2098,"titles":2099,"content":2100,"level":499},"/support/fields/configuring-fields#_6-using-default-values","6. Using Default Values",[657],"For certain fields (like date, select, or number), you can set a default value: Add or Edit the field in the Fields pane.Enter the Default Value (e.g., \"Open\" for a Status field, or \"Today\" for a Date field).Save and test by creating a new record—your default should appear automatically. Please Note: You can set default Date Values to offset from the current date/time when creating or editing a record. Use \"Now + Offset\".\n See our Product Update for more.",{"id":2102,"title":2103,"titles":2104,"content":2105,"level":499},"/support/fields/configuring-fields#_7-using-the-display-setting","7. Using the Display Setting",[657],"Control how certain field types look in record views without touching the data itself.",{"id":2107,"title":2108,"titles":2109,"content":2110,"level":504},"/support/fields/configuring-fields#select-fields","Select fields",[657,2103],"Open a Select field and look for the Display setting.Choose Display as… – you'll have three options:Badge – the default coloured pill.Text – plain label, no colour.Progress – renders each option as a numbered shape (circles, squares, or steps) so the field doubles as a lightweight progress bar. When you pick Progress you can also choose the Symbol style and preview the result. Supports up to 7 ordered options.Preview – the right-hand pane updates live so you can confirm the look.Save – the change is purely visual; underlying values stay intact. Use Progress on ordered options (e.g., Not Started → In Progress → Done) for an instant progress indicator without building a separate workflow.",{"id":2112,"title":2113,"titles":2114,"content":2115,"level":504},"/support/fields/configuring-fields#website-fields","Website fields",[657,2103],"Website fields also support a display setting to control how links appear on record details pages: Open a Website field and look for the Display setting.Choose Display as… – you'll have two options:Preview Card (default) – shows a rich link preview with the site's image, title, description, and favicon.Simple Link – displays a compact, clickable URL that takes up just a single line.Save – the change applies to all records in the collection. Use Simple Link when you have many website fields on a record and want to reduce visual clutter. Keep Preview Card for important links where the context is valuable.",{"id":2117,"title":2118,"titles":2119,"content":2120,"level":499},"/support/fields/configuring-fields#_8-using-the-formatting-tab","8. Using the Formatting Tab",[657],"In Excel you might use conditional formatting; in Kinabase, it's just Formatting.\nGive any plain field instant visual cues by adding conditional formatting colour rules - no formulae required.",{"id":2122,"title":2123,"titles":2124,"content":2125,"level":1416},"/support/fields/configuring-fields#why-use-conditional-formatting","Why use conditional formatting?",[657,2118],"Quality control - highlight missing or invalid values (e.g., blank Supplier Name turns any supplier notes red).Risk & priority - surface high-risk scores, overdue dates or negative balances at a glance.Context cues - brand-colour key clients, shade equipment types by category, or simply make your busy collections easier to scan.",{"id":2127,"title":2128,"titles":2129,"content":2130,"level":1416},"/support/fields/configuring-fields#which-field-types-are-supported","Which field types are supported?",[657,2118],"You can add formatting rules to most plain data types: Works onDoesn't work onText, Number, Currency, Percentage, Probability, Probability, Yes/No, Date, Email, Phone, etc.Rich-text, Computed fields, Linked-collection fields, Files & Images",{"id":2132,"title":2133,"titles":2134,"content":2135,"level":504},"/support/fields/configuring-fields#adding-the-colour-rules","Adding the colour rules",[657,2118],"Open the fieldEdit the field and switch to the Formatting tab.Add ruleClick + Add Rule → Text Colour, then pick a colour swatch.Build the condition with dropdowns:Field → operator (e.g. is blank, contains, is) → (optional) value.Combine logic (optional):Add Condition inside the rule for AND/OR logic.Add multiple rules per field and drag to reorder; first match wins.Default style (optional)A rule with no condition becomes the fallback colour.SaveYour collection updates instantly; new and existing records follow the rules. As well as conditional formatting, you can set formatting of large numbers.",{"id":2137,"title":2138,"titles":2139,"content":2140,"level":1416},"/support/fields/configuring-fields#formatting-large-numbers","Formatting large numbers",[657,2118,2133],"You can add formatting rules to large numbers, to consistently present big values for greater clarity. First edit any Number field then open the Formatting tab. Format your large numbers - choose from: Thousand(s) Comma separator (1,234)Scientific (1.23x10³)Suffixes (1.23k or 1.23M) Save and watch every view, aggregation and chart update instantly. Read our Product Update for more on formatting large numbers.",{"id":2142,"title":2143,"titles":2144,"content":2145,"level":499},"/support/fields/configuring-fields#_9-using-the-permissions-tab","9. Using the Permissions Tab",[657],"For all fields, you can set field-level permissions to control who can view or edit them. Read permissions: define who can see the field: choose from 'Everyone', 'By role', or 'Custom'.Write permissions: define who can edit the field: choose from 'Everyone', 'By role', or 'Custom'.Override permissions: (for computed fields only) allow users to bypass computed fields or formulas and edit them directly. Use custom permissions to filter by specific user-related fields.",{"id":2147,"title":2148,"titles":2149,"content":2150,"level":499},"/support/fields/configuring-fields#_10-using-the-validation-tab","10. Using the Validation Tab",[657],"For some field types, you can set field-level validation settings - to ensure data integrity and consistency. Required: Make the field mandatory when creating or editing a record.Unique: Ensure each record has a distinct value in this field; you have options to just show a warning, or show an error message & prevent the user from saving the record unless this record is filled.Whole Number: For numeric fields, restrict input to whole numbers only.Min/Max Values: For numeric fields, set minimum and/or maximum allowable values & messages to display to the user.",{"id":2152,"title":2153,"titles":2154,"content":46,"level":504},"/support/fields/configuring-fields#additional-guidance","Additional Guidance",[657,2148],{"id":2156,"title":2157,"titles":2158,"content":2159,"level":1416},"/support/fields/configuring-fields#tips-from-our-team","Tips from our team",[657,2148,2153],"Only create the fields you really need and will use. You can always add more later.Make sure critical data is marked as a mandatory field, either via field settings or validation rules.Outdated fields can clutter your records - remove them if they no longer serve a purpose.Get feedback on naming, default values, and whether the primary or secondary fields make sense.Create  to  or sort by specific fields, especially if you have many fields in a collection.Colour rules turn any collection into a quick-read dashboard - great for catching errors, guiding workflows or reinforcing brand identity.Use AI-generated descriptions to document complex aggregation, lookup, and computed fields for your team. By configuring fields thoughtfully, you'll maintain clean, relevant data and keep your Kinabase collections efficient for everyone. If you have questions, reach out to your System Admin or search in Help & Support.",{"id":662,"title":661,"titles":2161,"content":2162,"level":1038},[],"Learn how to set up computed fields for calculations, dynamic text, and more. automatically generate values based on data in other fields. They help you perform calculations, format dynamic text, and calculate dates or selections without manual input - similar to spreadsheet formulas. This guide explains each computed field type and shows you how to set them up. Calculate & perform arithmetic on your fields, use exponentials, unit conversions & more.Example: $FIELD_1 * ($FIELD_2 + $FIELD_3)  BIDMAS & standard mathematical grammar applies.Build messages or descriptions by inserting field values into templates.Example: \"Order for $CUSTOMER_NAME totaling $$AMOUNT\" might display as: \"Order for John Doe totalling $150.00.\"Automatically compute dates or durations.Example: $START_DATE + 30 Days adds 30 days to a start date.Determine an option based on other field values.Example: IF($PRIORITY > 5, \"High\", \"Normal\") chooses a select option based on the priority field. copy values from a  in a linked , avoiding data duplication. summarise data (e.g., sum, average, count, minimum, or maximum) from related records in a linked collection. If you would like to download a pdf guide for Computed Fields, you can do so here: Download PDF Guide",{"id":2164,"title":2165,"titles":2166,"content":46,"level":499},"/support/fields/computed-fields#how-to-create-a-computed-field","How to Create a Computed Field",[661],{"id":2168,"title":1741,"titles":2169,"content":1743,"level":1416},"/support/fields/computed-fields#_1-open-the-collection",[661,2165],{"id":2171,"title":1746,"titles":2172,"content":2037,"level":1416},"/support/fields/computed-fields#_2-go-to-configure",[661,2165],{"id":2174,"title":2040,"titles":2175,"content":2176,"level":1416},"/support/fields/computed-fields#_3-select-fields",[661,2165],"Under setup, click 'Fields' to see all existing fields. You'll need Configure  to adjust collection settings. If you're unsure, ask your System Admin.",{"id":2178,"title":2179,"titles":2180,"content":2181,"level":1416},"/support/fields/computed-fields#_4-add-a-computed-field","4. Add a Computed Field",[661,2165],"Click “+ Add Field”:\nStart adding a new field.Select the Field Type:\nIn the Type dropdown, choose one of: - Computed (Text) - Computed (Number) - Computed (Date) - Computed (Select) - Or choose Lookup/ Aggregation for relational data.Enter a Field Name:\nProvide a meaningful name (e.g., 'Total Cost' or 'Order Message'). For more detail on the different types of field you can use in Kinabase, see our guide on Field Types.",{"id":2183,"title":2184,"titles":2185,"content":2186,"level":1416},"/support/fields/computed-fields#_5-write-your-formula-or-template","5. Write Your Formula or Template:",[661,2165],"Kinabase has lots of different operations and functions you can use in computed fields. Using Field References: \nReference other fields by using the $ symbol followed by the field name in ALL CAPS (replace spaces with underscores).\nExample: For a field named \"Price\", use $PRICE. Arithmetic Operations: \nUse +, -, *, / with spaces around operators for clarity.\nExample: ($PRICE * $QUANTITY) - $DISCOUNT Rounding Functions: \nThere are 3 functions to round numbers: ROUND($FRACTION) - Rounds to the nearest integer: ROUND(4.7) = 5FLOOR($FRACTION) - Rounds down to the nearest integer: FLOOR(4.7) = 4CEIL($FRACTION) or CEILING($FRACTION) - Rounds up to the nearest integer: CEIL(4.2) = 5 Absolute function is also supported, use ABS($NUMBER) to return the absolute value of a number.\nExample: ABS(-10.2)=10.2 Exponential Operations: \nUse the caret ( ^ ) to raise a value to a power.\nOr type LOG(value, base) for any logarithms; for natural log, or use “LN”\nExample: $REVENUE ^ 1.07 or LOG($VOLUME,10) Trigonometric Functions: \nUse SIN(), COS(), and TAN() for trigonometric calculations.\nThese functions require input in radians. To convert from degrees to radians multiply the value in degrees by PI/180. Example: SIN($ANGLE), SIN(PI/6) = 0.5 Conditional Logic: \nUse the IF function for conditional output.\nSyntax: IF([condition], [result if true], [result if false])\nYou can use these operators in your conditions: = (equals), != (does not equal), \u003C , > (less and greater than), \u003C=, >= (less and greater than or equal to).\nExample: IF($COST > 100, $COST * 0.9, $COST) applies a discount for high costs. Boolean Logic: \nWith conditional logic you can also use boolean operators: and - All conditions must be true.or - At least one condition must be true.not - Inverts a condition.xor - One condition must be true, but not both. Handling Empty Values: \nUse the ?? operator to provide fallback values when a field is empty.\nExample: $DISCOUNT ?? 0 returns 0 if the discount field is null. Introducing Units: \nYou can use units from measurement fields in your calculations. Just append the unit symbol to the number or field reference.\nBoth SI and Imperial units are supported. Currency symbols are also treated as a unit.\nExample: $AREA * £400,000/ha Calculates the cost of an area of land. Temperature Conversions: \nConvert temperatures between different units. Example:kelvin(), celsius() or fahrenheit()\nThese functions will convert a temperature value to the named unit in the function. This can be useful when doing calculations using temperature as all calculations are done in Kelvin. Computed Text: \nCombine various text fields into a computed sentence. Example:\"Order for $CUSTOMER_NAME totaling $$TOTAL_AMOUNT\"\nThis template combines static text with dynamic field values.",{"id":2188,"title":2189,"titles":2190,"content":2191,"level":2192},"/support/fields/computed-fields#subfields","Subfields:",[661,2165,2184],"Some field types have subfields you can access in computed fields or expressions using the syntax $FIELD_NAME.SUBFIELD_NAME. Text length\nWithin a Computed Number field you can use the .LENGTH function to return the number of characters in your text field. Example: $FIELD_NAME.LENGTH You can then perform arithmetic on this text-length value. You can also use CHARACTERCOUNT($FIELD_NAME) in your expressions to return the character length of the string field. Please note: Special characters may throw this value off Risk subfields:\nFor the Risk field, you can access IMPACT and LIKELIHOOD subfields to get the individual scores for these aspects.\nExample: $RISK_FIELD.IMPACT returns the impact score of the risk field.Address subfields:\nFor Address fields, you can access address lines such as CITY, COUNTRY, POSTCODE, etc. Example: $ADDRESS_FIELD.CITY returns the city from the address field.Start and End Dates:\nFor Date Range fields, you can access START and END subfields which can be used. Computed date fields have a streamlined process to make accessing and using these subfields easy.",5,{"id":2194,"title":2195,"titles":2196,"content":2197,"level":1416},"/support/fields/computed-fields#_6-save-the-field","6. Save The Field",[661,2165,2184],"Click 'Add Field'\nYour computed field is now saved. It will automatically update whenever the referenced fields change.",{"id":2199,"title":2200,"titles":2201,"content":2202,"level":504},"/support/fields/computed-fields#tips-for-using-computed-fields","Tips for Using Computed Fields",[661,2165],"Create test records to verify that your computed field returns the expected value.Use parentheses to ensure operations occur in the correct order.You can nest functions and operators for more complex logic.Always reference fields in ALL CAPS with underscores replacing spaces, e.g., $FIRST_NAME.In numeric computations, include units if needed (e.g., $MILEAGE * £3.50/mi). By mastering Computed Fields, you can automate calculations and dynamic content generation within your Kinabase collections - streamlining data entry and ensuring consistency across your records. If you have questions or need further assistance, our support team is here to help.",{"id":666,"title":665,"titles":2204,"content":2205,"level":1038},[],"Learn how to use Linked Collection Fields to connect data across collections, streamline workflows, and enhance data consistency. Linked   create relationships between collections by referencing  from another collection. They display the  of the linked record, making it easy to access related information without duplicating data. 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  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').",{"id":2207,"title":2208,"titles":2209,"content":46,"level":499},"/support/fields/linked-collection-fields#how-to-set-up-a-linked-collection-field","How to Set Up a Linked Collection Field",[665],{"id":2211,"title":2212,"titles":2213,"content":46,"level":504},"/support/fields/linked-collection-fields#_1-access-field-settings","1. Access Field Settings",[665,2208],{"id":2215,"title":2216,"titles":2217,"content":2218,"level":1416},"/support/fields/linked-collection-fields#_1-open-the-collection","1. Open the Collection:",[665,2208,2212],"Select the collection you want to modify from the sidebar.",{"id":2220,"title":2221,"titles":2222,"content":2223,"level":1416},"/support/fields/linked-collection-fields#_2-go-to-configure","2. Go to 'Configure':",[665,2208,2212],"Click the ⋯ (options menu) in the top-right corner and select Configure, or right-click the collection name in the sidebar and choose Configure.",{"id":2225,"title":2226,"titles":2227,"content":2228,"level":1416},"/support/fields/linked-collection-fields#_3-select-fields","3. Select 'Fields':",[665,2208,2212],"In the configuration window, click the Fields tab to view all existing fields. You need Configure  to adjust collection settings. If you're unsure, ask your System Admin.",{"id":2230,"title":2231,"titles":2232,"content":46,"level":504},"/support/fields/linked-collection-fields#_2-create-a-new-linked-collection-field","2. Create a New Linked Collection Field",[665,2208],{"id":2234,"title":2235,"titles":2236,"content":2237,"level":1416},"/support/fields/linked-collection-fields#_1-click-add-field","1. Click 'Add Field':",[665,2208,2231],"This opens the field creation form.",{"id":2239,"title":2240,"titles":2241,"content":2242,"level":1416},"/support/fields/linked-collection-fields#_2-enter-field-details","2. Enter Field Details:",[665,2208,2231],"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:\nSingular: Links a single record.Plural: Allows linking of multiple records.",{"id":2244,"title":2245,"titles":2246,"content":2247,"level":1416},"/support/fields/linked-collection-fields#_3-save-your-field","3. Save Your Field:",[665,2208,2231],"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.",{"id":2249,"title":2250,"titles":2251,"content":46,"level":499},"/support/fields/linked-collection-fields#advanced-linked-collection-field-settings","Advanced Linked Collection Field Settings",[665],{"id":2253,"title":2254,"titles":2255,"content":2256,"level":504},"/support/fields/linked-collection-fields#image-thumbnails","Image Thumbnails",[665,2250],"Kinabase now supports displaying image thumbnails in Linked Collection Fields, making it easier to identify records visually. Please note: you must have an image field on the linked records.",{"id":2258,"title":2259,"titles":2260,"content":2261,"level":1416},"/support/fields/linked-collection-fields#_1-edit-your-linked-collection-field","1. Edit Your Linked Collection Field:",[665,2250,2254],"In the field settings (accessed via the Configure → Fields pane), find your linked collection field & click edit.",{"id":2263,"title":2264,"titles":2265,"content":2266,"level":1416},"/support/fields/linked-collection-fields#_2-define-your-input-settings","2. Define your Input settings:",[665,2250,2254],"Navigate to the 'Input' tab and choose the option 'Image Thumbnail'.Pick the image field on your linked collection that you would like to show.Save your changes to the field.",{"id":2268,"title":2269,"titles":2270,"content":2271,"level":1416},"/support/fields/linked-collection-fields#_3-using-image-thumbnails","3. Using Image Thumbnails:",[665,2250,2254],"Now when users open the dropdown, a list of thumbnails appears – click any image to select its record.",{"id":2273,"title":2274,"titles":2275,"content":2276,"level":504},"/support/fields/linked-collection-fields#enabling-qr-code-scanning","Enabling QR Code Scanning",[665,2250],"Kinabase supports QR code scanning for Linked Collection Fields to make data entry even faster:",{"id":2278,"title":2259,"titles":2279,"content":2280,"level":1416},"/support/fields/linked-collection-fields#_1-edit-your-linked-collection-field-1",[665,2250,2274],"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.",{"id":2282,"title":2283,"titles":2284,"content":2285,"level":1416},"/support/fields/linked-collection-fields#_2-optional-confirmation","2. Optional Confirmation:",[665,2250,2274],"Toggle 'Require User Confirmation' if you want an extra prompt before finalising a scan.",{"id":2287,"title":2288,"titles":2289,"content":2290,"level":1416},"/support/fields/linked-collection-fields#_3-using-qr-scanning","3. Using QR Scanning:",[665,2250,2274],"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.",{"id":2292,"title":2293,"titles":2294,"content":2295,"level":504},"/support/fields/linked-collection-fields#tips-for-using-linked-collection-fields","Tips for Using Linked Collection Fields",[665,2250],"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).Navigation: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.",{"id":670,"title":669,"titles":2297,"content":2298,"level":1038},[],"Learn how to set up lookup fields to interconnect your data seamlessly. show values from a related record so you never have to duplicate data manually.\nYou can define specific selection criteria to make sure the exact values are referenced. Consistently extract specific pieces of information from other collections in your Kinabase system. You can use lookup fields in many ways, here are some examples:By linking your project record to a series of quotations, use the selection criteria to specify the latest date, and return the most recent quote reference directly into your project record.You are putting together a set of build steps for a new product variant. Use a lookup field to return the longest build step in that process, so you have an understanding of the new product's takt time.You are conducting a project review and reviewing your risk register - use the lookup field to extract the highest associated risk, and make sure your mitigation measures are appropriate.You are assessing which supplier to order from. Use a lookup field to extract the most recent order from each supplier so you can quickly see at a glance how strong the relationship currently is.",{"id":2300,"title":2301,"titles":2302,"content":2303,"level":499},"/support/fields/lookup-fields#how-to-create-a-lookup-field","How to create a lookup field",[669],"Creating a lookup field is straightforward, but you need to have already established a linked collection first. SettingPurposeTarget CollectionWhere the source data lives (e.g., Contacts).Link FieldPoints to one or many related records in the target collection.Target FieldThe exact field you want to display (e.g., Email). Lookups work with both singular and plural links: Singular link - the value is taken directly from that single related record.Multi-record link - choose a record automatically with Selection Criteria and Mode.",{"id":2305,"title":2306,"titles":2307,"content":2308,"level":504},"/support/fields/lookup-fields#multi-record-link-settings","Multi-record link settings",[669,2301],"For multi-record links, you must specify how to select which linked record to pull data from: OptionDescriptionSelection CriteriaField to evaluate across the linked records (e.g., Created At, Stage, Budget).ModeDetermines which record to use: Latest, Earliest, Max, or Min. A lookup configured like this pulls the Priority Level from the earliest linked Quality Control entry in Schedules - so each stage instantly shows how urgent its first QC step is: You'll only see Selection Criteria and Mode when the Link Field is a multi-record link (one-to-many). If the link is singular, Kinabase already knows which record to read, so those options are hidden.",{"id":2310,"title":2311,"titles":2312,"content":2313,"level":499},"/support/fields/lookup-fields#filtering-candidate-records","Filtering candidate records",[669],"When using a multi-record link, you may want to exclude certain records before the lookup applies its Mode selection. For example, a \"highest invoice\" lookup might pick up an unpaid draft, or a \"latest delivery\" field might reference a cancelled order. To narrow which records the lookup considers, use the Filter candidate records option. This appears in the lookup configuration for multi-record links, below the link field settings.",{"id":2315,"title":2316,"titles":2317,"content":2318,"level":504},"/support/fields/lookup-fields#how-to-add-a-candidate-filter","How to add a candidate filter",[669,2311],"Open your collection's Configure page and go to the Fields pane.Select an existing multi-record lookup field or create a new one.Find the Filter candidate records section beneath the link field settings.Add one or more filter conditions using fields from the target collection. For example, filter by a status field equalling \"Approved\" or a date field being within the last 30 days.Save the field. The lookup will now evaluate only records matching your filters before selecting the value based on your chosen Mode.",{"id":2320,"title":2321,"titles":2322,"content":2323,"level":504},"/support/fields/lookup-fields#things-to-keep-in-mind","Things to keep in mind",[669,2311],"Filter candidate records only appears for multi-record links. Singular links reference one specific record and do not need candidate filtering.Kinabase prevents you from deleting or changing the type of a field that a lookup filter depends on, so your lookups won't silently break.If you switch the target collection, any existing filters are cleared automatically to prevent references to fields that no longer exist.",{"id":2325,"title":2326,"titles":2327,"content":2328,"level":504},"/support/fields/lookup-fields#tips-for-using-lookup-fields","Tips for using lookup fields",[669,2311],"Make sure you have a proper linked field set up as the connection between the collections before using a lookup field.For multi-record links, consider adding candidate filters to ensure your lookup returns the most relevant result. By establishing Lookup Fields, you can connect your collections together and ensure you see the relevant information exactly where you need it. If you have questions or need further assistance, reach out to your System Admin or search in Help & Support.",{"id":674,"title":673,"titles":2330,"content":2331,"level":1038},[],"Learn how to set up aggregation fields for creating summary metrics. compute values by summarising data from a linked collection.\nThey are ideal for generating summary metrics, such as totals, averages, or counts, without manual calculations. summarise data (e.g., sum, average, count, minimum, or maximum) from related records in a linked collection.\n  For example: You could use an aggregation field to calculate the total length of time to build a product using linked build steps or SOPs. \nOr to total the values in a quotation or Bill-of-Materials (BOM). When setting up an Aggregation Field, you need to define: The collection from which to pull data. The field that establishes a connection between the two collections. (For modes other than Count) The numerical field in the target collection to use in calculations. The type of calculation to perform, such as: Total number of related records. Total sum of a numerical field. Mean value of a numerical field. The smallest or largest value, respectively.",{"id":2333,"title":2334,"titles":2335,"content":2336,"level":504},"/support/fields/aggregation-fields#tips-for-using-aggregation-fields","Tips for Using Aggregation Fields",[673],"You can refine your aggregation by adding , ensuring that only records meeting specific criteria (e.g., only 'Completed' invoices) are included. By mastering Aggregation Fields, you can automate calculations, averages & totals from your connected data. This keeps your Kinbabase dynamic and streamlined. If you have questions or need further assistance, our support team is here to help.",{"id":678,"title":677,"titles":2338,"content":2339,"level":1038},[],"Learn how to use Global Currency fields in Kinabase to store amounts in multiple currencies with automatic exchange rate conversion. fields let you store monetary amounts in any currency while automatically converting them to your organisation's base currency. Every conversion is fully traceable, recording the rate, method, and date. This feature requires the accounting feature to be enabled for your organisation.",{"id":2341,"title":2342,"titles":2343,"content":2344,"level":499},"/support/fields/global-currency-fields#setting-up-currencies","Setting up currencies",[677],"Before using Global Currency fields, configure your organisation's currencies in Settings > Currency.",{"id":2346,"title":2347,"titles":2348,"content":2349,"level":504},"/support/fields/global-currency-fields#_1-set-your-base-currency","1. Set your base currency",[677,2342],"Your base currency is the default currency for your organisation. All Global Currency values are converted to this currency for sorting, filtering, and reporting. The default base currency is GBP.",{"id":2351,"title":2352,"titles":2353,"content":2354,"level":504},"/support/fields/global-currency-fields#_2-enable-currencies","2. Enable currencies",[677,2342],"Add the currencies your team needs. Only enabled currencies are available for selection in Global Currency fields. When no additional currencies are enabled, only the base currency is available.",{"id":2356,"title":2357,"titles":2358,"content":2359,"level":504},"/support/fields/global-currency-fields#_3-add-exchange-rates","3. Add exchange rates",[677,2342],"For each enabled currency, click Add rate to enter an exchange rate against your base currency. Enter the rate value and the date it applies from.Add an optional Note (such as \"Q1 budget rate\") for reference.Rates are preserved for audit and cannot be edited later. Only notes can be updated after entry. To correct a rate, add a new entry with the appropriate date.",{"id":2361,"title":2362,"titles":2363,"content":2364,"level":504},"/support/fields/global-currency-fields#_4-view-rate-history","4. View rate history",[677,2342],"Use the View Chart option to see exchange rate history over time.",{"id":2366,"title":2367,"titles":2368,"content":2369,"level":499},"/support/fields/global-currency-fields#adding-a-global-currency-field","Adding a Global Currency field",[677],"Open the collection and go to Configure > Fields.Click + Add Field and select Global Currency as the field type.Configure the field options:\nDirection — choose Neutral, Buy, or Sell to indicate the context of the conversion.Allow users to manually enter exchange rates — when enabled, users can override the system rate with a custom value and provide a reason.Allow users to update to the latest exchange rate — when enabled, users can refresh to the most recent rate if a newer one is available. Read our Configuring Fields guide for general field setup instructions.",{"id":2371,"title":2372,"titles":2373,"content":2374,"level":499},"/support/fields/global-currency-fields#entering-data","Entering data",[677],"When entering or editing a record with a Global Currency field: Select the currency from the dropdown.Type the amount.Kinabase automatically fetches the current exchange rate and displays the base-currency equivalent.Click the rate to see full conversion details, including the method (direct or manually entered), the rate used, and the date.If the field allows it, you can manually adjust the rate or update to the latest available rate.",{"id":2376,"title":2377,"titles":2378,"content":2379,"level":499},"/support/fields/global-currency-fields#conversion-methods","Conversion methods",[677],"Kinabase currently supports two conversion methods: Direct — a rate exists directly between the selected currency and the base currency.Manual — the user has entered a custom exchange rate with a reason.",{"id":2381,"title":2382,"titles":2383,"content":2384,"level":499},"/support/fields/global-currency-fields#sorting-filtering-and-reporting","Sorting, filtering, and reporting",[677],"All Global Currency values are normalised to your base currency, so you can: Sort records by the base-currency equivalent for consistent ordering.Filter records using base-currency values for accurate comparisons.Report across records in different currencies with totals in your base currency. Read our Field Types guide for an overview of all available field types.",{"id":2386,"title":2387,"titles":2388,"content":2389,"level":504},"/support/fields/global-currency-fields#tips-for-using-global-currency-fields","Tips for Using Global Currency Fields",[677,2382],"Add exchange rates with clear effective dates and use Notes (for example, \"Budget rate\" or \"Month-end close\") so your finance team can trace decisions later.Use Neutral / Buy / Sell direction intentionally so the field reflects the real business context of each transaction.Allow manual exchange rate entry only for trusted roles and require a clear reason when overrides are used.Turn on update to latest exchange rate only where operationally appropriate; some teams may need historical consistency during a period close. By mastering Global Currency Fields, you can capture values in local currencies while maintaining accurate, auditable, base-currency reporting across your Kinabase collections. If you have questions or need further assistance, our support team is here to help.",{"id":683,"title":687,"titles":2391,"content":2392,"level":1038},[],"Learn how to create, import, and export records in Kinabase. Records in Kinabase represent individual data entries, such as a client, project, or inventory item. Creating new records is straightforward - whether you're adding them manually one-by-one or importing them in bulk from a spreadsheet. Your ability to view, edit, or bulk-edit records depends on your role's .  \nFor details on assigning or fine-tuning permissions—down to specific collections or fields—see our Assign Roles & Permissions guide.",{"id":2394,"title":2395,"titles":2396,"content":46,"level":499},"/support/records#_1-creating-a-record-manually","1. Creating a Record Manually",[687],{"id":2398,"title":1741,"titles":2399,"content":2400,"level":1416},"/support/records#_1-open-the-collection",[687,2395],"From the sidebar, select the collection you want to update (e.g., 'Clients' or 'Tasks').",{"id":2402,"title":2403,"titles":2404,"content":2405,"level":1416},"/support/records#_2-click-add","2. Click 'Add'",[687,2395],"At the top of the collection screen, click the + Add button.",{"id":2407,"title":2408,"titles":2409,"content":2410,"level":1416},"/support/records#_3-fill-out-the-form","3. Fill Out the Form",[687,2395],"Enter required details in each field (e.g., Name, Status, Due Date).If any field is mandatory, Kinabase will prompt you to complete it.",{"id":2412,"title":2413,"titles":2414,"content":2415,"level":1416},"/support/records#_4-save-the-record","4. Save the Record",[687,2395],"Click Add to confirm. The new record appears in the collection's list. Toggle Add Another at the bottom to quickly create multiple records in a row.",{"id":2417,"title":2418,"titles":2419,"content":2420,"level":499},"/support/records#_2-creating-a-record-with-scan-fill-ai-assisted-data-entry","2. Creating a Record with Scan & Fill (AI-Assisted Data Entry)",[687],"Kinabase's Scan & Fill feature lets you create a fully-populated record from a document, image, or spoken description — no typing required. Upload a receipt, paper form, PDF, screenshot, take a live photo, or dictate details by voice, and the built-in AI will detect the fields, extract the data, and place each value in the correct column.",{"id":2422,"title":1741,"titles":2423,"content":2424,"level":1416},"/support/records#_1-open-the-collection-1",[687,2418],"Navigate to the collection where you want the new record to go (e.g. Invoices).",{"id":2426,"title":2427,"titles":2428,"content":2429,"level":1416},"/support/records#_2-start-a-new-record","2. Start a New Record",[687,2418],"Click + Add, then choose the green Scan & Fill button.",{"id":2431,"title":2432,"titles":2433,"content":2434,"level":1416},"/support/records#_3-upload-capture-paste-or-type","3. Upload, Capture, Paste, or Type",[687,2418],"File: Drag a .jpg, .png, .jepg, .webp, .docx or .pdf (≤ 2 MB) onto the drop zone.Camera: Select Camera to snap an image directly from your device.Paste: Copy a file or capture a screenshot, then press Cmd+V (Mac) or Ctrl+V (Windows) to paste it directly into the upload area. Pasting automatically switches to File mode.Text: Select Text to paste or type a description and let AI extract the fields.",{"id":2436,"title":2437,"titles":2438,"content":2439,"level":1416},"/support/records#_4-ai-extraction","4. AI Extraction",[687,2418],"Click Next. Kinabase highlights each detected field and auto-fills the record form.The AI uses the field labels and your collection's field names to match values accurately.For line-item lists, each row in the uploaded file becomes a new list item with fields populated from the corresponding columns.",{"id":2441,"title":2442,"titles":2443,"content":2444,"level":1416},"/support/records#_5-review-edit","5. Review & Edit",[687,2418],"Check every field for accuracy.Make corrections if the source is blurry, skewed, or handwritten.",{"id":2446,"title":2447,"titles":2448,"content":2449,"level":1416},"/support/records#_6-add-the-record","6. Add the Record",[687,2418],"Press Add. The record appears instantly with \"created with AI\" note in the Activities tab. The Scan & Fill feature also works for record lists, allowing you to upload an invoice with line-items or a table image and have each row converted into a list item with the appropriate fields filled in.",{"id":2451,"title":2452,"titles":2453,"content":2454,"level":504},"/support/records#tips-for-scan-fill","Tips for Scan & Fill",[687,2418],"Lighting & Focus – Ensure the entire form is in-frame, flat, and well-lit to maximise recognition accuracy.One document per scan – Multi-page PDFs are supported, but avoid photographing multiple forms in a single image.Structured data only – For unstructured notes, attach the file instead; Scan & Fill is designed for labelled fields.",{"id":2456,"title":2457,"titles":2458,"content":2459,"level":499},"/support/records#_3-voice-input-for-scan-fill","3. Voice Input for Scan & Fill",[687],"You can also dictate record details by voice instead of typing or uploading a document. When you speak, your words are transcribed and sent to the same AI pipeline as Scan & Fill, which maps your spoken details into the correct fields.",{"id":2461,"title":2462,"titles":2463,"content":2464,"level":1416},"/support/records#_1-open-the-add-record-form","1. Open the Add Record Form",[687,2457],"Open any collection and click + Add to create a new record.",{"id":2466,"title":2467,"titles":2468,"content":2469,"level":1416},"/support/records#_2-start-recording","2. Start Recording",[687,2457],"Look for the microphone button in the top-right corner of the form header, next to the Scan & Fill button.Click the microphone to start recording. A banner appears with a pulsing indicator showing \"Listening…\" until it picks up your speech.",{"id":2471,"title":2472,"titles":2473,"content":2474,"level":1416},"/support/records#_3-speak-naturally","3. Speak Naturally",[687,2457],"Describe the record details you want to capture. For example: \"New contact, Sarah Chen, email sarah at example dot com, phone 07700 900123.\"A rolling subtitle shows your words as they are recognised.",{"id":2476,"title":2477,"titles":2478,"content":2479,"level":1416},"/support/records#_4-stop-and-review","4. Stop and Review",[687,2457],"Click Stop when you are finished. The transcript is sent to AI, which maps your words into the matching fields.To cancel a recording without generating, click the X button on the banner.Review the suggested values and click Add to save.",{"id":2481,"title":2482,"titles":2483,"content":2484,"level":504},"/support/records#browser-support","Browser support",[687,2457],"Voice input uses speech recognition and requires a supported browser. The microphone button appears automatically in Chrome, Edge, and Safari. It will not appear in browsers that lack speech recognition support, such as Firefox. Your browser will ask for microphone permission the first time you use this feature.",{"id":2486,"title":2487,"titles":2488,"content":2489,"level":499},"/support/records#_4-importing-records-csv","4. Importing Records (CSV)",[687],"For bulk record creation or updates, you can import a .csv file instead of manually adding each record:",{"id":2491,"title":2492,"titles":2493,"content":2494,"level":1416},"/support/records#_1-prepare-your-csv","1. Prepare Your CSV",[687,2487],"Column headers should match your collection's fields (e.g., 'First Name,' 'Email,' 'Status').Make sure they have unique identifiers if you plan to update existing records.",{"id":2496,"title":2497,"titles":2498,"content":2499,"level":1416},"/support/records#_2-initiate-import","2. Initiate Import",[687,2487],"Either go to Settings → Import / Export → Import → Records or from the collection's … menu, choose Import (.csv).",{"id":2501,"title":2502,"titles":2503,"content":2504,"level":1416},"/support/records#_3-map-fields","3. Map Fields",[687,2487],"Match your CSV columns to the collection's fields.Optionally select 'Only update existing records' if you're making bulk updates.",{"id":2506,"title":2507,"titles":2508,"content":2509,"level":1416},"/support/records#_4-confirm-finish","4. Confirm & Finish",[687,2487],"Click Import to process. A log indicates the number of records created or updated. For advanced importing tips, see our Importing & Exporting Data guide.",{"id":2511,"title":2512,"titles":2513,"content":2514,"level":499},"/support/records#_5-exporting-records-csv","5. Exporting Records (CSV)",[687],"You can export records at any time to back them up or analyse them in Excel/Google Sheets:",{"id":2516,"title":1741,"titles":2517,"content":2518,"level":1416},"/support/records#_1-open-the-collection-2",[687,2512],"Select … → Export (.csv) from the top-right menu.",{"id":2520,"title":2521,"titles":2522,"content":2523,"level":1416},"/support/records#_2-choose-a-file-name","2. Choose a File Name",[687,2512],"Save the CSV to your local drive.",{"id":2525,"title":2526,"titles":2527,"content":2528,"level":1416},"/support/records#_3-done","3. Done",[687,2512],"Perfect for offline backups or sharing data with external stakeholders. For advanced exporting tips, see our Importing & Exporting Data guide. Efficiently managing records keeps your Kinabase organised, and makes sure all your critical data is always at your fingertips.\nRapid entry methods can be especially useful for teams handling large volumes of data, such as client information or frequent deliveries. If you need further assistance, our support team is always here to help.",{"id":690,"title":689,"titles":2530,"content":2531,"level":1038},[],"Learn how to efficiently locate and manage your data using Kinabase's powerful search, filtering, and view creation tools. As your Kinabase grows, it's important to quickly pinpoint the information you need.",{"id":2533,"title":2534,"titles":2535,"content":46,"level":499},"/support/records/finding-and-filtering-records#_1-finding-records","1. Finding Records",[689],{"id":2537,"title":2538,"titles":2539,"content":2540,"level":504},"/support/records/finding-and-filtering-records#ai-powered-global-search","AI-Powered Global Search",[689,2534],"Access the Search Bar:At the top of the sidebar, click on the AI-powered search bar.Enter Your Query:Type a keyword, name, or phrase (e.g., 'Alex' or 'Project Apollo'). As you type, results across all  will appear dynamically.Select a :Click on the desired result to jump directly to that record's detailed . Use quotation marks (e.g., \"Exact Name\") to search for exact matches.",{"id":2542,"title":2543,"titles":2544,"content":2545,"level":504},"/support/records/finding-and-filtering-records#collection-based-search","Collection-Based Search",[689,2534],"Search a Collection:Navigate to the collection using the sidebar.Use the Local Search Box:In the top-right corner of the collection, type your query. Results within that collection will show immediately.Clear the Search:Click the 'X' in the search box to reset and view all records.",{"id":2547,"title":2548,"titles":2549,"content":2550,"level":499},"/support/records/finding-and-filtering-records#_2-filtering-records","2. Filtering Records",[689],"help you narrow down records by specific criteria. If you'd like to save your filter settings for future use, you need to create a  instead. Please read our next section on how to do this.",{"id":2552,"title":2553,"titles":2554,"content":2555,"level":504},"/support/records/finding-and-filtering-records#manually-applying-filters","Manually Applying Filters",[689,2548],"Add a Filter:Within a collection, click the filter icon and + Add Filter button near the top of the screen.Select a :Choose the field you want to filter by (e.g., 'Status' or 'Priority).Set Filter Conditions:Define your criteria (e.g., 'Status = Active' or 'Priority = High').View Results:As you set the condition, the list updates to display only matching records.Combine Multiple Filters:Add additional filters (e.g., 'Due Date is Today') to refine your results further. You can even filter by the character count of text fields.  Simply click the 'Field Name - Length' option from the dropdown.",{"id":2557,"title":2558,"titles":2559,"content":2560,"level":504},"/support/records/finding-and-filtering-records#using-ai-powered-filters","Using AI-Powered Filters",[689,2548],"Type Your Filter Query:In the search bar at the top, describe what you're looking for in plain language (e.g., 'show me the active projects due this week').Automatic Filter Creation:Kinabase's AI interprets your input and applies the appropriate filter.Review Filtered Records:The records that match your description appear instantly.",{"id":2562,"title":2563,"titles":2564,"content":2565,"level":504},"/support/records/finding-and-filtering-records#grouping-records","Grouping records",[689,2548],"Groups allow you to quickly cluster records by a specific field - like  , creation date, or update time - so you can easily see trends and manage data at a glance.",{"id":2567,"title":2568,"titles":2569,"content":2570,"level":499},"/support/records/finding-and-filtering-records#_3-creating-views","3. Creating Views",[689],"are custom, saved configurations of filters, sorting, and display settings. They let you quickly access the record subsets you use most.",{"id":2572,"title":2573,"titles":2574,"content":2575,"level":504},"/support/records/finding-and-filtering-records#creating-a-new-view","Creating a New View",[689,2568],"Open a Collection Configuration:Click the ⋯ (options menu) in the top-right of the collection view, or right-click the collection name in the sidebar and select Configure.Go to the Views Tab:In the configuration panel, select the Views tab.Add a New View:Click + Add View.Customise Your View:Name Your View: Give it a descriptive name  (e.g., 'Overdue Checks', or 'High-Priority Projects').Set an icon: Give your view an icon for extra ease of use.Select Visible Fields: Optionally, choose which fields to display.Set Filters: Apply the filters you want to include.Sort Data: Choose a field and set your desired order  (e.g., sort by 'Due Date' in ascending order).Group Data: Choose a field to group your records.Save Your View:Click +Add next to your new view's name.  Your new View will now be available as an option from the collection's Views menu. Views are most powerful when you create multiple for different needs or users. If you only create one View, this will be the default. Sometimes its useful to create an 'Show All R' view.",{"id":2577,"title":2578,"titles":2579,"content":2580,"level":504},"/support/records/finding-and-filtering-records#using-saved-views","Using Saved Views",[689,2568],"Switch Views Easily:Access the Views menu within the collection to quickly switch between different saved views.Maintain Consistency:Share your custom views with your team so everyone sees the same filtered data, improving collaboration. It's a good idea to create a 'Show All' view with no filters, so you always have a way to see every record in a collection.",{"id":2582,"title":1809,"titles":2583,"content":2584,"level":504},"/support/records/finding-and-filtering-records#best-practices",[689,2568],"Save Frequently Used Filters as Views.This avoids repeating the filtering process every time.Name Views Clearly.Descriptive names help you and your team quickly identify the purpose of each view.Give Your Views an Icon.Humans are visual creatures, use an icon for extra explanatory power. Using search, filters, and views lets you quickly find the information you need in Kinabase - improving productivity and keeping your data organised. If you need further assistance, our Support Hub and your System Admin are here to help.",{"id":694,"title":693,"titles":2586,"content":2587,"level":1038},[],"Learn how to assign unique identifiers to records in Kinabase for better organisation and tracking. Unique Identifiers provide each  in a  with a distinct code, such as 'PR-001' or IMG-152', making it easier to locate, reference, and track entries. Avoid confusion when multiple records share similar names.Enter or scan a short code (e.g., 'INV-101') to instantly find a specific record.Use consistent codes across your organisation for quick and clear communication.Each record keeps a consistent ID even if it's deleted or restored, giving you an accurate history.Align your Kinabase records with your existing or legacy processes & systems.",{"id":2589,"title":2590,"titles":2591,"content":46,"level":499},"/support/records/adding-unique-identifiers#how-to-enable-and-configure-unique-identifiers","How to Enable and Configure Unique Identifiers",[693],{"id":2593,"title":92,"titles":2594,"content":2595,"level":1416},"/support/records/adding-unique-identifiers#_1-open-collection-configuration",[693,2590],"Go to the collection you want to configure.Click the ⋯ (options menu) at the top-right and select Configure, or right-click the collection name in the sidebar and choose Configure.",{"id":2597,"title":2598,"titles":2599,"content":2600,"level":1416},"/support/records/adding-unique-identifiers#_2-go-to-the-details-tab","2. Go to the 'Details' Tab",[693,2590],"Under Setup, click Details.",{"id":2602,"title":2603,"titles":2604,"content":2605,"level":1416},"/support/records/adding-unique-identifiers#_3-enable-identifiers","3. Enable Identifiers",[693,2590],"Toggle Identifiers from 'None' to Number, Abbreviation, or Custom.",{"id":2607,"title":2608,"titles":2609,"content":2610,"level":1416},"/support/records/adding-unique-identifiers#_4-choose-an-identifier-format","4. Choose an Identifier Format",[693,2590],"Prefix: A short label that describes the collection  (e.g., 'PR', 'IMG', 'INV').Minimum Digits: Defines how many digits appear after the prefix  (e.g., 3 digits yields 001, 002, 003).Next ID: The starting number for your next new record  (useful for migrating existing IDs).",{"id":2612,"title":2613,"titles":2614,"content":2615,"level":1416},"/support/records/adding-unique-identifiers#_5-save","5. Save",[693,2590],"Click Update to confirm. Future records will now include an auto-generated unique ID in the format you specified.",{"id":2617,"title":2618,"titles":2619,"content":2620,"level":499},"/support/records/adding-unique-identifiers#enable-identifiers-on-a-list","Enable identifiers on a list",[693],"Lists support the same identifier formats as top-level collections, so you can assign unique IDs to individual line items. Open the parent collection's configuration.Select the list under the Lists section.Click the Identifiers tab (visible once the list has been created).Choose an ID type: Number, Abbreviation, or Custom.Set your preferred prefix, minimum digits, or other options, then click Update. New list items will receive IDs automatically from this point onwards. The ID column appears in record tables straight away, including in portal views. In portals, list item IDs appear in tables but are hidden from add and edit forms, since IDs are generated on the server.",{"id":2622,"title":2623,"titles":2624,"content":2625,"level":499},"/support/records/adding-unique-identifiers#examples-of-identifier-formats","Examples of Identifier Formats",[693],"PR-001, PR-002, PR-003 ABC-1, ABC-2, ABC-3 PROJ-{abbreviation of client name}-0001 (requires Custom mode) Once a record is created, its ID cannot change - even if the record’s  are edited. Plan your format carefully if you already have data in use or legacy numbering systems to align with.",{"id":2627,"title":2628,"titles":2629,"content":2630,"level":499},"/support/records/adding-unique-identifiers#migrating-existing-ids","Migrating Existing IDs",[693],"If you’re moving from another system and want to keep your existing numbering: Set the Prefix to match your old format.  (e.g., 'IMG').Adjust 'Next ID' to one higher than your last used number.  (e.g., 153 if your last record was 152).Save your changes.  Newly created records will continue numbering without duplicates. Every record gets an ID, even if it’s later deleted. Once a number is used, it is never reused, ensuring no confusion or duplication.This practice maintains a consistent audit trail, so if a deleted record is restored, it keeps its original ID.",{"id":2632,"title":2633,"titles":2634,"content":2635,"level":499},"/support/records/adding-unique-identifiers#custom-id-formats-optional","Custom ID Formats (Optional)",[693],"Kinabase also supports Custom ID formats - if you need more than just a prefix + number: Select 'Custom' in the Identifiers section.Click the Pen Icon to edit the ID pattern. You can combine fixed text, auto-incrementing numbers, or fields like 'Company Name' to form your identifier. \n(e.g., PR-CompanyName-001)Save your new format.Plan Carefully - changing an established ID format can cause confusion if records are already in use. Configuring Unique Identifiers lets you keep large data sets organised, and ensures each record is easy to find, reference, and manage - even as collections grow. If you have questions or run into any issues, consult our Help & Support or reach out to your System Admin.",{"id":698,"title":697,"titles":2637,"content":2638,"level":1038},[],"Customise the tabs in your records to streamline your workflow. Tabs appear at the top of a record's detailed , providing quick access to related information - like , , Files, or linked . By customising these tabs, you can streamline your navigation. Activities allow you and your team to log important actions - like notes, emails, calls, or meetings - against individual records. The activities log also records changes to records for traceability and auditing purposes.Tasks are actionable to-do items linked to specific records, helping you organise assignments, deadlines, and follow-ups.Save your files and documents against their related records & information, so you have all your information to hand. (Requires a Sharepoint configuration)Any linked collections that you have established will appear in your record tabs - meaning you can quickly navigate to related record data.When telemetry is enabled on a collection, each record gains a Telemetry tab with time-series charts for tracked fields. Pick a preset range or a custom window to see how numeric, stage, and option fields have changed over time. Details, Activities, Tasks, and Files cannot be rearranged.You cannot reorder or hide tabs in the  list.Only Kinabase admins can reorder, hide, or rename record tabs.Changing tab layouts affects everyone's view - not just your own.\n::Reordering TabsOpen a RecordNavigate to any record in the collection where you want to reorder tabs.Right-Click a TabChoose Move Left or Move Right to shift its position among the tabs.Repeat as NeededContinue adjusting until your preferred order is set.Reordering tabs can help you see the most frequently used information first.Hiding TabsRight-Click the TabSelect Hide Tab from the menu.Restore Hidden TabsClick the '+' icon at the end of the tab bar and choose the tab you want to bring back.Hide tabs you rarely use to keep your interface uncluttered. You can always restore them later.Renaming TabsRight-Click the TabChoose Rename from the context menu.Enter a New NameType in the label that makes sense for your  and click OK.Standard tabs like Activities or Tasks cannot be renamed. Tabs appear for records with linked collections, so you can link more collections to see more tabs.Understanding how to reorder, hide, and rename record tabs lets you tailor Kinabase's interface to your unique processes - boosting productivity and making sure your data is always one click away.If you have questions or run into issues, reach out to your System Admin or our Support Team.",{"id":702,"title":701,"titles":2640,"content":2641,"level":1038},[],"Edit multiple records at once to save time and effort. Sometimes you need to edit multiple records at once - changing statuses, assigning owners, or updating a date. Kinabase’s Bulk Operations features can handle this quickly, saving you from repetitive manual updates. Your ability to view, edit, or bulk-edit records depends on your role’s permissions. For details on assigning or fine-tuning permissions—down to specific collections or fields—see our Roles & Permissions guide.",{"id":2643,"title":2644,"titles":2645,"content":46,"level":499},"/support/records/bulk-operations#_1-selecting-multiple-records","1. Selecting Multiple Records",[701],{"id":2647,"title":2648,"titles":2649,"content":2650,"level":1416},"/support/records/bulk-operations#_1-open-your-collection","1. Open Your Collection",[701,2644],"From the sidebar, pick the relevant collection.",{"id":2652,"title":2653,"titles":2654,"content":2655,"level":1416},"/support/records/bulk-operations#_2-check-the-boxes","2. Check the Boxes",[701,2644],"Next to each record, tick the box on the left.Select as many as needed.",{"id":2657,"title":2658,"titles":2659,"content":2660,"level":1416},"/support/records/bulk-operations#_3-right-click-edit-multiple","3. Right Click → 'Edit Multiple'",[701,2644],"Or, some versions let you click a 'Bulk Edit' button once multiple records are selected.",{"id":2662,"title":2663,"titles":2664,"content":46,"level":499},"/support/records/bulk-operations#_2-bulk-editing-fields","2. Bulk Editing Fields",[701],{"id":2666,"title":2667,"titles":2668,"content":2669,"level":1416},"/support/records/bulk-operations#_1-edit-window","1. Edit Window",[701,2663],"A pop-up appears listing all fields.Fields displaying 'Multiple Values' means the selected records currently have different entries for that field.",{"id":2671,"title":2672,"titles":2673,"content":2674,"level":1416},"/support/records/bulk-operations#_2-adjust-only-desired-fields","2. Adjust Only Desired Fields",[701,2663],"Click the pencil icon next to a field to overwrite all selected records with one new value.Leave other fields untouched if you do not want them changed.",{"id":2676,"title":2059,"titles":2677,"content":2678,"level":1416},"/support/records/bulk-operations#_3-save",[701,2663],"Click Save to confirm.Kinabase applies your changes to every selected record simultaneously. If you made a mistake, you can Restore Deleted Records or revert changes from a backup CSV if necessary.",{"id":2680,"title":2681,"titles":2682,"content":46,"level":499},"/support/records/bulk-operations#_3-bulk-deleting","3. Bulk Deleting",[701],{"id":2684,"title":2685,"titles":2686,"content":2687,"level":1416},"/support/records/bulk-operations#_1-select-records","1. Select Records",[701,2681],"Check the boxes next to the records you want to remove.",{"id":2689,"title":2690,"titles":2691,"content":2692,"level":1416},"/support/records/bulk-operations#_2-click-delete","2. Click '⋯' → 'Delete'",[701,2681],"Confirm the deletion. The records move to Recently Deleted for 30 days.",{"id":2694,"title":2695,"titles":2696,"content":2697,"level":1416},"/support/records/bulk-operations#_3-restore-or-permanently-remove","3. Restore or Permanently Remove",[701,2681],"Go to … → Recently Deleted within the collection to restore or permanently delete them.",{"id":2699,"title":2700,"titles":2701,"content":2702,"level":499},"/support/records/bulk-operations#_4-bulk-import-export","4. Bulk Import & Export",[701],"Importing: Use a CSV file to add or update many records at once.Exporting: Download multiple records as CSV for backups or offline editing. Details: See our Importing & Exporting Data guide for advanced usage. Bulk editing records can save lots of time and effort for your team. Whether you are updating a completion date across project phases, logging multiple deliveries at once or deleting legacy components from your inventory - bulk editing can be very useful, ultimately reducing the amount of clicks you need to make. If you have questions, reach out to your System Admin or our Support Team.",{"id":706,"title":705,"titles":2704,"content":2705,"level":1038},[],"Outputting & inputting records into your Kinabase. Kinabase makes it easy to print a record - with a QR code you can scan back into the system - so you can bridge your digital system and physical workspace effortlessly.",{"id":2707,"title":2708,"titles":2709,"content":2710,"level":499},"/support/records/printing-and-scanning-records#_1-printing-records","1. Printing Records",[705],"Printing a record provides a physical copy of key information, along with a timestamp and a QR code. Whether you need hard copies for compliance, collaboration, or note-taking, it only takes a few clicks.",{"id":2712,"title":2713,"titles":2714,"content":2715,"level":504},"/support/records/printing-and-scanning-records#_11-how-to-print","1.1 How to Print",[705,2708],"Open a RecordIn any collection, click a record to open its detail panel (this panel opens on the right hand side of your screen).Open the Options MenuIn the top-right corner of the record details, click ⋯ (the options menu).Select 'Print'You’ll see a Print Preview showing the record’s fields, a QR code, and a date/time stamp.Print or Save as PDFClick Print to open your computer’s print dialog.(Optional) Choose Save as PDF if you want an electronic copy. Printing your data can help integrate Kinabase into your physical processes.Have a customer sign a printed version for audit or compliance.Stick a printed equipment label on a piece of machinery.Print a Non-Conformance report to tag your quarantined product.Mark up or annotate data during a team meeting.",{"id":2717,"title":2718,"titles":2719,"content":2720,"level":499},"/support/records/printing-and-scanning-records#_2-scanning-qr-codes","2. Scanning QR Codes",[705],"Every printed record includes a QR code that links directly to the digital record in Kinabase. Scanning this QR code instantly opens the associated record, saving time and ensuring accuracy.",{"id":2722,"title":2723,"titles":2724,"content":2725,"level":504},"/support/records/printing-and-scanning-records#_21-how-to-get-a-qr-code","2.1 How to Get a QR Code",[705,2718],"Open the RecordIn any collection, select the record you wish to generate a QR code for.Options Menu → PrintThe Print Preview page includes a QR code automatically.Print & UseOnce printed, the code can be scanned via the Kinabase interface (on your mobile or with a QR scanner) to instantly load the record.",{"id":2727,"title":2728,"titles":2729,"content":2730,"level":504},"/support/records/printing-and-scanning-records#_22-scanning-qr-codes-in-kinabase","2.2 Scanning QR Codes in Kinabase",[705,2718],"If you have a Linked Field set up to use QR scanning (for referencing one record from another): Enable QR Scanning in a Linked Field\nGo to Configure → Fields in your collection, add a linked field (e.g., referencing 'Equipment' from 'Repairs'), and toggle Use QR Code Scanning.Add or Edit a RecordYou’ll see a QR icon next to the field. Tap it to open your device’s camera.Scan the Printed QRThe relevant record ID or reference is filled automatically - no typing needed. Use QR codes to streamline your physical interactions with Kinabase:Workers scan a machine’s QR code to log repairs without sifting through a long dropdown.Quickly check stock items by scanning a pallet or product label.Technicians can instantly access job details by scanning a record’s code in the field.",{"id":2732,"title":2733,"titles":2734,"content":2735,"level":504},"/support/records/printing-and-scanning-records#real-world-applications","Real-World Applications",[705,2718],"Compliance & AuditsPrint records (like inspection logs or approval forms) for regulatory audits.The included QR code makes it easy to cross-reference and verify authenticity.Faster CollaborationIn team meetings, distribute printed records, letting attendees note changes.Later, scanning the QR code instantly updates you to the digital version for further edits.On-the-Go Data AccessIndustrial or warehouse staff can scan a record’s QR code from a posted printout to check specs or logs without manually searching in Kinabase.Paper TrailsSome industries still rely on physical documents (for sign-off or historical archiving).Printing with integrated QR codes ensures digital backups are always one scan away. Clear, high-contrast QR codes are easier to scan.If used on a factory floor, consider lamination or plastic sleeves.When scanning to link records, ensure relevant fields (like 'Equipment ID') are set up as Linked Fields with 'Use QR Code Scanning' enabled.Even if you printed a record, remember the digital version might change. Reprint if critical updates occur. By printing records and using QR codes, Kinabase bridges the gap between online data and offline workflows. Whether you need physical copies for compliance, quick scanning in manufacturing, or just prefer tangible references during meetings, the combination of Print + QR ensures your data is always accessible, accurate, and up-to-date. If you have questions, reach out to your System Admin or our Support Team.",{"id":710,"title":709,"titles":2737,"content":2738,"level":1038},[],"Learn how to configure record alerts to highlight specific records. Create custom  to highlight records based on a set of conditions that you establish.",{"id":2740,"title":2741,"titles":2742,"content":2743,"level":499},"/support/records/record-alerts#what-are-alerts","What are Alerts?",[709],"Alerts are a handy tool to flag specific records within a collection, so that your team can instantly see these records and take appropriate action. Catch risks instantly - icons & colours draw your eye to overdue, expiring or high-priority items as soon as you open the collection.Focus your team - sort by alert level so colleagues tackle critical work first.Share safely - surface only the alerts that matter in your portal, keeping external users informed.",{"id":2745,"title":2746,"titles":2747,"content":46,"level":499},"/support/records/record-alerts#configuring-record-alerts","Configuring Record Alerts",[709],{"id":2749,"title":2750,"titles":2751,"content":2752,"level":1416},"/support/records/record-alerts#_1-open-your-collection-configuration","1. Open your collection Configuration",[709,2746],"As usual, using the left hand sidebar.",{"id":2754,"title":2755,"titles":2756,"content":2757,"level":1416},"/support/records/record-alerts#_2-navigate-to-alerts","2. Navigate to 'Alerts'",[709,2746],"Navigate to collection configuration using the three dots in the top right.Under the 'Setup' heading, click on 'Alerts'",{"id":2759,"title":2760,"titles":2761,"content":2762,"level":1416},"/support/records/record-alerts#_3-click-add-alert","3. Click 'Add Alert'",[709,2746],"Click the '+Add Alert' button to begin configuring your alert.",{"id":2764,"title":2765,"titles":2766,"content":2767,"level":1416},"/support/records/record-alerts#_4-configure-your-alert","4. Configure your Alert",[709,2746],"Give your alert a nameThis helps your colleagues identify the purpose of this alert.Set the severityYou can choose from 4 different levels, each with their own icon flag;\n   Critical   Warning  Info  Success  Provide a message that will be displayed on the recordThis should clearly explain why the alert was triggered.Set your alert conditionsEstablish your alert filter conditions for specific fields, much like you would for a collection .You can set multiple conditions for each alert.",{"id":2769,"title":2770,"titles":2771,"content":2772,"level":1416},"/support/records/record-alerts#_5-save-your-alert","5. Save your alert",[709,2746],"Navigate out of configuration back to your collection.",{"id":2774,"title":2775,"titles":2776,"content":2777,"level":499},"/support/records/record-alerts#viewing-alerts","Viewing Alerts",[709],"Once you have set up your alert, you should see a new column in your collection with a  lightbulb icon.This column will display the severity symbol chosen during your configuration. (If a record meets your condition(s)).Alerts will also show up on the record detail pane, above its workflow history.",{"id":2779,"title":2780,"titles":2781,"content":2782,"level":499},"/support/records/record-alerts#example-alerts","Example Alerts",[709],"Alerts are very useful for flagging records outside the norm. There are many uses for these alerts - some effective uses are suggested below. Account managers who need to chase clients before relationships go cold.Asset teams tracking warranty expirations or scheduled maintenance dates.Project teams to identify project slippages or deadlines.Logistics teams to highlight missing address details.",{"id":2784,"title":1809,"titles":2785,"content":2786,"level":499},"/support/records/record-alerts#best-practices",[709],"Clearly Name Your AlertDescriptive names help you and your team quickly identify the intended purpose of the alert.Write a Clear Alert MessageA descriptive message avoids potential confusion and should clearly communicate what the alert is, and maybe what action should be taken. Using alerts lets your team rapidly find critical information at a glance.\nMaking sure you never miss critical items! If you need further assistance, our Support Hub and your System Admin are here to help.",{"id":715,"title":719,"titles":2788,"content":2789,"level":1038},[],"Learn how to configure and create tasks to stay organised and ensure timely completion of your projects. are actionable to-do items linked to specific , helping you organise assignments, deadlines, and follow-ups. Tasks are a very useful Kinabase feature keeping you and your team on track & focused. You can view tasks within a  or on the Task , allowing you to stay informed and efficient.",{"id":2791,"title":2792,"titles":2793,"content":2794,"level":504},"/support/tasks#what-are-tasks","What are Tasks?",[719],"As you would expect - Tasks are forward looking actions that need to be performed, tracked & completed by members of your team.",{"id":2796,"title":2797,"titles":2798,"content":2799,"level":1416},"/support/tasks#tasks-have-a-few-key-elements","Tasks have a few key elements;",[719,2792],"A quick-description that summarizes the task for your colleague(s). A more in-depth description, providing sufficient details for task completion. The deadline when your task needs to be completed by. Your colleague that needs to complete the task. N.B. This could be you! The current progress indicator: Not started, In progress, Completed. Use these elements to ensure your team has all the information they need to complete their Task.\nRemember, because the Task is directly linked to the specific record - your colleague can quickly understand the context and find the relevant information.",{"id":2801,"title":2802,"titles":2803,"content":2804,"level":499},"/support/tasks#enabling-tasks-for-a-collection","Enabling Tasks for a Collection",[719],"Open Collection ConfigurationRight-click the desired collection in the sidebar and select Configure (or use the options menu at the top-right).Select the Tasks TabIn the configuration panel, navigate to the Tasks tab.Activate TasksToggle Enable Tasks to turn on task functionality for this collection. You could even enable the Show in Related Records toggle so tasks also appear in linked records.",{"id":722,"title":721,"titles":2806,"content":2807,"level":1038},[],"Learn how to create, edit, and manage tasks to stay organised and ensure timely completion of your projects. are actionable to-do items linked to specific , helping you organise assignments, deadlines, and follow-ups. You can view tasks within a  or on the Task , allowing you to stay informed and efficient.",{"id":2809,"title":2810,"titles":2811,"content":2812,"level":499},"/support/tasks/using-tasks#creating-a-task","Creating a Task",[721],"Open a RecordClick the record where you want to add a task to open its detailed view.Go to the Tasks TabLocate the Tasks tab within the record details.Add a TaskClick Add Task, then enter a Name, Description, Due Date, and assign one or more Owners.Save the TaskClick Save to add the task to the record. You can assign multiple  to a single task if multiple team members are responsible.",{"id":2814,"title":2815,"titles":2816,"content":2817,"level":499},"/support/tasks/using-tasks#using-ai-to-generate-tasks-from-activities","Using AI to Generate Tasks from Activities",[721],"Kinabase's AI can scan the content of an  (e.g., a meeting note or email log) and suggest relevant tasks.\nTo turn-on and configure Activities, please see the next section. Add an ActivityIn a record's Activities tab, click + Add to create a new note, email, phone call, or meeting log.Enter Activity DetailsDescribe what happened, what needs follow-up, or any next steps you're considering.Click 'Suggest Tasks'Kinabase's AI will parse your activity text and propose one or more potential tasks - such as 'Follow up with suppliers' or 'Schedule next meeting'.Select Tasks to AddClick the + next to each suggested task you want to create. You can also click New Suggestions if you'd like more ideas.Review & SaveEach chosen task automatically appears in the record's Tasks tab, where you can assign owners, set due dates, or edit details as needed. This feature is ideal for turning meeting notes into immediate action items without manually creating each task.",{"id":2819,"title":2820,"titles":2821,"content":2822,"level":499},"/support/tasks/using-tasks#editing-tasks","Editing Tasks",[721],"Open the RecordNavigate to the record containing the task you want to update.Select the TaskClick (or right-click) the task in the Tasks pane to open its editing view.Make Your ChangesUpdate the task's name, description, due date, or assigned users.Save ChangesClick Save to commit your updates.",{"id":2824,"title":2825,"titles":2826,"content":2827,"level":499},"/support/tasks/using-tasks#completing-and-deleting-tasks","Completing and Deleting Tasks",[721],"Click the open circle (or checkbox) next to the task to mark it done. Right-click on the task and select Delete. Deleted tasks cannot be recovered. Completed tasks are hidden by default; toggle the checkmark above the list to view them again. Tasks enable you to ensure every project stays on track. Giving you & your team a clear understanding of the actions required and who is responsible. If you need more details, consult our Help & Support or contact your System Admin for assistance.",{"id":726,"title":725,"titles":2829,"content":2830,"level":1038},[],"Learn advanced methods to manage tasks within Kinabase to stay organised and ensure timely completion of your projects. allow you and your team to track important actions.\nKinabase is here to help you keep on top of your team's tasks.",{"id":2832,"title":2833,"titles":2834,"content":2835,"level":499},"/support/tasks/managing-tasks#your-task-dashboard","Your Task Dashboard",[725],"Easily accessible from login is your task dashboard, here you can see all the tasks assigned to you, or to your team. Navigate to your dashboard\nOpen Kinabase and click on your dashboardFind your tasks\nTasks will be ordered by due date, with the tasks for the week at the topFilter or reorder your tasks\nUse filters to refine your task listUtilise multiple dashboards\nKinabase has multiple dashboards, see Dashboards",{"id":2837,"title":2838,"titles":2839,"content":2840,"level":499},"/support/tasks/managing-tasks#bulk-editing-tasks","Bulk Editing Tasks",[725],"If you need to modify multiple tasks at once: Select Multiple TasksTick the checkboxes next to the tasks you wish to edit.Open Bulk EditClick on the options menu at the bottom of your screen.Change DetailsChange the due date, status, or assignee.SaveClick Save to apply changes to all selected tasks simultaneously.",{"id":2842,"title":2843,"titles":2844,"content":2845,"level":499},"/support/tasks/managing-tasks#task-notifications-automations","Task Notifications & Automations",[725],"Configure your  settings to receive alerts when tasks are assigned, nearing a due date, or completed. You can tailor urgency levels (Urgent, High, Medium, Low) and choose between pop-up or email alerts. For more advanced scheduling or reminders, set up  (via Settings → Automations). Automations can, for instance, email reminders or create tasks automatically when certain conditions are met.",{"id":2847,"title":2848,"titles":2849,"content":2850,"level":499},"/support/tasks/managing-tasks#reassigning-tasks-when-deactivating-a-user","Reassigning Tasks When Deactivating a User",[725],"When an employee leaves or is deactivated, you can transfer their tasks to another team member: Deactivate the UserAdmins only.\nIn Settings → Users, deactivate the user.Enable Task ReallocationSwitch on the toggle to 'Transfer ownership of active tasks...' and choose the new user.Auto-Assign TasksKinabase automatically moves all tasks from the deactivated user to the newly assigned user. Managing tasks effectively is crucial to any organisation, Kinabase gives you the tools to coordinate your deliverables and so much more. If you need further assistance, our Help & Support Team are here to help.",{"id":731,"title":735,"titles":2852,"content":2853,"level":1038},[],"Learn what activities are and how to configure them. are very useful to keep informed of actions your team are making.\nThey allow you and your team to log important actions - like notes, emails, calls, or meetings - against individual .",{"id":2855,"title":2856,"titles":2857,"content":2858,"level":504},"/support/activities#what-are-activities","What are Activities?",[735],"Activities are occurrences that are recorded against your record.\nSome activities are automatically logged - such as changes to a record, whereas others are logged manually by you - such as notes, or meetings.\nThese are logged against the record on an activity timeline. This creates a clear timeline and history for each record, helping everyone stay informed and accountable.",{"id":2860,"title":2861,"titles":2862,"content":2863,"level":1416},"/support/activities#the-default-activities-are","The default activities are;",[735,2856],"A quick note to record key information or reminders about the record. Log email correspondence related to the record for future reference. Record details of phone conversations with contacts or colleagues. Document meeting discussions, decisions, and action points. Create your own custom activity types - such as 'Inspection', or 'Review' Activities make it easy for other team members to continue conversations with leads or for keeping the team reminded of meeting notes. Whilst Tasks are forward looking actions that need to be performed.\nActivities look backwards - logging any changes, interactions or occurrences impacting the record.",{"id":2865,"title":2866,"titles":2867,"content":2868,"level":499},"/support/activities#enabling-activities","Enabling Activities",[735],"Open  Configuration:Select the collection from the sidebar.Click the ⋯ (options menu) in the top-right or right-click the collection name and choose Configure.Activate Activities:Navigate to the Activities section in the configuration panel.Toggle Enable Activities to turn on this feature for the collection.Optional:Choose which activity types to allow (e.g., 'Call', 'Email', 'Meeting').You can even add new activity types - such as 'Inspection', 'Review' or any other description you choose.Choose whether to show activities in related records. Enabling activities adds an Activities tab to every record in the collection, where users can  and add activity logs.",{"id":2870,"title":2871,"titles":2872,"content":2873,"level":499},"/support/activities#adding-activity-types","Adding Activity Types",[735],"You can customise which activity types are available for each collection: Access Activity Type Settings:Open the collection configuration and go to the Activities tab.Add or Enable Activity Types:Click Add Type to create a new activity type, or click the ⋯ next to an existing type to enable or disable it.Save Your SettingsConfirm any changes to customise the activity options available in that collection. Tailor activity types to your  (e.g., 'Stock Received' or 'Stock Dispatched') to keep logs relevant.",{"id":2875,"title":2876,"titles":2877,"content":2878,"level":499},"/support/activities#connecting-related-records","Connecting Related Records",[735],"You can set your activities to show in their related records' activity logs.\nThis means that an activity shows in the activity logs of the related records as well as the current record. Access Activity Configuration Settings:Open the collection configuration and go to the Activities tab.Show in Related Records:Click Add Type to create a new activity type, or click the ⋯ next to an existing type to enable or disable it.Save Your SettingsClick 'Update' to confirm any changes to activity visibility. This is especially useful when handling communications with clients, meaning you have the most recent discussion notes at hand. Activities are valuable for creating a useful timeline that you can look back on to understand the journey a record has taken.\nThis is great for managerial oversight, traceability and root-cause analysis or auditing purposes. If you need further assistance, our Help & Support team are here to help.",{"id":738,"title":737,"titles":2880,"content":2881,"level":1038},[],"Learn how to enable, add, edit, and customise activities to keep your team informed and organised. allow you and your team to log important actions - like notes, emails, calls, or meetings - against individual . This creates a clear timeline and history for each record, helping everyone stay informed and accountable.",{"id":2883,"title":2884,"titles":2885,"content":2886,"level":499},"/support/activities/activities#adding-an-activity","Adding an Activity",[737],"Open a Record:Navigate to the collection and select the record you want to update.Select the Activities Tab:Click on the Activities tab in the record details pane.Create a New Activity:Click + Add and choose the type of activity (e.g., note, email, phone call).Enter the details for the activity.(Optional) Set the date by clicking on the calendar icon; it defaults to the current date and time.(Optional) Assign the  to a user by clicking on the user icon.Save:Click Add to save the activity.",{"id":2888,"title":2889,"titles":2890,"content":2891,"level":499},"/support/activities/activities#editing-an-activity","Editing an Activity",[737],"Open the Record:Navigate to the record with the activity you want to update.Access the Activities Tab:Click on the Activities tab to view the list.Edit the Activity:Click the ⋯ (options menu) next to the activity you want to change, then select Edit.Update the details as needed.Save Changes:Click Save to confirm your edits. Both manually and AI created tasks can be edited from the tasks tab.",{"id":2893,"title":2894,"titles":2895,"content":2896,"level":499},"/support/activities/activities#ai-powered-task-creation","AI-Powered Task Creation",[737],"Kinabase has an AI feature that suggests turning activities into tasks: Log an Activity:Add a new activity (like a meeting note or email).Use the AI Feature:Click Suggest Tasks below the activity input. The AI will analyse your entry and propose relevant follow-up tasks.Select and Save:Click the + next to each suggestion to add it as a task. You can adjust the task details afterward. Save time by automating the conversion of discussions and notes into actionable tasks - making sure nothing gets overlooked.",{"id":2898,"title":2899,"titles":2900,"content":2901,"level":499},"/support/activities/activities#reacting-to-activities","Reacting to Activities",[737],"You can react to activities with emoji to quickly acknowledge updates, show support, or signal agreement without adding extra messages to the timeline.",{"id":2903,"title":2904,"titles":2905,"content":2906,"level":1416},"/support/activities/activities#supported-activity-types","Supported activity types",[737,2899],"Reactions are available on the following activity types: NotesEmailsPhone callsMeetings",{"id":2908,"title":2909,"titles":2910,"content":2911,"level":1416},"/support/activities/activities#adding-a-reaction","Adding a reaction",[737,2899],"Hover over an activity in the Activities tab.Click the smiley face icon that appears.Select an emoji from the picker:\n👍 Thumbs up❤️ Heart🎉 Party popper👀 Eyes🙏 Thank you✅ Check mark Reactions appear below the activity, showing each emoji and the number of people who used it. Hover over any reaction to see exactly who responded.",{"id":2913,"title":2914,"titles":2915,"content":2916,"level":1416},"/support/activities/activities#removing-a-reaction","Removing a reaction",[737,2899],"Click your existing reaction again to remove it.",{"id":2918,"title":618,"titles":2919,"content":2920,"level":1416},"/support/activities/activities#notifications",[737,2899],"When someone reacts to your activity, you can receive a notification. To adjust this, go to Settings > Account > Notifications and set the priority for Activity Reaction. Read our Notifications Guide to learn more about managing notification preferences. Enabling and managing activities lets you create a transparent, real-time log of interactions and updates for every record.\nThis helps your team track progress, collaborate effectively, and maintain a comprehensive history of work. If you need further assistance, our Help & Support team are here to help.",{"id":742,"title":741,"titles":2922,"content":2881,"level":1038},[],{"id":2924,"title":741,"titles":2925,"content":2926,"level":499},"/support/activities/activity-logs#activity-logs",[741],"When activities are turned on for a collection, each record has an activity log. This is a timeline of events and actions grouped by date.\nThere is also an overarching activity log that collates all activities across Kinabase.",{"id":2928,"title":2929,"titles":2930,"content":2931,"level":504},"/support/activities/activity-logs#for-a-specific-record","For a specific record:",[741,741],"Find the Appropriate RecordNavigate to your collection using the sidebarClick on the record you are interested inOpen the Activity TabIn the Record details panel (on the right hand side) click on the activities tab underneath the record title.View, Add or Search the Activity LogClick 'Add' to log a new activityClick the three dots ⋯ to log an activity from an email (see email-forwarding)Click the magnifying glass to search the activity log for a specific entry.",{"id":2933,"title":2934,"titles":2935,"content":2936,"level":504},"/support/activities/activity-logs#for-all-activities","For all activities:",[741,741],"Navigate to your dashboardClick on 'Dashboard' at the top of the sidebarOpen the Activities TabClick on the Activities tab at the top of your dashboardView ActivitiesClick 'All Activities' to view all the activities across Kinabase, orClick on specific collections below to see all the activities for that collection. Not only is the activity log great for managerial oversight. It is also invaluable for root-cause analysis or auditing purposes. Enabling and managing activities lets you create a transparent, real-time log of interactions and updates for every record.\nThis helps your team track progress, collaborate effectively, and maintain a comprehensive history of work. Your Activity Log is an empowering tool for audits & traceability, giving your Quality Team a valuable resource for understanding their processes & non-conformances. If you need further assistance, our Help & Support team are here to help.",{"id":747,"title":751,"titles":2938,"content":2939,"level":1038},[],"Learn how to create views in Kinabase to filter, sort, and group records for better organisation and efficiency. are custom, saved configurations of filters, sorting, and display settings.\nThey let you quickly access the record subsets you use most, so you only have the relevant records in view.",{"id":2941,"title":2942,"titles":2943,"content":2944,"level":504},"/support/views#what-are-views","What are Views?",[751],"Views are custom, saved configurations of filters, sorting, and display settings that let you quickly focus on the key records within your collection.",{"id":2946,"title":2947,"titles":2948,"content":2949,"level":1416},"/support/views#views-have-a-few-key-elements","Views have a few key elements;",[751,2942],"A quick-description that summarizes the view for your colleague(s). An icon to help identify the view at a glance, making it clearer to find and select. The fields in your collection that you want to display in this view. You can choose which fields are visible, and in what order. The condition(s) with which you will filter records in the collection. The sorting conditions and order - select the field you want to sort, and the sorting order (ascending-descending, A-Z, Oldest-Newest). The field by which you want to group records in the collection. This allows you to quickly cluster records by a specific field - like  , creation date, or update time - so you can easily see trends and manage data at a glance. Use these elements to ensure your team has all the relevant records when they select your View.",{"id":2951,"title":751,"titles":2952,"content":2570,"level":499},"/support/views#creating-views",[751],{"id":2954,"title":2573,"titles":2955,"content":2956,"level":504},"/support/views#creating-a-new-view",[751,751],"Open a Collection Configuration:Click the ⋯ (options menu) in the top-right of the collection view, or right-click the collection name in the sidebar and select Configure.Go to the Views Tab:In the configuration panel, select the Views tab.Add a New View:Click + Add View.Customise Your View:Name Your View: Give it a descriptive name  (e.g., 'Overdue Checks', or 'High-Priority Projects').Set an icon: Give your view an icon for extra ease of use.Select Visible Fields: Optionally, choose which fields to display.Set Filters: Apply the filters you want to include.Sort Data: Choose a field and set your desired order  (e.g., sort by 'Due Date' in ascending order).Group Data: Choose a field to group your records.Define Permissions: Set who can see your View - everyone or By Role.Save Your View:Click +Add next to your new view's name.  Your new View will now be available as an option from the collection's Views menu. Views are most powerful when you create multiple for different needs or users. If you only create one View, this will be the default. Sometimes its useful to create an 'Show All' view.",{"id":2958,"title":2959,"titles":2960,"content":2961,"level":1416},"/support/views#create-a-view-from-your-types","Create a View from your Types",[751,751,2573],"It's often useful to have specific views for your Types to keep them organised. Open a Collection, navigate to Types within the configuration menu.Click the ⋯ next to any of your record Types.Click Create View to instantly create a View for this Type.This will automatically filter your records based on Type and show the Fields pertinent to that Type.",{"id":2963,"title":2578,"titles":2964,"content":2965,"level":499},"/support/views#using-saved-views",[751],"Once your view is created, you can easily access it by clicking on the view icon & name at the top of the collection. Switch Views Easily:Access the Views menu within the collection to quickly switch between different saved views.Maintain Consistency:Share your custom views with your team so everyone sees the same filtered data, improving collaboration. It's a good idea to create a 'Show All' view with no filters, so you always have a way to see every record in a collection.",{"id":2967,"title":1809,"titles":2968,"content":2584,"level":504},"/support/views#best-practices",[751,2578],{"id":755,"title":754,"titles":2970,"content":2971,"level":1038},[],"Learn how to create and manage workflows to automate tasks, control access, and track progress effectively. let you define custom processes through which  progress. They help your team stay organised, automate repetitive actions, and provide a clear overview of a record's status - whether you're managing expenses, sales pipelines, or publishing processes. A workflow is a series of  that a record moves through in a . Each stage represents a phase in your process. For example:Expense Approval: 'Submitted' → 'Needs Review' → 'Approved' → 'Paid'Sales Funnel: 'New Lead' → 'Qualified' → Negotiation → 'Closed-Won'Workflows not only track progress but also allow you to:Automate Actions: Trigger  or create follow-up .Control Access: Limit who can move records between stages.Collect Additional Data: Require input (like a reason for rejection) when transitioning between stages. See at a glance where every record is in your process.Automate routine steps and reduce manual errors.Keep team members informed with notifications and assigned actions.Bring greater control & specificity to your processes.Adapt your workflows as your organisation's needs evolve.",{"id":2973,"title":2974,"titles":2975,"content":46,"level":499},"/support/workflows#how-to-set-up-a-workflow","How to Set Up a Workflow",[754],{"id":2977,"title":2978,"titles":2979,"content":2980,"level":504},"/support/workflows#_1-enable-workflows-for-a-collection","1. Enable Workflows for a Collection",[754,2974],"Open Collection Configuration:Right-click the desired collection in the sidebar and select Configure  (or use the ⋯ options menu at the top-right).Activate Workflows:Navigate to the Workflow tab and toggle Enable Workflows to turn on the feature.",{"id":2982,"title":2983,"titles":2984,"content":2985,"level":504},"/support/workflows#_2-adding-workflow-stages","2. Adding Workflow Stages",[754,2974],"Add a Stage:In the Workflow tab, click Add Stage.Name the Stage:Give it a descriptive name (e.g., 'Submitted', 'In Review', 'Approved').Optional Colour:Choose a colour to visually distinguish the stage.Repeat:Create additional stages as needed for your process. For a sales pipeline, you might create stages like 'Interested', 'Qualified', and 'Closed-Won'.",{"id":2987,"title":2988,"titles":2989,"content":2990,"level":504},"/support/workflows#_3-linking-stages-with-actions","3. Linking Stages with Actions",[754,2974],"Actions allow records to move between stages: Add an Action:Within a stage, click Add Action.Configure the Action:Select the Target Stage: Choose the stage that the record should move to when the action is triggered.Name the Action: Provide a name (e.g., 'Approve' or 'Reject').Choose a Colour: Assign a colour to the action button for easy identification.Configure Advanced Action Parameters:Use the tabs to define your workflow action in more depth:Permissions — who can perform this action (Everyone, By role, or Custom).Fields — define the fields that need updating in this action. You can add additional fields here too.Lists — assign lists (such as line items) that users can add entries to during the action.Signatures — define whether signatures are required and from whom.Validation — set rules that must pass before the action can be completed.Notifications — define whether notifications are sent, to whom, and when.Repeat:Create multiple actions if a stage can transition to different subsequent stages. If one stage needs to progress in multiple ways, set up multiple actions (e.g., 'Approve' vs. 'Request Revision').",{"id":2992,"title":2993,"titles":2994,"content":2995,"level":499},"/support/workflows#multi-page-workflow-forms","Multi-Page Workflow Forms",[754],"When a stage change requires more than a quick confirmation — for example filling in several fields, adding list entries, and collecting signatures — you can turn an action into a guided, multi-page form.",{"id":2997,"title":2998,"titles":2999,"content":3000,"level":504},"/support/workflows#setting-up-a-multi-page-form","Setting Up a Multi-Page Form",[754,2993],"Open the collection's workflow settings and edit the stage action you want to enhance.In the action's General tab, tick Use multi-page form.Click Edit Form Layout to open the editor.Click Add Page to create your first page. Give it a title, an optional icon, and an optional description (shown as instructions at the top of the page).On each page, assign record fields, additional fields, and lists from the available options. Fields already assigned to another page are shown with a hint so you can see where everything sits.Save the action. Any enabled fields not yet assigned to a page will be flagged, and empty pages are removed automatically. Note: You must select Fields to Update in the action's Fields tab before these appear as options to add to the form page.",{"id":3002,"title":3003,"titles":3004,"content":3005,"level":504},"/support/workflows#how-the-form-works-for-users","How the Form Works for Users",[754,2993],"When a team member triggers the action on a record, the multi-page form opens as a popup. A sidebar displays all pages to complete. If the action includes signatures, a dedicated Signatures page appears at the end of the sidebar. Users can navigate between pages freely, and a validation summary highlights any issues across all pages with clickable links that jump straight to the problem field. Automation previews show which automations will be triggered and what they will do, updating as fields are filled in.",{"id":3007,"title":3008,"titles":3009,"content":3010,"level":504},"/support/workflows#drafts","Drafts",[754,2993],"Progress is saved automatically to the browser. If the page is refreshed or accidentally closed, the partially completed form is restored when the user returns.",{"id":3012,"title":3013,"titles":3014,"content":3015,"level":504},"/support/workflows#portal-experience","Portal Experience",[754,2993],"In the Portal, multi-page forms open as a full-screen page rather than a modal. The sidebar includes a progress bar and step counter (e.g., \"Step 2 of 5\"), and the layout is optimised for mobile devices. Draft saving and validation work the same way.",{"id":3017,"title":3018,"titles":3019,"content":3020,"level":499},"/support/workflows#advanced-workflow-features","Advanced Workflow Features",[754],"Our workflows have some advanced features that help streamline your internal operations and bring greater clarity and control to your processes. See below for how you can get the most out of workflows: Sometimes you only want specific roles or people to be able to transition a workflow stage — for example, approving a purchase or project.In the Workflow tab, click the Edit button next to a stage, then open the Permissions tab.Decide if an action is available to Everyone, specific , or Individual Users.Optionally, add conditional logic (e.g., actions over £200 require a Manager's approval). When records transition between workflow stages, you can set notifications to be sent to your colleagues.Within a stage, select Edit and then go to the Notifications tab.Set conditions for when notifications are sent (e.g., when a record enters 'Needs Review') and who receives them. You can set signature requirements for stage transitions in a workflow for a sign-off step.To require a signature for an action, click the Edit button next to the action.In the Signatures tab, toggle Require users to sign before completing this action and add optional instructions.To add extra signatures, click + Add signature in the Signatures tab:\nGive the signature a label.Define who needs to sign.Define whether it is required or optional.Optionally, add instructions for the signer.Signatures are stored in the  tab with a timestamp. Missing key information slows decisions and causes confusion. You can set mandatory fields — or demand a brand-new value — whenever a record moves to the next workflow stage, so every hand-off arrives complete.Open collection configuration and edit your desired workflow action.Switch to the Fields tab and tick the desired field. Use the down chevron to open field options.Field validation options:\nUse the Required toggle to make a field mandatory.Use the Require new value toggle to force users to enter new information for that field.You can also set max/min limits for numerical and date field types.Click Confirm on the workflow action and Save the workflow changes.Now when someone uses that workflow action, Kinabase validates the record and ensures the right information has been provided. If not, Kinabase will block the workflow change until all rules pass. Use additional fields during stage transitions to confirm key information and collect more data. This prompts the user for extra information when an action is performed (e.g., 'Reason for Rejection' or 'Reviewer Comments').In the workflow tab, click the Edit button next to a stage, then click Edit Action for the desired action.Go to the Fields tab and click Add Field.Define the field name and type, then save. Some workflow stages might not be appropriate to show in your usual collection list — you can hide these easily. For example, Opportunity records at stage 'Lost'.In the Workflow tab, click the three dots ⋯ next to the stage and click Hide in Lists (or Show in Lists to reverse this change).",{"id":3022,"title":1809,"titles":3023,"content":3024,"level":499},"/support/workflows#best-practices",[754],"Workflows can be very powerful, but can become overly complicated if you're not careful. Follow the guidance below to get the most out of them: Start with the essential stages and actions, then gradually add advanced features as your processes mature. Run a test record through your workflow to ensure each stage and action works as expected. Regularly check that only authorised users can perform critical transitions and take actions. Make sure your team knows the defined stages and actions, so everyone understands the workflow. Utilising these advanced features enables you to get the most out of Kinabase and out of your team.\nAll while ensuring you have encoded your Quality Management System into your Kinabase workflows so that you retain complete control of your business proceses. Workflows empower you to transform your data into actionable processes that drive efficiency and accountability in your organisation. Customising workflow stages, linking them with specific actions, and using advanced features like notifications and signatures, ensures that every record moves through its specific process seamlessly. If you have questions or need further assistance, please reach out to your System Admin or further guides in our Support Hub.",{"id":762,"title":761,"titles":3026,"content":3027,"level":1038},[],"Learn how to automate repetitive tasks and improve efficiency with Kinabase Automations. help streamline repetitive  by automatically performing actions when certain events occur in your . By defining the 'When → Then' conditions, you can reduce manual work and keep your team in sync.",{"id":3029,"title":3030,"titles":3031,"content":3032,"level":499},"/support/automations#what-are-automations","What are automations?",[761],"Automations let you configure trigger events (the 'when') and resulting actions (the 'then'). For example: When a new  is added to a 'Maintenance' collection → Then create a task assigned to multiple maintenance staff, or send a When a   changes to 'Approved' → Then generate a new record in another collection, or send an email alert",{"id":3034,"title":3035,"titles":3036,"content":3037,"level":504},"/support/automations#benefits-of-automations","Benefits of automations",[761,3030],"Automate routine tasks like creating follow-up tasks or notificationsMake sure boring administration tasks are never missedStandardise processes and reduce manual stepsKeep everyone informed with automated alerts or tasksAdd new automations as your organisation's needs evolve",{"id":3039,"title":3040,"titles":3041,"content":46,"level":499},"/support/automations#setting-up-an-automation","Setting Up an Automation",[761],{"id":3043,"title":3044,"titles":3045,"content":3046,"level":504},"/support/automations#_1-access-automation-settings","1. Access Automation Settings",[761,3040],"Open Settings: Click your name in the bottom-left corner of KinabaseSelect Automations: Under Operations, choose AutomationsAdd New Automation: Click + Add Automation in the top-right cornerName & Description: Give your automation a clear name (e.g., 'Notify Finance on New Invoices') and a brief description",{"id":3048,"title":3049,"titles":3050,"content":3051,"level":504},"/support/automations#_2-define-the-when-conditions","2. Define the 'When' Condition(s)",[761,3040],"This is your 'Trigger' - when this happens, the automation runs. You have lots of options for trigger events, for instance: A record is added to a specific collectionA record is updated (general or a specific field)A record is right-clicked (context menu)A record becomes due (if you have a date field in your record)A record changes workflow stage Pick your trigger event from the dropdown menu. You can also set Additional Trigger Conditions based on field values using the 'If field value is...' option. Additional trigger conditions allow you to refine when automations run: Define 'If' conditions with both '+And' and '+Or' criteriaUse previous field values to trigger on changes (e.g., 'Previous Status' is 'Pending' and 'New Status' is 'Approved')Use field character length for text fieldsFor example, 'Only if priority equals High and Company is XYZ'",{"id":3053,"title":3054,"titles":3055,"content":3056,"level":504},"/support/automations#_3-set-the-then-action","3. Set the 'Then' Action",[761,3040],"Once you define the trigger, choose what Kinabase should do automatically from the Action Type dropdown: Add a Task: Create and assign tasks, optionally setting due dates or multiple assigneesSend a Notification: Choose recipients and urgency (Urgent, High, Medium, Low)Create a New Record: Specify a target collection and fill out relevant fieldsUpdate the Current Record: Change fields in the same record that triggered the automationUpdate portal access: Automatically invite, grant, or revoke  access for  recordsSend an Email: Send automated emails to specified recipientsGenerate PDF Document: Create PDF documents from templatesCall External API: Send data to external systems via webhooks You can add multiple steps to the same automation - e.g., first send a notification, then create a new record, then add a task.",{"id":3058,"title":3059,"titles":3060,"content":3061,"level":504},"/support/automations#_4-save-activate","4. Save & Activate",[761,3040],"Click 'OK' to finalise your automationIt takes effect immediately; any new triggers will now run the automation steps you defined",{"id":3063,"title":3064,"titles":3065,"content":3066,"level":499},"/support/automations#action-options","Action Options",[761],"Kinabase has a variety of action types to choose from when setting up your automations. Each action type has its own configuration options to tailor the automation to your needs. The Add a Task action creates and assigns a follow-up task automatically, with optional due dates and multiple assignees. How to configure:Enter the task title and any instructions your team needs to complete the work.Select one or more assignees who should own the task.Set an optional due date or timing rule so tasks are created with clear deadlines.Save the step and test that task details are populated as expected. How to use this action:When ...a support case is marked Escalated,\n→ then ...create a task for the on-call manager due in 2 hours.When ...a proposal reaches Contract Review,\n→ then ...create tasks for both Legal and Sales Ops.When ...a new customer is onboarded,\n→ then ...create a setup task for the implementation specialist. The Send a Notification action sends an in-app alert to selected users and lets you set urgency (Urgent, High, Medium, or Low). How to configure:Choose who should receive the notification (specific users, teams, or relevant owners).Write the notification content so recipients know exactly what changed.Set the urgency level: Urgent, High, Medium, or Low.Save and verify the right people are notified when the trigger runs. How to use this action:When ...an invoice becomes overdue,\n→ then ...send a high urgency notification to Finance.When ...a deal value is changed above a defined threshold,\n→ then ...notify the team lead.When ...a milestone due date is moved,\n→ then ...alert the project manager. The Create a New Record action inserts a record in another collection (including subcollections) and maps values from the triggering context. How to configure:In In Collection, choose the target collection (subcollections are shown with their parent collection name, e.g. \"Customer - Orders\").Map each field using a fixed value or copied value from the triggering record context.If targeting a subcollection, configure the required (Parent) field using Link to current record, Copy from context, or Set a fixed value.Save the step only after validation passes; Kinabase blocks saving until required parent assignments are valid. How to use this action:When ...a new project is approved,\n→ then ...create a kickoff record in a Project Milestones subcollection linked to that project.When ...a lead is qualified,\n→ then ...create a new customer record and copy key contact details.When ...an order is confirmed,\n→ then ...create related fulfillment records automatically. The Update the Current Record action changes fields on the same record that triggered the automation. How to configure:Select the field or fields to update on the triggering record.Set each new value using fixed values, copied values, or expressions.Review dependencies so the update does not conflict with other automations on the same record.Save and confirm the expected fields are updated after the trigger event. How to use this action:When ...a quote is accepted,\n→ then ...set Status to \"Won\" and set Won Date to today.When ...a task is completed,\n→ then ...set Progress to 100% and clear the Blocked Reason field.When ...a record moves to Cancelled,\n→ then ...set Active to \"No\". The Update portal access action automates invite, grant, or revoke access for  records in your . How to configure:Confirm the automation collection is configured as the user collection for an external portal.Select the target portal if your environment has multiple external portals.Choose one action: Send invite (grant access + email), Grant access (without email), or Revoke access.Save the step; repeat grant/revoke operations are handled safely so workflows continue without failing. How to use this action:When ...a client record moves to Active,\n→ then ...send a portal invite automatically.When ...an account reaches Offboarded,\n→ then ...revoke portal access immediately.When ...onboarding is handled manually for approved partners,\n→ then ...grant portal access without sending an invite email. The Send an Email action sends an automated email to defined recipients using your configured email settings. How to configure:Choose recipients (for example, record contacts, internal users, or fixed email addresses).Set the subject and email content, including mapped record values where needed.Confirm the sender/account configuration used for outbound email delivery.Save and test that recipients, subject, and body render correctly. How to use this action:When ...a booking record is created,\n→ then ...send a confirmation email to the customer.When ...a renewal date is 30 days away,\n→ then ...email the account owner.When ...status changes to overdue,\n→ then ...send a missed-payment reminder to the billing contact. The Generate PDF Document action creates a PDF from a template using data from the record and related fields. How to configure:Select the Document Template you want to use for this automation step.Optionally set a Filename for the generated PDF.\nTo create a dynamic name - simply reference record fields here using a dollar sign, for example: $TITLE-$COMPANY-$DATEIn the Save file to dropdown, choose where the PDF should be stored:\nDon't save: the PDF is only emailed, not stored on the record.Record folder: saves to the record's file store (only available when files are enabled on the collection).Specific field: saves directly into a file field on the record. Choose the target field from the File field picker (image-only fields are excluded automatically).When saving to a Specific field, you can optionally enter an Archive subfolder name. If the file field already contains a file, the existing file is moved to that subfolder before the new PDF takes its place.Configure email delivery with recipients, subject, and body if you want to send the PDF by email as well.Save and verify the automation runs as expected. How to use this action:When ...a billing record moves to Ready to Send,\n→ then ...generate an invoice PDF.When ...a project status changes to Completed,\n→ then ...create a signed-off project summary PDF.When ...a training record is marked as passed,\n→ then ...produce a completion certificate PDF. The Call External API action posts automation data to an external endpoint so other systems can react in real time. How to configure:Enter the endpoint URL and select the request method required by the external system.Configure headers, authentication, and payload mapping from record fields.Review response and failure behaviour using automation logs so errors can be diagnosed quickly.Save and run a controlled test before enabling the automation in production. How to use this action:When ...a new order is created,\n→ then ...push order data to a fulfillment platform via webhook.When ...plan fields change,\n→ then ...send updated subscription details to the billing system.When ...a lead is converted,\n→ then ...notify the CRM integration.",{"id":3068,"title":3069,"titles":3070,"content":46,"level":499},"/support/automations#advanced-automation-features","Advanced Automation Features",[761],{"id":3072,"title":3073,"titles":3074,"content":3075,"level":504},"/support/automations#multiple-steps-conditions","Multiple Steps & Conditions",[761,3069],"Enable a cascade of action steps based on your conditions and logic: Adding Steps: Create multiple follow-up actions. For example, after adding a task, you could also send an email notification to a manager. Filters & Conditions: Some triggers allow you to refine when an automation runs (e.g., only if a certain field equals 'High Priority').",{"id":3077,"title":3078,"titles":3079,"content":3080,"level":504},"/support/automations#conditional-filter-configuration","Conditional & Filter Configuration",[761,3069],"You can apply detailed filter conditions to make multi-step automations more precise, including record-copy scenarios. For Create a New Record steps using Related Record Copying, configure filters so only matching source records are copied: In a Create a New Record step, scroll to Related Record Copying and choose your source and target collections.Click Add filter under the source collection and link field selectors.Build conditions by selecting a source field, operator, and value.Add additional conditions with And or Or if as needed.Save the automation; only records matching the filter will be copied when it runs. The step summary shows a plain-English filter description, making it easier to review what the automation will copy. Note: conditions that depend on the current user are not available here, because automations may run without a logged-in user context. Browse our Product Updates for the latest release notes on automation filters.",{"id":3082,"title":3083,"titles":3084,"content":3085,"level":504},"/support/automations#preview-automations","Preview Automations",[761,3069],"Some workflow stages allow you to preview which automations will run. This ensures you have full clarity on what will happen next. Use this preview feature to confirm tasks, notifications, or record changes before finalising an action.",{"id":3087,"title":3088,"titles":3089,"content":3090,"level":504},"/support/automations#assign-tasks-to-multiple-users","Assign Tasks to Multiple Users",[761,3069],"When adding an 'Add a Task' step, you can select multiple owners. All assigned users will be notified and see the task in their .",{"id":3092,"title":3093,"titles":3094,"content":3095,"level":504},"/support/automations#ai-generated-descriptions","AI-Generated Descriptions",[761,3069],"You can generate a human-readable description for any automation using AI. In the automation editor, a bolt icon appears beside the Description field. Click it, and Kinabase analyses the automation's trigger, steps, field assignments, and conditions to produce a concise summary in plain English. The description is written for a general audience, so anyone on your team can understand what the automation does without reading through every step. The AI considers the full configuration when generating a description, including: Trigger type — what event starts the automation and which collection it applies toStep details — the type of each action (e.g. create a record, add a task, send a notification, send an email, generate a PDF, call an external API)Field assignments — which fields are set and how their values are determined (copied from another field, set to a fixed value, or calculated from an expression)Conditional logic — any if/else branches and the conditions that control which steps run The bolt icon only appears when the automation has a valid trigger and no configuration errors. If you do not see it, check that your trigger and steps are fully configured. You can edit the generated description, regenerate it after making changes, or replace it with your own text at any time. Read our Product Update for more details.",{"id":3097,"title":3098,"titles":3099,"content":3100,"level":504},"/support/automations#linked-records","Linked Records",[761,3069],"You can copy parent-record values automatically in automation field mapping. When creating or editing an automation, you can set fields in the new record to pull values from the triggering record or other related records: In the Automation Editor, add or open a Record step that targets a sub-record collectionIn Field assignment, click the \"Copy from parent\" option next to any mappable fieldChoose the parent field you want and Save – Kinabase will use that value every time the step runs Read our Product Update for more.",{"id":3102,"title":3103,"titles":3104,"content":3105,"level":504},"/support/automations#record-context-switching","Record Context Switching",[761,3069],"By default, each action step in an automation operates on the record that triggered it. With record context switching, you can make any step act on a different linked record instead. You can chain multiple switches together to navigate across collections, and each step clearly shows which record it will act on.",{"id":3107,"title":3108,"titles":3109,"content":3110,"level":1416},"/support/automations#how-to-switch-records","How to switch records",[761,3069,3103],"In the automation editor, add or edit an action step (such as Update Record or Send Email).Click the collection name button in the step header — it shows the collection the step currently acts on.Click Switch record in the popover to open the context switch editor.Click Switch record at the bottom of the chain to add a switch. Choose Select a new record to navigate to a linked record, or Select a previous record to return to an earlier context in the chain.For linked records, choose the collection and linking field. If multiple linked records exist, set Selection Criteria to pick the right one (for example, Earliest or Latest for dates, Min or Max for numbers).Click Apply to confirm. The step now operates on the new record. When assigning field values in any step, you can copy from any context in the chain — the original trigger record, any intermediate records, form inputs, or API responses.",{"id":3112,"title":3113,"titles":3114,"content":3115,"level":1416},"/support/automations#example-use-cases","Example use cases",[761,3069,3103],"A purchase order is approved → switch to the linked supplier to update their order count → switch back to send a confirmation email referencing both recordsA deal closes → switch to the linked company to update total revenue → switch to the primary contact to send a personalised messageA project status changes → switch to each linked deliverable to update deadlines → return to the project to log the changes Read our Product Update for more details.",{"id":3117,"title":3118,"titles":3119,"content":3120,"level":499},"/support/automations#running-automations-on-multiple-records","Running Automations on Multiple Records",[761],"Context menu automations can be run on multiple records at once, allowing you to process batches of data in a single action rather than clicking through each record individually.",{"id":3122,"title":3123,"titles":3124,"content":3125,"level":504},"/support/automations#how-to-run-automations-on-multiple-records","How to run automations on multiple records",[761,3118],"Navigate to a collection and select multiple records using checkboxes or Shift-click to select a rangeRight-click to open the context menu and look for your automation under the available actionsReview the preview modal, which shows:\nRecords selected: Total number of records you've selectedWill run: Records that match your automation's filter criteriaFiltered out: Records excluded based on your automation's conditionsClick Run to execute the automation across all matching recordsReview the results summary showing how many records completed successfully, failed, or were filtered out",{"id":3127,"title":3128,"titles":3129,"content":3130,"level":504},"/support/automations#important-notes","Important notes",[761,3118],"Multi-record automations are available only for automations configured with a right-click triggerThe preview helps you understand how many records will be processed before you commitAny failures display the record name and error message in the automation history for easy troubleshootingMulti-record automations are available on Pro, Charity, and Enterprise plans Browse our Product Updates for the latest release notes on multi-record automations.",{"id":3132,"title":3133,"titles":3134,"content":3135,"level":499},"/support/automations#skip-confirmation-for-right-click-automations","Skip Confirmation for Right-Click Automations",[761],"By default, running a right-click automation shows a Preview Automation dialog where you review the steps before clicking Continue. For automations you run frequently and trust, you can skip this confirmation step so the automation executes immediately.",{"id":3137,"title":3138,"titles":3139,"content":3140,"level":504},"/support/automations#how-to-configure","How to configure",[761,3133],"Open the automation editor for a right-click automation (trigger set to \"is right-clicked\")In the Require Confirmation section, find the Confirm before running checkboxUncheck it to skip the Preview Automation dialogSave the automation When a user right-clicks a record and selects this automation, it runs immediately without showing the preview dialog.",{"id":3142,"title":3128,"titles":3143,"content":3144,"level":504},"/support/automations#important-notes-1",[761,3133],"The Confirm before running checkbox only appears for manual, right-click triggersIt is checked by default, so new automations always require confirmation Read our Product Update for more details.",{"id":3146,"title":3147,"titles":3148,"content":3149,"level":499},"/support/automations#viewing-editing-automations","Viewing & Editing Automations",[761],"Edit or Deactivate: If you need to pause or change an automation, open it from the Automations list and modify or toggle it off. View History Logs: Right-click and edit an automation. Select the History tab to see a log of each time it's been triggered and the outcome. You will also find statistics on how many times it has run successfully or failed. View Schedule: If your automation is based on times and dates, you can see when it is next scheduled to run in the 'Scheduled' tab.",{"id":3151,"title":1809,"titles":3152,"content":3153,"level":499},"/support/automations#best-practices",[761],"Automations can be very useful, but can become overly complicated if you're not careful. Follow the guidance below to get the most out of them: Start with a minimal number of automations. Overcomplicating from the get-go can lead to confusion. Clear automation names help your team understand their purpose straight away. Check automation logs periodically to ensure everything is running smoothly. Automations work great with workflows - when a record moves to a certain stage, let an automation handle the follow-up tasks. Using Automations in Kinabase saves time and maintains consistency for your team, letting them focus on the tasks that matter most. If you need more help or have advanced scenarios in mind, check out our other guides or contact our Support Team.",{"id":769,"title":768,"titles":3155,"content":3156,"level":1038},[],"Learn how to create and manage forms to drive actions & update records for specific purposes. let you define custom user inputs which create a tidy interface when triggered by a user.\nThese inputs can then be used to drive actions in your  or update fields in your . Forms are perfect for collecting additional information from your team at the point of action - whether that's allocating stock, approving an expense or scheduling maintenance. They're particularly useful for actions which are stage-independent, inter-collection or one-off.\nThis flexibility enables Forms to be adapted to suit your team's needs, without being constrained by your overarching record workflows. are custom user input forms which collect additional data & take specific action on that information, based on what you define.To keep data entry simple for users, you can create forms that allow you to specify inputs, and then where those inputs go across the system. This can trigger various actions across the system, such as updating existing records, creating tasks, or notifying colleagues.Forms enable you to:Gather real-time data – prompt colleagues for any text, number, date or record selection.Stay accurate – set filters and validation, for example stop quantities exceeding what’s in stock.Reuse instantly – captured values slot into later steps, formulas and notifications without extra mapping. Forms are best applied when you have a repetitive action that requires user input to complete, but aren't contained within your overarching record workflow stages.This might be because this action is stage-independent or inter-collection, or because a record is 'splitting' or 'branching' into multiple different actions or records, or because the action is a one-off that doesn't need to be recorded in the main record.They are perfect for:Warehouse staff - to click “Allocate” on an Inventory record, enter the quantity and scan the kit QR code — to quickly allocate Inventory to a Job.Project managers - sign off an expense by confirming budget code and approval date — all logged automatically.Maintenance teams - to schedule a service by selecting a date, time and technician — keeping equipment in top shape. Forms are subtly different to  and .Use Forms when you need to:Collect user input - Forms prompt users for specific information at the moment of action.Drive actions - Use the collected data to trigger specific actions or updates.Stage-independent actions - Ideal for actions that don't fit into a linear workflow or need to be performed outside of a record's lifecycle.Inter-collection actions - Perfect for actions that involve multiple collections or records.One-off actions - Great for unique tasks that don't require ongoing tracking within a workflow.Forms are built to be flexible and can be adapted to suit your team's needs.",{"id":3158,"title":3159,"titles":3160,"content":46,"level":499},"/support/forms#how-to-create-a-form","How to Create a Form",[768],{"id":3162,"title":3163,"titles":3164,"content":46,"level":504},"/support/forms#_1-navigate-to-settings-forms","1. Navigate to Settings → Forms",[768,3159],{"id":3166,"title":3167,"titles":3168,"content":3169,"level":1416},"/support/forms#open-settings","Open Settings:",[768,3159,3163],"Click the Settings cog in the bottom left of the screen - above your name. Or use the chevron to open the menu and click on Settings.",{"id":3171,"title":3172,"titles":3173,"content":3174,"level":1416},"/support/forms#open-forms","Open Forms:",[768,3159,3163],"Under 'Organisation' find 'Forms' and click on it.",{"id":3176,"title":3177,"titles":3178,"content":46,"level":504},"/support/forms#_2-add-a-new-form","2. Add a new Form",[768,3159],{"id":3180,"title":3181,"titles":3182,"content":3183,"level":1416},"/support/forms#click-add-form","Click '+ Add Form'",[768,3159,3177],"This opens the Form Editor (similar to the Automations Editor) which will guide you through configuring your form.",{"id":3185,"title":3186,"titles":3187,"content":3188,"level":1416},"/support/forms#provide-basic-information","Provide Basic Information:",[768,3159,3177],"Name - Give your Form a descriptive name e.g., 'Stock Allocation', 'Send to Production', 'Schedule Service'.Description - Optionally, add a description to clarify the Form's purpose and ensure your team knows exactly what this Form is doing e.g., 'This form confirms Components and their Quantities to be allocated to a production job.'.",{"id":3190,"title":3191,"titles":3192,"content":3193,"level":1416},"/support/forms#define-where-how-this-form-appears","Define Where & How this Form Appears:",[768,3159,3177],"Collection - Select the Collection where this Form is available, or pick 'All' e.g., 'Inventory', 'Jobs', 'Projects'.Button - Give your button a descriptive name & icon that clarifies the action it performs e.g., 'Allocate Stock', 'Send to Production', 'Schedule Service'. This is what the user will see.Choose Conditions - Optionally, choose specific conditions for when this Form can or cannot be accessed e.g., 'If Current User has Role X', 'If Inventory Qty is greater than 10', 'If Current Record is at Workflow stage Approved'.",{"id":3195,"title":3196,"titles":3197,"content":46,"level":504},"/support/forms#_3-define-your-first-page-fields","3. Define your first Page & Fields",[768,3159],{"id":3199,"title":3200,"titles":3201,"content":3202,"level":1416},"/support/forms#give-your-first-page-a-title","Give your first Page a Title:",[768,3159,3196],"This helps organise your form if you have multiple pages e.g., 'Allocation Details', 'Approval Info', 'Service Schedule'.",{"id":3204,"title":3205,"titles":3206,"content":3207,"level":1416},"/support/forms#main-body-items","Main Body Items:",[768,3159,3196],"These are the information & input fields that your user will see in the form.Use the add button to add different types of information to your form:Field - Add new fields to capture user input. This can include options from other collections & records.Text - Add static formatted text to provide instructions or context.You can add as many fields as you need to capture the necessary information. But you can also add fields to a different page if you want to break the form into sections.",{"id":3209,"title":3210,"titles":3211,"content":3212,"level":1416},"/support/forms#sidebar-items","Sidebar Items:",[768,3159,3196],"These are supporting information & output fields that your user will see in the form.Use the add button to add different types of information to your form:Text - Add static formatted text to provide instructions or context.Results Block - This is section of the form where calculated values can be shown.\nGive the section a Name & Colour e.g., 'Cost Summary', 'Next Steps', 'Service Details'.Define your Computed field(s) to show key calculated outputs based on the user's input(s). These can be any of Computed-Number -Text -Date -Select fields e.g., 'Total Cost', 'Remaining Budget', 'Next Service Date'.Image(s) - Add images to enhance understanding or provide visual cues.You can add multiple sidebar items, and multiple fields within results blocks to provide additional context or information. Using computed text fields in the sidebar is a great way to provide dynamic confirmation to your team.\nFor example, you could use a computed text field to display a message such as:\"You have selected 'Quantity N' of 'Product B', which will cost 'Total Cost'. Please confirm to proceed.\"This helps your team understand the implications of their inputs before submitting the form.Referencing Fields in Computed TextTo include field values in your computed text, use the $FIELD_NAME syntax where FIELD_NAME is the name of your field in all capitals with underscores between words.Examples:$QUANTITY — references a field called \"Quantity\"$PRODUCT_NAME — references a field called \"Product Name\"$TOTAL_COST — references a field called \"Total Cost\"Important: Reference the field directly by its name — don't include the component or section name. For example, use $NAME rather than $COMPONENT.NAME.If you need to access a field from a linked record, you can chain field names with a dot. For example, $COMPANY.NAME would retrieve the \"Name\" field from the linked \"Company\" record.",{"id":3214,"title":3215,"titles":3216,"content":3217,"level":504},"/support/forms#_4-add-additional-pages-optional","4. Add Additional Pages (Optional)",[768,3159],"It can be good to break down complex forms into manageable sections.\nTo add additional pages to your Form: click + Add Page.",{"id":3219,"title":3220,"titles":3221,"content":3222,"level":1416},"/support/forms#repeat-step-3","Repeat Step 3:",[768,3159,3215],"As before define for each additional page:\nPage TitleMain Body Items - input fields, textSidebar Items - results blocks, text, images",{"id":3224,"title":3225,"titles":3226,"content":3227,"level":504},"/support/forms#_5-post-submission-page-optional","5. Post-Submission page (Optional)",[768,3159],"This page is shown to the user after they submit the Form.\nYou can use this to confirm the action has been completed, provide next steps or use images & results blocks.",{"id":3229,"title":3230,"titles":3231,"content":3232,"level":1416},"/support/forms#set-your-icon-title","Set your Icon & Title:",[768,3159,3225],"This helps clarify the output or consequences of the Form e.g., 'Stock Allocated', 'Next Steps', 'What's Next?'.",{"id":3234,"title":3235,"titles":3236,"content":3237,"level":1416},"/support/forms#provide-a-description","Provide a description:",[768,3159,3225],"A formatted text block to provide the user with a message of your choice.\nThis can be used to provide context or next steps e.g., 'The selected stock has been successfully allocated to the job. Please proceed to the production area.'",{"id":3239,"title":3240,"titles":3241,"content":3242,"level":1416},"/support/forms#add-results","Add Results:",[768,3159,3225],"As before, use results blocks to show key calculated outputs based on the user's input(s).",{"id":3244,"title":3245,"titles":3246,"content":46,"level":504},"/support/forms#_6-save-your-form","6. Save your Form:",[768,3159],{"id":3248,"title":3249,"titles":3250,"content":3251,"level":1416},"/support/forms#click-save","Click 'Save':",[768,3159,3245],"Once you're happy with your Form, click the Save button in the top right corner.",{"id":3253,"title":3254,"titles":3255,"content":3256,"level":504},"/support/forms#_7-define-your-actions","7. Define your Actions:",[768,3159],"Now that you've created your Form, you need to define what Actions happen when the form is submitted.\nThis editor looks very similar to the  editor, and you can use many of the same actions. Under 'What to do'... Click '+ Add Action'. This opens the action editor.Choose your Action Type:Add a taskSend a notificationSend an emailCreate a new recordUpdate the current recordGenerate a PDF documentCopy to clipboardMake an API callSet filters & conditionsDefine filters & conditions to control when this action runs e.g., 'If Field X is greater than 10', 'If Current User has Role Y', 'If Current Record is at Workflow stage Approved'.Chain your ActionsConnect multiple actions together to create a sequence of events e.g., 'First, update the record, then send a notification, and finally create a task'. See our guide on Automations for more details on how to configure Actions.",{"id":3258,"title":3259,"titles":3260,"content":3261,"level":499},"/support/forms#advanced-form-features","Advanced Form Features",[768],"Forms have advanced features that help streamline your internal operations and bring greater flexibility and capabilities to your processes. See below for how you can get the most out of Forms: Sometimes you only want specific roles or people to be able to access & complete a Form - for example approving a purchase or scrapping stock.Or perhaps you need specific conditions for when this Form can or cannot be accessed.\n(e.g., 'If Current User has Role X', 'If Inventory Qty is greater than 10'.)Edit your Form:\nIn the Form editor, under the heading 'Where this form appears'\nClick '+If a field value is...'.Define your conditions using fields from the current record or the current user and the usual comparators (is, is not, contains, greater than, etc). Sometimes you need to limit the range of inputs in a Form Field - for example when moving stock, you can't move more than the quantity available.Use Dynamic Field Validation to set dynamic limits on number fields, based on other field values.\n(For example, for stock allocations: 'If there are 10 items in stock, limit the user to allocate \u003C10 items.')Edit a number field in your Form:Switch to the validation tab and define:\nIf the field is required,Whether it needs to be a whole number,Set minimum & maximum values (& messages),For Dynamic Validation:Click the   button to switch to 'Formula mode 'Use the formula entry to specify the Field from your collection to use for the max or min value.For example this might be '=$QUANTITY' or '=$MAX_BUDGET' Use additional pages to keep information entry defined & structure for your team.Add pages:In the Form Editor, under your first page click the '+Add Page' buttonDefine your Page with a\nTitleMain Body Items - input fields, textSidebar Items - results blocks, text, imagesAdd a post-submission page:This page is shown to the user after they submit the Form. Use this to confirm the action has been completed, to provide next steps or use images & results blocks.In the Form Editor, scroll to the bottom and click the toggle on the Post-Submission Page.\nSet your Icon & Title.Provide a description.Add results. Use the action editor to chain multiple actions together to create a sequence of events.\n(e.g., 'First, update the record, then send a notification, and finally create a task').Add multiple actions:\nIn the Form Editor, under 'What to do' click '+ Add Action'.Choose your Action Type.Set Filters & Conditions to control when this action runs.Repeat to add further actions.",{"id":3263,"title":1809,"titles":3264,"content":3265,"level":499},"/support/forms#best-practices",[768],"Forms can be very powerful, but can become overly complicated if you're not careful. Follow the guidance below to get the most out of them: Start with the essential information and actions, then gradually add advanced features as your processes mature. Run a test record through your Form to ensure each page looks correct & that the resulting actions work as expected. Double check that only Forms that meet your conditional criteria can be accessed & performed. Utilising these advanced features enables you to get the most out of Kinabase and out of your team.\nAll while ensuring you have encoded your operational needs into Kinabase so that you can quickly complete actions and manipulate records in a controlled manner. Forms empower you to create flexible processes that transform your data into repeatable & practical actions. Customising Form pages, linking them with specific actions, and providing clear feedback to your team ensures that your operations run smoothly and efficiently. If you have questions or need further assistance, please reach out to your System Admin or further guides in our Support Hub.",{"id":472,"title":779,"titles":3267,"content":3268,"level":1038},[],"Learn how to use Dashboards in Kinabase to centralise your data, track key metrics, and streamline your workflow. give you a real-time snapshot of your most important data all in one place. Dashboards centralise information to help you stay organised, make quick decisions, and focus on what matters most. Each user in Kinabase has a personalised Dashboard. It's typically the first page you see after logging in, and it combines multiple sections: Home: An overview of your day, including pending , quick-add shortcuts, and the latest Kinabase updates.Tasks: A dedicated tab showing your assigned tasks and upcoming deadlines.: A central feed of recent notes, emails, or  updates — meaning everyone can stay in the loop.: Real-time , tables, and analytics that highlight key trends or bottlenecks in your data. Admins can add a company logo under Settings → Organisation Details to personalise the dashboard for everyone.",{"id":3270,"title":3271,"titles":3272,"content":46,"level":499},"/support/reporting#key-dashboard-features","Key Dashboard Features",[779],{"id":3274,"title":3275,"titles":3276,"content":3277,"level":504},"/support/reporting#_1-home-tab","1. Home Tab",[779,3271],"Displays tasks due today, upcoming tasks, and recent updates.Offers Quick Add buttons to create new records in frequently used .Shows highlights of new Kinabase features or setup guides.",{"id":3279,"title":3280,"titles":3281,"content":3282,"level":504},"/support/reporting#_2-tasks-tab","2. Tasks Tab",[779,3271],"Lists tasks assigned to you or your team, with  for priority, due date or by collections.Update statuses (e.g., 'In Progress' or 'Completed') directly from the dashboard.",{"id":3284,"title":3285,"titles":3286,"content":3287,"level":504},"/support/reporting#_3-activities-tab","3. Activities Tab",[779,3271],"Shows a timeline of recent actions across the whole of your Kinabase - like calls, emails, or system-generated updates.Easily filter by collection or date to find relevant interactions for tracability or for auditing purposes.",{"id":3289,"title":3290,"titles":3291,"content":3292,"level":504},"/support/reporting#_4-reports-tab","4. Reports Tab",[779,3271],"Embed real-time charts or tables that pull data from any collection.Track KPIs, project milestones, or performance metrics on a single screen.Build custom reporting pages to reflect what you want to monitor most.",{"id":3294,"title":3295,"titles":3296,"content":3297,"level":499},"/support/reporting#customising-your-dashboard","Customising Your Dashboard",[779],"Company Branding: Admins can upload a company logo to the Home tab, giving a consistent look and feel for the whole team.Filter Tasks & Activities: Tailor the dashboard to show only your open tasks or specific activity types you care about.Create a Task view: Customise your task list by creating a new view to show tasks that meet your specific criteria.Add or Rearrange Widgets: Rearrange your quick-add widgets and graphs on your reports, by simply dragging them to reorder or resize them for better focus.",{"id":3299,"title":3300,"titles":3301,"content":3302,"level":504},"/support/reporting#benefits","Benefits",[779,3295],"At-a-Glance Insights: Quickly see tasks due today, important updates, or real-time KPIs.Centralised Navigation: Jump directly into tasks, collections, or data views without searching through separate pages.Better Collaboration: Keep your team aligned by sharing the same vantage point of what's happening across Kinabase.Increased Efficiency: Reduce time spent searching or switching between different areas of the platform. Using Dashboards effectively creates a convenient command centre that surfaces key information in real time - helping you stay organised, make quick decisions, and keep your team in sync. If you have questions or need more detailed instructions, visit our other guides or contact your System Admin.",{"id":782,"title":781,"titles":3304,"content":3305,"level":1038},[],"Learn how to create a custom report. in Kinabase let you compile dynamic, real-time  of your data right in your . By adding widgets such as  or quick-add shortcuts, you can track key metrics, highlight trends, quickly create new records and keep essential information front and centre.",{"id":3307,"title":3308,"titles":3309,"content":46,"level":499},"/support/reporting/creating-reports#how-to-create-a-report","How to Create a Report",[781],{"id":3311,"title":3312,"titles":3313,"content":3314,"level":504},"/support/reporting/creating-reports#_1-access-the-reports-tab","1. Access the Reports Tab",[781,3308],"Open Your Dashboard:Click Dashboard in the sidebar if you aren't there already.Click 'Reports':In the top menu of your dashboard, select the Reports tab to view or create custom reports.",{"id":3316,"title":3317,"titles":3318,"content":3319,"level":504},"/support/reporting/creating-reports#_2-create-a-new-report","2. Create a New Report",[781,3308],"Add a Report:Click + Add Report in the centre of the screen, or on the centre-left of the screen underneath any existing reports.Name & Icon:Give your report a clear, descriptive name (e.g., 'Marketing Summary' or 'Project Progress') and optionally assign a relevant icon.Set :Decide who can view and edit this report - everyone, by role, or 'just me'.Click 'Add'Your new report appears as a blank canvas in the dashboard's Reports tab.",{"id":3321,"title":3322,"titles":3323,"content":3324,"level":504},"/support/reporting/creating-reports#_3-populate-your-report-with-widgets","3. Populate Your Report with Widgets",[781,3308],"Widgets are the building blocks of a Kinabase report. They can be: Charts: Display data visually in bar, pie, line, or other chart types.Quick Add Items: Add shortcuts for creating new  in key .",{"id":3326,"title":3327,"titles":3328,"content":3329,"level":504},"/support/reporting/creating-reports#adding-a-widget","Adding a Widget",[781,3308],"Click '+ Add Widget':In your chosen report, select + Add Widget to open the widget creation menu.Select a Widget Type:Chart: Define the data source (collection), select a chart type (bar, pie, etc.), and configure  to visualise (e.g., 'Counts of records by ').Quick Add: Choose a collection for one-click record creation.\n Configure & Save:Give your widget a title, adjust any  or settings, then save to see it appear on your report. You can resize or move widgets by clicking the ⋯ on the widget and selecting Resize or dragging them around the report.",{"id":3331,"title":3332,"titles":3333,"content":3334,"level":504},"/support/reporting/creating-reports#_4-adding-charts-directly-from-collections","4. Adding Charts Directly from Collections",[781,3308],"When you create a chart while viewing data in a collection, you can quickly Add to Report: View a Chart in a Collection:Generate a chart from the collection's fields.Use the Options Menu:Click the ⋯ on the chart and choose Add to Report.Select or Create a Report:Decide which report to place the chart in, or create a new one. Kinabase's AI feature can assist you in generating relevant charts automatically. You might see suggestions like 'Show me total sales by month' or 'View  completed by user'. With one click, add these charts to your new or existing reports.",{"id":3336,"title":3337,"titles":3338,"content":3339,"level":504},"/support/reporting/creating-reports#_5-organising-customising-your-report","5. Organising & Customising Your Report",[781,3308],"Dragging & Dropping:Reorder widgets or resize them for a better layout.Rename or Delete Widgets:Click ⋯ on a widget and select Edit or Delete if you want to rename or remove it.Edit Report Details:At the top of the report, you can rename it, change its icon or alter permissions via ⋯ → Edit Dashboard if needed.",{"id":3341,"title":3342,"titles":3343,"content":3344,"level":504},"/support/reporting/creating-reports#why-create-reports","Why create reports?",[781,3308],"Charts and tables update automatically as records change.Keep all critical metrics in one place for quick reference.Set view/edit permissions so teams see only relevant data.Add or modify widgets as needs evolve — without needing to code.",{"id":3346,"title":1160,"titles":3347,"content":3348,"level":504},"/support/reporting/creating-reports#tips",[781,3308],"Name your reports clearly so your team knows their purpose (e.g., 'Quarterly Sales Dashboard').Let Kinabase's AI propose relevant charts based on your data.Create quick-add widgets to add new records quickly from your report.If you manage processes in Kinabase, reporting on  stages or automated tasks can reveal bottlenecks or highlight achievements. Reports can also be embedded in document templates. Charts from your reports render with live data each time a document is generated, keeping proposals, invoices, and board packs up to date automatically. Read our Document Templates guide to learn how to embed report charts in your documents. Creating reports in Kinabase turns raw data into actionable insights. Mixing charts, tables, and quick add widgets allows your team to stay focused on key metrics. If you have questions or want to explore advanced chart settings, check out our other guides or reach out to your System Admin.",{"id":786,"title":785,"titles":3350,"content":3351,"level":1038},[],"Learn how to create and customise charts to gain actionable insights from your data. Kinabase provides data visualisation options to help you understand your business better. With bar, line, pie, scatter & bubble , you can quickly spot trends, group information, and gain actionable insights for your business.\nInteractively dig into your data and filter your charts to analyse your operations and records.",{"id":3353,"title":3354,"titles":3355,"content":46,"level":499},"/support/reporting/creating-charts#_1-creating-basic-charts","1. Creating Basic Charts",[785],{"id":3357,"title":2648,"titles":3358,"content":3359,"level":504},"/support/reporting/creating-charts#_1-open-your-collection",[785,3354],"Navigate to the  whose data you want to visualise.",{"id":3361,"title":3362,"titles":3363,"content":3364,"level":504},"/support/reporting/creating-charts#_2-navigate-to-the-charts-side-panel","2. Navigate to the Charts Side-Panel",[785,3354],"In the collection’s top menu (or  dropdown), choose Charts.  (Look for the pie-chart icon).This will open the charts side-panel, where you can create, view & edit this collection's charts.Some AI-powered suggestions may appear, helping you generate charts with minimal setup.",{"id":3366,"title":3367,"titles":3368,"content":3369,"level":504},"/support/reporting/creating-charts#_3-create-a-new-chart","3. Create a New Chart",[785,3354],"Click + Add Chart in the top right of the charts side-panel to open the chart configuration.\nDuring configuration, you have a few choices: A) Utilise AI to help create your chart by simply typing into the text box to 'describe a chart, or ask a question about projects...' and explain what you want to visualise.B) Manually create your chart by picking from one of the chart types such as;  line, pie, bar, scatter or bubble.C) Pick a suggested chart from the list of generated options. You will need to configure the specifics of your chart if opting for the manual route.",{"id":3371,"title":3372,"titles":3373,"content":3374,"level":1416},"/support/reporting/creating-charts#configuring-chart-specifics","Configuring Chart Specifics",[785,3354,3367],"To manually configure (B) the specifics of your chart, or to edit parameters of AI generated charts (A&C), you may need to set the following parameters: Please Note: some variables below are specific to different types of charts and may not be relevant for your chart.Different types of charts require different types of fields, for example;a scatter chart requires the X & Y axes to be numeric,whereas a pie chart requires categorisation by a select field or similar discrete fields.Bubble charts require three numeric fields: one each for the X Axis, Y Axis, and Bubble Size. Chart Title: Give your chart an appropriate name.Chart Type: Choose between line, pie, bar, scatter or bubble.Additional : Optionally filter  by any of the fields in the collection.X/Y Axis & Grouping: Select the fields for your X & Y axes, and if needed define your grouping (such as 'by Month' for Date fields)Categorisation: Define the categorisation of your graph (this is equivalent to 'Series' in excel, and will colour the data points, or bars on your chart)Aggregation: This defines what your chart is plotting, such as; 'Count', 'Sum', 'Average', 'Min/Max', 'Cumulative Sum', 'Percentage' and more.Weighting: The field by which your pie-chart is weighted.Bubble Size: For bubble charts, select a numeric field to control the area of each bubble. This lets you visualise a third dimension alongside the X and Y axes.Category Limit: This defines how many records to show on your chart, such as; 'Top 5' or 'Bottom 5'. For large datasets, use aggregations to summarize values or category limiting options to keep your chart readable.",{"id":3376,"title":3377,"titles":3378,"content":3379,"level":504},"/support/reporting/creating-charts#multiple-collection-charts","Multiple Collection Charts",[785,3354],"To create charts that use multiple collections, the X-axis must share a record field or dimensions. Both fields must share the same type or base unit — for example, both must be time-based fields ('History' and 'Created at'), or both must be numeric length fields (such as mm, km, miles). Open any Dashboard and click Add Widget → Chart.Pick \"Multiple Collections\" as your data source.Give your chart a Title, and select the chart type.Set your cross-collection aggregation method (if appropriate): Sum, Average, Max, Min, Standard Deviation, or Cumulative Sum.Set your X & Y Axis Labels.Add your First Collection and define your chart by selecting fields for each axis, setting categorisation, aggregation, limits, chart type, and axis.To add your Second Collection, scroll back up and click the + button next to 'Collection 1'.Select your Second Collection and repeat step 6 to define the chart.Check your chart details and click Add. Your chart will appear on the dashboard immediately.",{"id":3381,"title":3382,"titles":3383,"content":3384,"level":504},"/support/reporting/creating-charts#_4-save-view","4. Save & View",[785,3354],"Once done, your chart appears in the Charts panel, updating automatically as data changes in your collection. Kinabase charts are interactive, hover over the bars or pie-segments to see specific field values and click them to filter your collection & charts. Please note: The current filter(s) or view in your collection will also filter your chart data. For additional actions click the three dots ⋯ next to your chart, from here you can: Edit your chart configurationPreview your chart fullscreen (right-click to save your chart as a .png)View data to see the underlying values in a formatted table, with an option to export to CSVAdd your chart to a report in your dashboardDuplicate your chartResize your chart",{"id":3386,"title":3387,"titles":3388,"content":3389,"level":499},"/support/reporting/creating-charts#_2-sorting-chart-data","2. Sorting Chart Data",[785],"Bar and pie charts include a Sort Order section in the chart setup panel that lets you control how data is ordered on the chart.",{"id":3391,"title":3392,"titles":3393,"content":3394,"level":504},"/support/reporting/creating-charts#setting-a-sort-order","Setting a Sort Order",[785,3387],"Open a bar or pie chart in edit mode.Scroll to the Sort Order section at the bottom of the chart setup panel and expand it.Choose a sort mode from the X Axis Sort dropdown (or Slice Sort for pie charts):\nDefault: standard orderingBy Value: sorts by the chart's measured valuesBy Field: sorts by a specific field in your collectionIf you selected By Field, choose the field from the Field dropdown. Only numeric fields (number, currency, rating, probability, duration, metric) and enumerable fields (selections, workflow stages, types) are available.Pick a direction from the Direction dropdown: Ascending or Descending.",{"id":3396,"title":3397,"titles":3398,"content":3399,"level":504},"/support/reporting/creating-charts#sorting-grouped-bar-charts","Sorting Grouped Bar Charts",[785,3387],"For grouped bar charts with a categorisation field, a Category Sort row also appears. Use this to control the ordering of categories within each group, with the same sort mode and direction options.",{"id":3401,"title":3402,"titles":3403,"content":3404,"level":499},"/support/reporting/creating-charts#_3-highlighting-target-ranges-with-y-axis-bands","3. Highlighting Target Ranges with Y-Axis Bands",[785],"Line and scatter charts can include coloured background bands on the y-axis to mark target ranges, warning zones, and thresholds. Bands render behind your data points and carry through to chart exports and PDF reports.",{"id":3406,"title":3407,"titles":3408,"content":3409,"level":504},"/support/reporting/creating-charts#adding-a-band","Adding a Band",[785,3402],"Open a line or scatter chart in edit mode.Expand the Y-Axis Bands section near the bottom of the chart setup panel.Click Add Band, then set:\nColour: pick a semantic colour (for example, red for danger, amber for warning, green for healthy).Label: a short description that appears alongside the band in the chart legend.From and To: the numeric bounds of the band, entered in the axis display unit. Leave either bound blank for an open-ended band that stretches to the axis edge.Repeat for each range you want to show, then save the chart. A band needs at least one bound, and the From value must be below the To value.",{"id":3411,"title":1160,"titles":3412,"content":3413,"level":504},"/support/reporting/creating-charts#tips",[785,3402],"Think carefully about how best to display your data when choosing your chart type and configuration.In the chart panel, use the ⋯ menu to resize or reorder your charts.From the ⋯ menu of any chart, you can also Add to Report to display it in a custom  for real-time monitoring.Not sure which chart you need? Let Kinabase's AI propose relevant graphs based on your data fields or a short description of what you want to see.Right-click the chart area to 'Save as image' to download a PNG. Perfect for presentations or emailing quick snapshots to your team.",{"id":3415,"title":3416,"titles":3417,"content":3418,"level":499},"/support/reporting/creating-charts#embedding-charts-in-document-templates","Embedding Charts in Document Templates",[785],"You can also embed your charts directly into . When a document is generated, each chart pulls live data and renders automatically, so your documents always reflect the latest figures. Read our Document Templates guide for step-by-step instructions on embedding charts in your documents. Creating custom charts in Kinabase enables you to rapidly gain insight into your operations without needing to build spreadsheets. Interact with your data intuitively to quickly filter or group your data, add your chart to the reporting dashboard, or embed it in a document template. For deeper customisations or troubleshooting, check our Help & Support or contact your System Admin for assistance.",{"id":450,"title":451,"titles":3420,"content":3421,"level":1038},[],"Learn how to create and customise record reports to gain actionable insights from your data. Kinabase provides data visualisation options for individual records to help you understand changes over time. If your record information changes over time, whether these are stock quantities, component costs or consultancy-rates. Utilise historic bar & line  so you can quickly spot trends and gain actionable insights for your business.",{"id":3423,"title":3424,"titles":3425,"content":46,"level":499},"/support/reporting/record-reports#creating-record-reports","Creating Record Reports",[451],{"id":3427,"title":2648,"titles":3428,"content":3359,"level":504},"/support/reporting/record-reports#_1-open-your-collection",[451,3424],{"id":3430,"title":3431,"titles":3432,"content":3433,"level":504},"/support/reporting/record-reports#_2-navigate-to-the-record-reports-configuration","2. Navigate to the Record Reports configuration",[451,3424],"In the collection’s top menu use the three dots ⋯ to open collection configuration.Select Reports under the 'Display' heading.",{"id":3435,"title":3436,"titles":3437,"content":3438,"level":504},"/support/reporting/record-reports#_3-create-a-new-record-report","3. Create a New Record Report",[451,3424],"Click + Add reportGive your Report a name and set your permissions.",{"id":3440,"title":3441,"titles":3442,"content":3443,"level":504},"/support/reporting/record-reports#_4-create-a-new-chart-widget","4. Create a New Chart Widget",[451,3424],"Click 'Add a Widget' to define your chart(s).Give your Chart widget a name: make this sensible so there is no ambiguity.Choose your chart type: from Line charts or Bar charts.Now you need to configure the specifics of this chart.  (see below)Click Add: Once you are satisfied with your chart widget. Manually configure the specifics of your chart, by setting the following parameters:Filters: Set filters based on your record fields - this will narrow the data veubg plotted.X Axis: This is the time dimension of your chart - select a date field from your collection, or choose History for realtime.\nIf History is selected; you must define your grouping - choose from Year, Quarter, Month, Day, Hour, Minute or Second.For Line charts - use the 'Default missing values to zero' if you want to show gaps in data as zero values. This is useful for highlighting when changes have occured.Y Axes: This is the value dimension of your chart - select numeric field(s) from your collection.\nPlease note: You can plot multiple fields on the same chart.Use the 'Default missing values to zero' if you want to show gaps in data as zero values. This is useful for highlighting when changes have occured. Leave blank if the value should remain consistent (e.g. for stock levels)Categorisation: Optionally define a categorisation of your graph based on your collection fields.Click Add: Once you are satisfied with your chart widget. You can add multiple chart widgets to the same report. Repeat step 4 above to create more charts.",{"id":3445,"title":2613,"titles":3446,"content":3447,"level":504},"/support/reporting/record-reports#_5-save",[451,3424],"Click Save: once you have added all of your chart widgets You can create more than one report if desired. Repeat steps 3-5 above to create more reports.",{"id":3449,"title":3450,"titles":3451,"content":3452,"level":499},"/support/reporting/record-reports#viewing-record-reports","Viewing Record Reports",[451],"To view your Record Report Navigate back to your collection & click on a record.In the record panel - you will now have a new 'Reports' tab next to Activities & Tasks (if these are switched on for your collection.)Click on 'Reports' here and you will see your record report with the charts you just configured. If you have created more than one record report, use the dropdown to choose which record report you would like to view. Your Chart will update automatically as data changes in your collection.\nKinabase charts are interactive, hover over the data points to see specific values. Creating record reports in Kinabase enables you to rapidly gain insight into how your records & operations change over time. For deeper customisations or troubleshooting, reach out to our Help & Support or contact your System Admin for assistance.",{"id":792,"title":791,"titles":3454,"content":3455,"level":1038},[],"Learn how to use Event Logs in Kinabase to track system activity, ensure compliance and maintain security. Event Logs provide a complete, time-stamped history of key actions in your Kinabase workspace - such as user sign-ins,  changes, or the creation and deletion of . Kinabase makes it easy for admins and auditors to review system  and ensure compliance with internal standards and external regulations.",{"id":3457,"title":3458,"titles":3459,"content":3460,"level":499},"/support/reporting/event-logs#using-event-logs","Using Event Logs",[791],"Perfect for industries requiring traceability (e.g., ISO 9001). Event logs record who made changes and when.Track user sign-ins and sign-outs, plus changes to  or fields.Quickly identify the source of unexpected data alterations or deleted records.Provides a clear record of major system events for managers or stakeholders.",{"id":3462,"title":3463,"titles":3464,"content":3465,"level":499},"/support/reporting/event-logs#accessing-the-event-log","Accessing the Event Log",[791],"Open SettingsClick your name or the settings cog at the bottom-left corner in Kinabase's main interface.Go to 'System'In the Settings menu, find the System section.Select 'Event Log'This opens the chronological  of significant events in your workspace. Only System Admins or users with the right  can see the Event Log.",{"id":3467,"title":3468,"titles":3469,"content":3470,"level":499},"/support/reporting/event-logs#understanding-the-event-log-timeline","Understanding the Event Log Timeline",[791],"Events are listed in reverse chronological order (most recent first) with exact date and time. Descriptions like 'User Successful Sign In', 'Collection Field Updated', or 'Record Deleted'. gives a broad picture of deadlines, events, or busy periods. Identifies which collection or field was changed, if applicable. For example:  “USER SUCCESSFUL SIGN IN” might list the user’s name, IP address, and browser agent.  “COLLECTION FIELD ADDED” could detail which collection was modified and by whom.",{"id":3472,"title":3473,"titles":3474,"content":3475,"level":499},"/support/reporting/event-logs#common-uses","Common Uses",[791],"Security AuditsConfirm only authorised personnel accessed the system, or see if there were suspicious sign-ins.Change TrackingIdentify who altered a field or record, plus the old and new values if recorded.ComplianceProvide regulators or auditors with a fully documented timeline of changes across your workspace. Restrict event log access to only those who need it, ensuring system-wide security.For day-to-day operational tracking, Activities provide a timeline within each record, while the Event Log offers a higher-level, system-wide view.Check the event log periodically (e.g., weekly or monthly) for anomalies. Utilising the Event Logs gives you a powerful audit trail that underpins security, accountability, and regulatory compliance. If you need additional logging features or advanced filtering, contact your System Admin or visit our Help & Support for more information.",{"id":796,"title":795,"titles":3477,"content":3478,"level":1038},[],"Learn how to use Kinabase's data visualisation tools including interactive maps, bubble charts, word clouds and record roulette to gain insights from your data. Kinabase provides powerful data visualisation tools that help you explore and understand your data in new ways. These tools are accessed from the View dropdown in any collection and include: Map – Plot records with location data on an interactive world map Bubble Chart – Visualise records grouped by categories with bubble sizing Word Cloud – Display text and categories as a visual word cloud Mind Map - Visualise record relationships in an interactive mind map Record Roulette – Randomly select records with a fun spinning wheel Some tools (Word Cloud and Record Roulette) are disabled by default. To enable them:Open your collection and navigate to Settings (cog icon)Find the Data Visualisation Tools sectionToggle on the tools you want to enablePlease note: if a tool shows as 'Unavailable', it means your collection does not meet the requirements for that tool. Hover over to find out why.",{"id":3480,"title":3481,"titles":3482,"content":3483,"level":499},"/support/reporting/data-visualisation-tools#_1-map-view","1. Map View",[795],"The Map view plots your records with location data on an interactive world map, ideal for seeing where your data is geographically distributed.",{"id":3485,"title":3486,"titles":3487,"content":3488,"level":504},"/support/reporting/data-visualisation-tools#prerequisites","Prerequisites",[795,3481],"Your collection must have at least one Location .",{"id":3490,"title":3491,"titles":3492,"content":3493,"level":504},"/support/reporting/data-visualisation-tools#using-map-view","Using Map View",[795,3481],"Open Map ViewIn the View dropdown, select Map  (This will only appear if your collection has a location field).Interact with the MapEach record with valid location data is pinned on the mapHover over pins to see record details (primary field and location)Click a pin to open the full recordZoom ControlsUse the magnifying glass menu in the toolbar to:Zoom in or Zoom out manuallyZoom to fit all your pins in viewSelect Location FieldIf your collection has multiple location fields, use the dropdown in the toolbar to switch between them. Map view is perfect for:Visualising customer or contact locationsSeeing geographic distribution of projects or assetsIdentifying regional patterns in your dataPlanning routes or territory coverage",{"id":3495,"title":3496,"titles":3497,"content":3498,"level":499},"/support/reporting/data-visualisation-tools#_2-bubble-chart","2. Bubble Chart",[795],"Bubble charts provide an at-a-glance, multi-dimensional view of your data. Each bubble represents a record or group of records, with size and grouping controlled by your chosen fields.",{"id":3500,"title":3486,"titles":3501,"content":3502,"level":504},"/support/reporting/data-visualisation-tools#prerequisites-1",[795,3496],"Your collection needs either: Categorical fields (Stage, Option, Boolean, or Record fields) for grouping, orNumeric fields for sizing bubbles",{"id":3504,"title":3505,"titles":3506,"content":3507,"level":504},"/support/reporting/data-visualisation-tools#using-bubble-chart","Using Bubble Chart",[795,3496],"Open Bubble ChartIn the View dropdown, choose Bubble Chart .\nKinabase instantly generates a bubble visualisation of your data.Configure OptionsUse the toolbar controls to adjust:Group: Select a field to cluster bubbles together (e.g., 'Type', 'Stage', 'Assignee'). Choose 'Off' to show all records in a single group.Colour: Pick a categorical field to colour-code your bubbles.Size: Select a numeric field to determine bubble size (e.g., 'Budget', 'Revenue', 'Count').Interact with BubblesHover over any bubble to see record details including the primary field, secondary field, and values for your selected Group, Colour and Size fields.Click a bubble to open the full record.Download Your ChartUse the download menu in the toolbar to export your bubble chart as:SVG – Vector format, ideal for resizingPNG – Image format, perfect for presentations Bubble charts are great for:Spotting outliers or big differences at a glanceSeeing both quantity (bubble size) and category (grouping) simultaneouslyIdentifying patterns across multiple dimensions of your dataQuick visual comparisons without creating formal reports",{"id":3509,"title":3510,"titles":3511,"content":3512,"level":499},"/support/reporting/data-visualisation-tools#_3-word-cloud","3. Word Cloud",[795],"Word Cloud visualises text data and categories as an interactive cloud of words, where the size of each word reflects its frequency or count.",{"id":3514,"title":3486,"titles":3515,"content":3516,"level":504},"/support/reporting/data-visualisation-tools#prerequisites-2",[795,3510],"Your collection needs at least one of these field types: Text fields (Short Text, Long Text)Option or Multi-Option fieldsRecord or Multi-Record fields (uses linked record labels)Computed text or option fields",{"id":3518,"title":3519,"titles":3520,"content":3521,"level":504},"/support/reporting/data-visualisation-tools#enabling-word-cloud","Enabling Word Cloud",[795,3510],"Word Cloud is disabled by default. To enable it: Open your collection and go to SettingsFind Data Visualisation ToolsToggle on Word Cloud Optionally click the cog icon to configure default settings",{"id":3523,"title":3524,"titles":3525,"content":3526,"level":504},"/support/reporting/data-visualisation-tools#using-word-cloud","Using Word Cloud",[795,3510],"Open Word CloudIn the View dropdown in the top right of your collection, choose Word Cloud Select a FieldUse the settings menu  in the toolbar to choose which field to visualise:For text fields: Individual words are extracted and counted (common words like 'the', 'and', etc. are automatically filtered out)For option/record fields: Each option or linked record label becomes a word, sized by how often it appearsCustomise AppearanceAdjust the look of your word cloud via the settings menu:Rotation: Choose how words are orientedNo rotation – All words horizontalVertical (90°) – Some words displayed verticallyMixed – Combination of horizontal and verticalAngled – Words at various anglesFont: Pick a font styleSystem (Sans-serif), Serif, Monospace, or ImpactLayout: Choose the placement algorithmSpiral – Words spiral outward from the centreRectangular – Words fill a rectangular spaceColours: Select a colour schemeRainbow, Cool (Blues & Greens), Warm (Reds & Oranges), or MonochromeInteract with WordsHover over any word to see its countClick a word to filter or interact with related records",{"id":3528,"title":3529,"titles":3530,"content":3531,"level":504},"/support/reporting/data-visualisation-tools#word-cloud-settings","Word Cloud Settings",[795,3510],"When configuring Word Cloud in collection settings, you can set: Maximum Words (10-500): Limit how many words appearDefault values for rotation, font, layout and colour scheme Word clouds are useful for:Quickly spotting the most common values in text or option fieldsVisualising customer feedback themes or categoriesIdentifying frequently used tags or labelsCreating engaging visual summaries of your data",{"id":3533,"title":3534,"titles":3535,"content":3536,"level":499},"/support/reporting/data-visualisation-tools#_4-mind-map","4. Mind Map",[795],"Mind Map visualises record relationships in an interactive mind map.",{"id":3538,"title":3486,"titles":3539,"content":3540,"level":504},"/support/reporting/data-visualisation-tools#prerequisites-3",[795,3534],"Your collection needs at least one self-referencing record field. For example if your collection is called 'Components' and it has a record field also called 'Components' that links to other records in the same collection, these can be used for hierarchical relationships in the mind map.",{"id":3542,"title":3543,"titles":3544,"content":3545,"level":504},"/support/reporting/data-visualisation-tools#enabling-mind-map","Enabling Mind Map",[795,3534],"Mind Map is disabled by default. To enable it: Open your collection and go to SettingsFind Data Visualisation ToolsToggle on Mind Map Remember: Your collection needs at least one self-referencing record field.",{"id":3547,"title":3548,"titles":3549,"content":3550,"level":504},"/support/reporting/data-visualisation-tools#using-the-mind-map","Using the Mind Map",[795,3534],"Open Mind MapOn your collection, at the top of the screen you should now see a Mind-Map icon .\nClick this to open your Mind Map Interact with the Mind MapClick on any node to open the recordUse the + & - buttons to zoom in and outDrag the surface to pan aroundClick the 'Fit to screen' button to automatically adjust the zoom and position to fit all nodes in viewExport Your Mind MapUse the download menu in the toolbar to export your mind map as:SVG – Vector format, ideal for resizingPNG – Image format, perfect for presentations Mind Map is perfect for:Visualising hierarchical relationships between recordsExploring parent-child relationships in dataUnderstanding complex structures at a glanceNavigating large datasets with interconnected records",{"id":3552,"title":3553,"titles":3554,"content":3555,"level":499},"/support/reporting/data-visualisation-tools#_5-record-roulette","5. Record Roulette",[795],"Record Roulette adds a fun, gamified way to randomly select records from your collection with an animated spinning wheel.",{"id":3557,"title":3558,"titles":3559,"content":3560,"level":504},"/support/reporting/data-visualisation-tools#enabling-record-roulette","Enabling Record Roulette",[795,3553],"Record Roulette is disabled by default. To enable it: Open your collection and go to SettingsFind Data Visualisation ToolsToggle on Record RouletteClick the cog icon to configure your roulette settings",{"id":3562,"title":3563,"titles":3564,"content":3565,"level":504},"/support/reporting/data-visualisation-tools#configuring-record-roulette","Configuring Record Roulette",[795,3553],"In the settings, you can customise:",{"id":3567,"title":3568,"titles":3569,"content":3570,"level":1416},"/support/reporting/data-visualisation-tools#basic-settings","Basic Settings",[795,3553,3563],"Number of records to pick (1-10): How many records are selected with each spin",{"id":3572,"title":3573,"titles":3574,"content":3575,"level":1416},"/support/reporting/data-visualisation-tools#display-customisation","Display Customisation",[795,3553,3563],"Title: Custom heading displayed at the top (default: \"Record Roulette\")Tagline: Short description shown below the title (default: \"Pick a random record with a spin!\")",{"id":3577,"title":3578,"titles":3579,"content":3580,"level":1416},"/support/reporting/data-visualisation-tools#feature-cards","Feature Cards",[795,3553,3563],"Add up to 3 feature cards that appear below the spin button. Each card has: An iconA title (max 30 characters)A description (max 100 characters) These are perfect for explaining rules, or highlighting information to users before they spin.",{"id":3582,"title":3583,"titles":3584,"content":3585,"level":504},"/support/reporting/data-visualisation-tools#using-record-roulette","Using Record Roulette",[795,3553],"Open Record RouletteIn the View dropdown, choose Record Roulette.Spin the WheelClick the large SPIN button to start the animated wheel. After a few seconds, your randomly selected record(s) will be revealed with a celebratory animation.Spin AgainUse the Spin again button in the toolbar to pick new random records. Record Roulette is perfect for:Randomly assigning tasks or leads to team membersRandomly picking a record for auditingAdding an element of fun to data selectionTeam-building activities and gamesSelecting winners from a list of participantsRunning competitions or prize draws",{"id":3587,"title":3588,"titles":3589,"content":3590,"level":499},"/support/reporting/data-visualisation-tools#availability-by-collection","Availability by Collection",[795],"Not all tools are available for every collection. Availability depends on your field types: IconToolRequirementMapAt least one Location fieldBubble ChartCategorical fields (Stage, Option, Boolean, Record)  or Numeric fieldsWord CloudText, Option, Multi-Option, Record, or Multi-Record fieldsRecord RouletteAlways available (must be enabled in settings) If a tool is unavailable for your collection, it will show as 'Unavailable' in the Data Visualisation Tools settings with an explanation of what's required. Read our Reporting and Creating Charts guides for more ways to visualise your data. Using Kinabase's data visualisation tools helps you explore your data in interactive, visual ways – whether you're plotting locations on a map, identifying patterns in bubble charts, spotting common themes in word clouds, or adding some fun with record roulette. For more help or to report issues, contact your System Admin or visit our Help & Support section.",{"id":527,"title":5,"titles":3592,"content":3593,"level":1038},[],"Learn how to enable Telemetry on a Collection, curate which Fields are tracked, and explore the Telemetry tab on every Record. Telemetry automatically records how your  values change over time and plots them as interactive  on a dedicated tab inside every record. Unlike ad-hoc reports, Telemetry keeps history for eligible  in the background, so trends, anomalies, and transitions are always one click away - no dashboard building required. Numeric, currency, duration, and aggregation fields can be visualised as line or bar charts; stage and select fields are visualised with default charts that suit their data. Hovering over any chart highlights the same point in time across every other chart on the record. History is kept at full detail for recent events and rolled up into minute, hour, and day summaries for older ranges. Choose the chart type, line style, icon, colour, and y-axis bounds each field uses by default.",{"id":3595,"title":84,"titles":3596,"content":87,"level":499},"/support/reporting/telemetry#enabling-telemetry-on-a-collection",[5],{"id":3598,"title":92,"titles":3599,"content":3600,"level":504},"/support/reporting/telemetry#_1-open-collection-configuration",[5,84],"Navigate to the collection you want to track.In the collection's top menu, use the three dots ⋯ to open configuration.Select Telemetry from the sidebar.",{"id":3602,"title":117,"titles":3603,"content":3604,"level":504},"/support/reporting/telemetry#_2-enable-telemetry",[5,84],"Toggle Enable telemetry for this collection on.Pick a backfill window in the dialog that appears:\nStart tracking from now - begin with today's values; older history is not imported.Last 30 days, Last 90 days, or Last year - replay activity from that point forward.All available history - import every change Kinabase has on file.Click Start tracking to confirm. A banner at the top of the Telemetry configuration page keeps you updated while history imports in the background. You can keep working while it runs.",{"id":3606,"title":174,"titles":3607,"content":3608,"level":504},"/support/reporting/telemetry#_3-curate-the-telemetry-tab-layout",[5,84],"Once telemetry is enabled, a Telemetry charts section appears with a list of every eligible field. Drag the handle to reorder fields.Use the Hide option on each row to toggle visibility — hidden fields are still tracked but don't appear on the record's Telemetry tab.For numeric-style fields, expand the row to set defaults:\nDisplay - Average, Minimum, Maximum, or Min / max / avg.Chart type - Line or Bar.Line style - Smooth or Stepped (disabled for bar charts).Icon & colour - pick a default for this field's chart card.Y-axis minimum / maximum - leave blank to auto-scale, or pin one or both bounds.Click Save layout when you are finished. Everyone viewing records in this collection will see the same layout. Only fields eligible for telemetry appear here. Numeric, currency, duration, computed, aggregation, option, stage, and status fields are supported. Task and activity aggregations and Multi-record link lookups are trackable but not replayable from history.",{"id":3610,"title":248,"titles":3611,"content":3612,"level":499},"/support/reporting/telemetry#data-retention",[5],"Kinabase retains telemetry data at varying levels of detail, based on the age of the data. Under the Data retention panel on the Telemetry configuration page you'll see how long each level is kept: Individual events - the raw value at the exact moment it changed.Minute-by-minute detail - per-minute summaries.Hour-by-hour summaries - per-hour summaries for older data.Day-by-day summaries - the longest-lived tier, suitable for multi-year trends.",{"id":3614,"title":290,"titles":3615,"content":3616,"level":499},"/support/reporting/telemetry#using-the-telemetry-tab-on-a-record",[5],"Once telemetry is enabled and history has imported, every record in the collection shows a new Telemetry tab.",{"id":3618,"title":300,"titles":3619,"content":3620,"level":504},"/support/reporting/telemetry#_1-open-the-tab",[5,290],"Open any record in the collection.Select the Telemetry tab.",{"id":3622,"title":314,"titles":3623,"content":3624,"level":504},"/support/reporting/telemetry#_2-choose-a-time-range",[5,290],"Use the toolbar at the top of the tab to change the window: Presets - jump to the last 1h, 8h, 24h, 7d, 30d, or 90d.Back / Forward arrows - step backwards or forwards by one window.Now - snap the window back to the current time.Period picker - click the date range in the header to pick a custom start and end. As you move around, every chart updates together so the pointer always lines up.",{"id":3626,"title":369,"titles":3627,"content":3628,"level":504},"/support/reporting/telemetry#_3-explore-a-chart",[5,290],"Hover over a chart to see the exact value at that point in time.Use the chart's icon and colour in the top-left to identify which field it represents. If a chart is empty, widen the time window - the field may not have changed during the selected range, or tracking for that field may have only started recently.",{"id":3630,"title":388,"titles":3631,"content":3632,"level":499},"/support/reporting/telemetry#rebuilding-a-fields-history",[5],"If a field's history needs refreshing, for example, after a migration or a large data cleanup, admins can replay it from the activity log. Open the collection's configuration and go to Fields.Right-click the field whose history you want to rebuild.Choose Rebuild telemetry.Pick a window (Last 30 days, Last 90 days, Last year, or All available history) and confirm. Kinabase rebuilds the field's telemetry in the background. A notification appears once it's finished. Rebuild telemetry is only available when a field's history can be replayed from activity logs. Task and activity aggregations and Multi-record link lookups can be tracked going forward but can't be rebuilt retrospectively.",{"id":3634,"title":428,"titles":3635,"content":3636,"level":499},"/support/reporting/telemetry#pausing-or-disabling-telemetry",[5],"Turning off the Enable telemetry for this collection toggle stops new changes from being tracked. Existing history remains viewable, but retention cleanup keeps running, so older data can still be removed. Re-enabling telemetry later brings any history still within the retention window back into view.",{"id":3638,"title":443,"titles":3639,"content":3640,"level":499},"/support/reporting/telemetry#telemetry-vs-record-reports",[5],"Telemetry and Record Reports both visualise how a record changes over time, but they serve different needs: Telemetry is automatic, per-record, and always on once enabled. Use it for real-time trend spotting and investigation across every tracked field.Record Reports are hand-built charts tied to record fields, giving you tight control over filters, categorisation, and grouping. Use them when you need bespoke visualisations for a specific collection. Read our Reporting guides to compare the two and decide which fits your workflow.",{"id":3642,"title":480,"titles":3643,"content":3644,"level":499},"/support/reporting/telemetry#permissions",[5],"Only users with permission to configure a collection can enable telemetry, curate the Telemetry tab layout, or rebuild a field's history. Anyone with permission to view records in the collection can see the Telemetry tab on those records. If a permission issue prevents the tab from appearing, contact your System Admin. Telemetry turns the everyday activity on your records into something you can see at a glance. Enable it on a collection, curate the fields that matter, and start watching your data tell its own story. For deeper customisations or troubleshooting, reach out to our Help & Support team or contact your System Admin.",{"id":801,"title":805,"titles":3646,"content":3647,"level":1038},[],"Learn how to add and manage files in Kinabase, including using SharePoint for larger files. Adding and organising files in Kinabase helps ensure your data, documents and media remain easily accessible to the right people.",{"id":3649,"title":3650,"titles":3651,"content":3652,"level":499},"/support/files-and-docs#_1-choosing-your-file-storage","1. Choosing Your File Storage",[805],"Built-In (Kinabase) StorageBy default, Kinabase lets you store files (up to 5 MB each) directly in the system.Perfect for smaller or moderate amounts of data where you don’t need advanced co-editing or large capacity.SharePoint IntegrationFor larger files or robust collaboration, integrate your Microsoft 365 tenant.This links each ’s Files tab to a corresponding SharePoint folder.See our SharePoint guide for details on enabling and configuring SharePoint storage. You can switch to SharePoint at any time by going to Settings → .",{"id":3654,"title":3655,"titles":3656,"content":3657,"level":499},"/support/files-and-docs#_2-enabling-the-files-tab-for-a-collection","2. Enabling the Files Tab for a Collection",[805],"Please note: This requires SharePoint to be setup. Please see our SharePoint guide for details on enabling and configuring SharePoint storage. Open  configurationIn the sidebar, right-click a collection (or open the collection and use the three dots ⋯) and select Configure.Under the Features Heading → select FilesClick on Files underneath the Features headingToggle Enable Files on.This ensures each record in this collection has a 'Files' tab for uploading and reviewing files.Check Go to Permissions and verify which  can  or modify files.If a user lacks read access to 'files,' the Files tab is hidden; if they lack write access, they can see files but not upload or delete them. For multi-file or single-file , see below to add them as part of the record form.",{"id":3659,"title":3660,"titles":3661,"content":3662,"level":499},"/support/files-and-docs#_3-adding-file-fields","3. Adding File Fields",[805],"While the Files tab is a quick catch-all for attachments, you can also include specific file fields in your record forms: In the Collection ConfigurationUnder Fields, click + Add Field.Choose a Field TypeFile: A single file upload (like one PDF or one image).Files: Multiple file uploads (e.g., multiple attachments for an invoice record).Save & UseWhen creating or editing a record, users can upload files directly into this field.These files also appear in the main Files tab if it’s enabled. Combine with field Validation to require certain attachments - e.g., forcing users to upload a receipt image for an expense record.",{"id":3664,"title":3665,"titles":3666,"content":46,"level":499},"/support/files-and-docs#_4-uploading-organising-files","4. Uploading & Organising Files",[805],{"id":3668,"title":3669,"titles":3670,"content":3671,"level":504},"/support/files-and-docs#_41-drag-and-drop","4.1 Drag-and-Drop",[805,3665],"Open a RecordSelect the record in your collection where you want to store files.Go to 'Files'Either in the Files tab or in a file field, drag your file directly from your desktop.Progress SpinnerKinabase shows a short upload spinner. If using SharePoint, the file syncs automatically to the corresponding folder.",{"id":3673,"title":3674,"titles":3675,"content":3676,"level":504},"/support/files-and-docs#_42-via-file-explorer","4.2 Via File Explorer",[805,3665],"Click 'Add File'In the Files tab or file field, click Add File.Select FileBrowse your computer, pick the file, and confirm.",{"id":3678,"title":3679,"titles":3680,"content":3681,"level":504},"/support/files-and-docs#_43-creating-office-documents","4.3 Creating Office Documents",[805,3665],"If using SharePoint: In the Files tab, you may see an option to create a new Word, Excel, or PowerPoint document.Open & Edit: The new file is instantly added to the record’s folder; open it in your browser or desktop app for advanced edits.",{"id":3683,"title":3684,"titles":3685,"content":3686,"level":499},"/support/files-and-docs#_5-managing-existing-files","5. Managing Existing Files",[805],"Menu or Right-ClickIn the Files tab, each file has an '⋯' or right-click option with a dropdown of actions:\nOpen in browser or desktop app (if SharePoint is enabled).Rename (not possible if currently opened in SharePoint).Delete: Moves the file to your provider’s Deleted folder (irreversible from Kinabase).Download: Saves a copy locally.Double-ClickQuickly view or open the file in a web preview, depending on file type and storage provider. If a user deletes a record, associated files move to a 'Deleted' folder if you’re on SharePoint. For built-in storage, they’re irretrievably removed.",{"id":3688,"title":3689,"titles":3690,"content":3691,"level":499},"/support/files-and-docs#_6-structuring-finding-files","6. Structuring & Finding Files",[805],"File NestingIn built-in storage, files are linked to a single record.With SharePoint, each collection has its own folder, and each record has subfolders inside.Naming ConventionsEncourage your team to rename files with informative titles (e.g., 'Proposal - ClientName - 2025.docx').SearchUse Kinabase’s main search bar or advanced search features to find a record by name or details. Then open the Files tab to see all attachments.",{"id":3693,"title":3694,"titles":3695,"content":3696,"level":499},"/support/files-and-docs#real-world-use-cases","Real-World Use Cases",[805],"Using Kinabase's files feature is very userful for managing files such as; Enable multi-file fields to attach multiple supporting documents.Enable multi-file fields to attach multiple supporting documents.Snap machine images from mobile, drag them into the 'Files' tab, and sync them to SharePoint for easy reference.",{"id":3698,"title":3699,"titles":3700,"content":3701,"level":499},"/support/files-and-docs#troubleshooting-tips","Troubleshooting Tips",[805],"Setting up files should be straightfoward, but here are some tips from the experts; Built-in storage defaults to ~5 MB limit per file.  SharePoint often allows larger files.If you see an error when renaming a SharePoint-hosted file, ensure it’s not currently open in the Office desktop app.If you can’t see or upload files, confirm your role’s 'Files' permission in the collection’s permissions editor.In SharePoint, you can sync a library locally for offline editing.  Kinabase mirrors changes once you’re back online. Kinabase keeps your records and documents in one place - secure, consistent, and easy to manage. When used effectively, you can unify your entire file workflow within Kinabase, from uploading and validating to advanced co-editing and versioning. If you need more guidance, contact your System Admin or our Support Team.",{"id":808,"title":807,"titles":3703,"content":3704,"level":1038},[],"Learn how to enable SharePoint for file storage and manage files in Kinabase. This guide shows you how to enable SharePoint for , store and open files in desktop Office applications, and understand how Kinabase manages your files. To use SharePoint with Kinabase, you must first connect your organisation to Microsoft 365. See our Connecting to Microsoft 365 guide.",{"id":3706,"title":3707,"titles":3708,"content":3709,"level":499},"/support/files-and-docs/sharepoint#how-sharepoint-integration-works","How SharePoint integration works",[807],"When you enable SharePoint as your file storage provider: Kinabase automatically creates a folder for each collection in your SharePoint document library. When you upload files to a record, a folder for that record is created within the collection folder. You can upload files from either Kinabase or SharePoint. Files uploaded in SharePoint appear in Kinabase, and files uploaded in Kinabase appear in SharePoint. Files are stored directly in your SharePoint document library. Kinabase does not duplicate files - it references them from SharePoint.",{"id":3711,"title":3712,"titles":3713,"content":46,"level":499},"/support/files-and-docs/sharepoint#_1-enabling-sharepoint-for-file-storage","1. Enabling SharePoint for File Storage",[807],{"id":3715,"title":3486,"titles":3716,"content":3717,"level":504},"/support/files-and-docs/sharepoint#prerequisites",[807,3712],"Before enabling SharePoint: Your Kinabase organisation must be connected to Microsoft 365 via Settings → Organisation → Identity & Provisioning.Kinabase must have permissions to access SharePoint. If permissions are missing, your Microsoft 365 administrator will need to grant additional consent.",{"id":3719,"title":3720,"titles":3721,"content":3722,"level":504},"/support/files-and-docs/sharepoint#steps-to-enable-sharepoint","Steps to enable SharePoint",[807,3712],"Go to Settings → Organisation → File Storage.Under Storage Provider, select SharePoint from the dropdown (replacing Kinabase (built-in)).If you see a message that Kinabase does not have permissions to access SharePoint, click Continue to grant the required permissions via Microsoft.Once permissions are granted, select the SharePoint document library you want to use.Click Update to save your settings. We recommend using an empty or dedicated SharePoint document library. Kinabase will manage the folder structure within this library, creating folders for collections and records.",{"id":3724,"title":3725,"titles":3726,"content":3727,"level":499},"/support/files-and-docs/sharepoint#_2-configuring-a-collection-for-files","2. Configuring a Collection for Files",[807],"Even with SharePoint enabled, each collection must be configured to show the Files tab: Right-click the collection name in the sidebar, or click the ⋯ menu and select Configure.Under the Features heading, select Files.Toggle Enable Files to on.Click Save. Each record in this collection will now have a Files tab where users can upload and view files.",{"id":3729,"title":3730,"titles":3731,"content":3732,"level":499},"/support/files-and-docs/sharepoint#_3-adding-managing-files","3. Adding & Managing Files",[807],"Open a record in your collection.Click the Files tab (if files are enabled for this collection).Drag and drop files onto the tab, or click Add file to upload from your computer. Files are automatically stored in the corresponding SharePoint folder. The folder structure is: [Document Library]\n└── [Collection Name]\n    └── [Record Name or ID]\n        └── your-file.docx You can create new Word, Excel, or PowerPoint documents directly from Kinabase. Click the New button in the Files tab and select the document type. These are instantly created in SharePoint.",{"id":3734,"title":3735,"titles":3736,"content":3737,"level":499},"/support/files-and-docs/sharepoint#_4-opening-files-in-desktop-apps","4. Opening Files in Desktop Apps",[807],"You can open files in the browser by selecting Open in browser from the ⋯ menu, which uses the web versions of Office applications. With SharePoint enabled, you can open Office documents directly in desktop applications: In the Files tab of a record, find the file you want to open.Click the ⋯ menu next to the file, or right-click on the file.Select Open → Open in desktop app.\n(You can also choose Open in browser to use the web versions of Office apps, but desktop apps preserve full functionality.)The file opens in Word, Excel, or PowerPoint on your computer.Make your changes and save as usual. Changes are automatically synced to SharePoint, and will be reflected in Kinabase. Desktop Office applications offer more advanced features (such as macros, complex formatting, and specialised tools) than the web versions. Opening files in desktop apps preserves all functionality. Sometimes you just want to open the SharePoint folder: You can also click to \"Show in enclosing folder\" which will open the SharePoint folder in your browser, so you can manage files directly.",{"id":3739,"title":3740,"titles":3741,"content":3742,"level":499},"/support/files-and-docs/sharepoint#_5-file-management-features","5. File Management Features",[807],"Uploading or modifying a file in Kinabase updates SharePoint, and changes made in SharePoint appear in Kinabase. Kinabase creates and manages folders automatically. When you rename a record, the corresponding folder in SharePoint is also renamed. SharePoint's native version history is preserved, allowing you to view and restore previous versions of files directly from SharePoint. SharePoint typically supports larger file uploads than Kinabase's built-in storage, making it ideal for video files and other large media.",{"id":3744,"title":3745,"titles":3746,"content":3747,"level":499},"/support/files-and-docs/sharepoint#changing-or-disabling-sharepoint","Changing or Disabling SharePoint",[807],"If you need to change your SharePoint document library or switch back to Kinabase's built-in storage: Go to Settings → Organisation → File Storage.Select a different library, or change Storage Provider back to Kinabase (built-in).You will see a confirmation warning. Click Update to confirm. Important: When you change SharePoint libraries or switch providers, existing files in the previous location will not be automatically moved. You can still access them directly in SharePoint, but they will no longer be linked to Kinabase records.",{"id":3749,"title":1293,"titles":3750,"content":3751,"level":499},"/support/files-and-docs/sharepoint#troubleshooting",[807],"If you see a message that your organisation is not connected to Microsoft, go to Settings → Organisation → Identity & Provisioning and enable Microsoft 365 sign-in first.If Kinabase cannot access SharePoint, your Microsoft 365 administrator needs to grant additional permissions. Click Continue on the permissions message to initiate the consent flow.Ensure you have the correct Office desktop applications installed and are signed into the same Microsoft 365 account used with Kinabase.If files uploaded in SharePoint are not appearing in Kinabase, check that the files are in the correct folder structure (collection folder → record folder). Files placed in the wrong location will not be linked to records.Users need appropriate permissions in both Kinabase and SharePoint to access files. Check the user's Kinabase role permissions for the collection, and their SharePoint library permissions. Integrating SharePoint with Kinabase provides a unified file management experience, combining the data management capabilities of Kinabase with the collaborative file editing and storage features of Microsoft 365.",{"id":812,"title":811,"titles":3753,"content":3754,"level":1038},[],"Learn how to create, edit, and use document templates in Kinabase to generate professional documents like purchase orders, labels, and delivery notes. let you create standardised documents that automatically merge with your  data. Perfect for generating purchase orders, labels, delivery notes, invoices, and other professional documents with consistent formatting.",{"id":3756,"title":3757,"titles":3758,"content":3759,"level":499},"/support/files-and-docs/document-templates#what-are-document-templates","What Are Document Templates?",[811],"Document templates are pre-designed layouts that combine: Fixed content: Text, images, and formatting that stays the sameDynamic fields: Placeholders that pull data from your recordsCharts: Live charts from your  reportsBrand styling: Colours and typography from your Brand Guide When you print or generate a document, Kinabase automatically fills in the field values from the selected record, creating a polished, professional output.",{"id":3761,"title":3762,"titles":3763,"content":3764,"level":504},"/support/files-and-docs/document-templates#common-uses","Common uses",[811,3757],"Purchase Orders — Automatically generate purchase orders with supplier details, line items, and totals.Delivery Notes — Create packing slips and delivery documentation from order records.Labels — Print product labels, asset tags, or equipment identifiers with QR codes.Certificates — Generate training certificates, compliance documents, or quality approvals.Quotations and Proposals — Create branded proposals with customer details, pricing, and charts automatically filled in.",{"id":3766,"title":3767,"titles":3768,"content":46,"level":499},"/support/files-and-docs/document-templates#creating-a-document-template","Creating a Document Template",[811],{"id":3770,"title":3771,"titles":3772,"content":3773,"level":504},"/support/files-and-docs/document-templates#access-the-templates-section","Access the Templates Section",[811,3767],"Select the  from the sidebar.Click ⋯ (options menu) in the top-right corner and select Configure, or right-click the collection name and choose Configure.Under the Documents section, click Templates.",{"id":3775,"title":3776,"titles":3777,"content":3778,"level":504},"/support/files-and-docs/document-templates#add-a-new-template","Add a New Template",[811,3767],"Click the Add button to create a new template.Fill in the template details:\nIcon: Choose an icon to represent your template.Title: Give your template a descriptive name (e.g., 'Purchase Order', 'Delivery Label').Description: Optionally add a description to help users understand when to use this template.Click Add. Your template is created and you can now edit its contents.",{"id":3780,"title":3781,"titles":3782,"content":46,"level":499},"/support/files-and-docs/document-templates#editing-a-document-template","Editing a Document Template",[811],{"id":3784,"title":3785,"titles":3786,"content":3787,"level":504},"/support/files-and-docs/document-templates#open-the-editor","Open the Editor",[811,3781],"From the templates list, click Edit (pencil icon) next to your template to open the document editor.",{"id":3789,"title":3790,"titles":3791,"content":3792,"level":504},"/support/files-and-docs/document-templates#the-editor-interface","The Editor Interface",[811,3781],"The document editor has four main areas: Toolbar (top): Formatting tools and element insertionPage List (left): Thumbnail view of all pagesCanvas (centre): The main editing areaProperties Sidebar (right): Settings for selected elements",{"id":3794,"title":3795,"titles":3796,"content":3797,"level":504},"/support/files-and-docs/document-templates#text-formatting","Text Formatting",[811,3781],"The toolbar provides comprehensive text formatting options: Text styles: Paragraph, Heading 1, Heading 2, Heading 3Character formatting: Bold, Italic, Underline, StrikethroughAlignment: Left, Centre, Right, JustifyLists: Bullet points, Numbered listsIndentation: Increase or decrease indentColours: Text colour and highlight colour",{"id":3799,"title":3800,"titles":3801,"content":3802,"level":504},"/support/files-and-docs/document-templates#inserting-dynamic-fields","Inserting Dynamic Fields",[811,3781],"To insert data from your records into the template: In any text area, type the @ symbol.An autocomplete dropdown appears showing all available  from your collection. Use the search box to filter or scroll through the list.Select the field to insert it at the cursor position. The field appears as a highlighted placeholder that will be replaced with actual data when the document is generated. You can insert various types of dynamic content: Record fields: Any field from your collection (text, numbers, dates, etc.)Related records: Fields from linked collectionsSignatures: Capture signatures from workflow actionsComputed values: Calculated fields and aggregations",{"id":3804,"title":3805,"titles":3806,"content":3807,"level":504},"/support/files-and-docs/document-templates#adding-elements","Adding Elements",[811,3781],"Click the + button in the toolbar to insert additional elements: Tables: Standard tables for structured dataData Tables: Dynamic tables linked to lists or related recordsCharts: Live charts from your dashboard reports (see Embedding Charts below)Images: Upload and embed imagesQR Codes: Auto-generated or custom URL QR codesText Boxes: Positioned text elements on the pageLogos: Your organisation's logo from the Brand GuideHorizontal Rules: Visual dividersSignatures: Signature fields for workflow actionsFields: Dynamic field placeholders",{"id":3809,"title":3810,"titles":3811,"content":3812,"level":504},"/support/files-and-docs/document-templates#embedding-charts","Embedding Charts",[811,3781],"You can embed live  from your  directly into document templates. Charts render with current data each time a document is generated, so your documents always reflect the latest figures. Line, bar, pie, and scatter charts are all supported.",{"id":3814,"title":3815,"titles":3816,"content":3817,"level":1416},"/support/files-and-docs/document-templates#adding-a-chart","Adding a chart",[811,3781,3810],"Click the + button in the toolbar and select Chart .In the Configure Chart modal, choose a report from the dropdown. Reports are grouped into Dashboard Reports, Collection Reports, and Record Reports.Select the specific chart you want to embed, then click Save.Resize or reposition the chart on the page as needed.",{"id":3819,"title":3820,"titles":3821,"content":3822,"level":1416},"/support/files-and-docs/document-templates#changing-a-chart","Changing a chart",[811,3781,3810],"To change the chart after inserting it, select the chart element and click Configure Chart in the Properties Sidebar.",{"id":3824,"title":480,"titles":3825,"content":3826,"level":1416},"/support/files-and-docs/document-templates#permissions",[811,3781,3810],"Only reports visible to Everyone are available for embedding. If a report is missing from the list, ask an admin to check its dashboard permissions. This ensures that no colleague is locked out of editing a shared template because it references a chart they cannot access.",{"id":3828,"title":3829,"titles":3830,"content":3831,"level":504},"/support/files-and-docs/document-templates#managing-pages","Managing Pages",[811,3781],"Add page: Click Add Page in the page list to create additional pagesReorder pages: Drag pages in the sidebar to change their orderDelete page: Right-click a page thumbnail to remove it",{"id":3833,"title":3834,"titles":3835,"content":3836,"level":504},"/support/files-and-docs/document-templates#canvas-controls","Canvas Controls",[811,3781],"Zoom: Use the zoom controls to adjust your viewMargin guides: Toggle guides to see the printable areaSidebar: Show or hide the properties panel",{"id":3838,"title":3839,"titles":3840,"content":3841,"level":504},"/support/files-and-docs/document-templates#positioning-elements-with-arrow-keys","Positioning Elements with Arrow Keys",[811,3781],"For elements set to In front of text mode (text boxes, images, charts, logos, and QR codes), you can use arrow keys for precise positioning: Select the element you want to move on the canvas.Press any arrow key to nudge the element by a tiny increment in that direction.Hold Shift while pressing an arrow key to move the element in a larger step instead, useful for covering larger distances quickly.If the Alignment Grid is enabled, elements will automatically snap to grid lines, page edges, and nearby elements as you nudge. The grid appears briefly to confirm the snap.Hold Alt (Option on Mac) while pressing an arrow key to bypass snapping entirely and place the element exactly where you want it. Arrow key nudging only works for elements in In front of text mode. Inline elements cannot be nudged.",{"id":3843,"title":3844,"titles":3845,"content":3846,"level":499},"/support/files-and-docs/document-templates#duplicating-a-document-template","Duplicating a Document Template",[811],"You can duplicate any existing template to create a copy with all its content, formatting, icon, description, and brand settings. From the templates list, right-click on the template you want to copy, or click its options menu icon (⋯).Select Duplicate.The new template appears in the list with \"(copy)\" appended to the original name. If copies already exist, Kinabase adds a number — for example, \"(copy 2)\", \"(copy 3)\". Duplicated templates are a fast way to create variations of an existing layout. For example, you might duplicate a purchase order template to create supplier-specific versions, changing only the details that differ. You need Configure permission on the collection to duplicate templates.",{"id":3848,"title":3849,"titles":3850,"content":46,"level":499},"/support/files-and-docs/document-templates#using-document-templates","Using Document Templates",[811],{"id":3852,"title":3853,"titles":3854,"content":3855,"level":504},"/support/files-and-docs/document-templates#printing-from-a-record","Printing from a Record",[811,3849],"Open the record you want to generate a document for.Click ⋯ in the top-right corner of the record details.Select Print. The print preview opens showing available templates.Use the tabs or dropdown to select the template you want.Click Print to send to your printer, or save as PDF.",{"id":3857,"title":3858,"titles":3859,"content":3860,"level":504},"/support/files-and-docs/document-templates#batch-printing","Batch Printing",[811,3849],"You can print multiple records using the same template: In your collection view, select multiple records using checkboxes.Click ⋯ or right-click to access bulk options.Choose Print and select your template to generate documents for all selected records. The system shows progress as \"X of Y records loaded\" during batch operations.",{"id":3862,"title":3863,"titles":3864,"content":3865,"level":504},"/support/files-and-docs/document-templates#label-printing","Label Printing",[811,3849],"For label templates, Kinabase supports Zebra label printers in addition to standard printers. Configure your printer preferences in the print dialog.",{"id":3867,"title":3868,"titles":3869,"content":3870,"level":499},"/support/files-and-docs/document-templates#automating-document-generation","Automating Document Generation",[811],"Document templates can be used with  to automatically generate PDFs.",{"id":3872,"title":3873,"titles":3874,"content":3875,"level":504},"/support/files-and-docs/document-templates#setting-up-pdf-generation","Setting Up PDF Generation",[811,3868],"Go to Settings → Automations.Create or edit an automation and add a trigger (e.g., when a workflow stage changes to 'Approved').Select Generate PDF document as the action.Configure the step:\nDocument Template: Choose the document template to use.Filename: Optionally set a custom filename for the generated PDF,\nTo create a dynamic name - simply reference record fields here using a dollar sign, for example: $TITLE-$COMPANY-$DATESave file to: Choose where to store the PDF:\nDon't save — the PDF is only emailed, not stored.Record folder — saves to the record's file store  (Please note: this requires files to be enabled on the collection).Specific field — saves directly into a file field on the record.  Select the target field from the File field picker.Archive subfolder: When saving to a file field that already contains a file, optionally specify a subfolder name (e.g. \"Previous Versions\") to archive the existing file before the new PDF replaces it.Email: Configure email delivery with recipients, subject, and body. Read our Automations guide for more on setting up automated workflows.",{"id":3877,"title":3878,"titles":3879,"content":3880,"level":499},"/support/files-and-docs/document-templates#brand-integration","Brand Integration",[811],"Document templates automatically apply styling from your Brand Guide: Typography: Headings and paragraph styles use your brand fontsColours: Access your brand colour paletteLogo: Insert your organisation logo Read our Brand Guide documentation for details on configuring your brand identity.",{"id":3882,"title":1809,"titles":3883,"content":3884,"level":499},"/support/files-and-docs/document-templates#best-practices",[811],"Keep it simple — Start with essential information and add complexity as needed.Test with real data — Preview templates with actual records to ensure fields and charts display correctly.Consider print margins — Use margin guides to ensure content doesn't get cut off when printing.Use consistent naming — Give templates clear, descriptive names so users know which to select.Leverage data tables — Use data tables for line items or related records instead of manual entry.Use charts for impact — Embed dashboard charts in proposals and reports to let the data speak for itself.",{"id":3886,"title":1293,"titles":3887,"content":46,"level":499},"/support/files-and-docs/document-templates#troubleshooting",[811],{"id":3889,"title":3890,"titles":3891,"content":3892,"level":504},"/support/files-and-docs/document-templates#fields-showing-placeholder-text","Fields showing placeholder text",[811,1293],"Ensure you're viewing the template with a record selected. Field placeholders only populate when generating for a specific record.",{"id":3894,"title":3895,"titles":3896,"content":3897,"level":504},"/support/files-and-docs/document-templates#fonts-not-displaying-correctly","Fonts not displaying correctly",[811,1293],"Brand fonts may need a moment to load. Refresh the page or check your Brand Guide configuration.",{"id":3899,"title":3900,"titles":3901,"content":3902,"level":504},"/support/files-and-docs/document-templates#cant-see-templates-option","Can't see Templates option",[811,1293],"You need Configure permissions on the collection to manage templates. Ask your System Admin.",{"id":3904,"title":3905,"titles":3906,"content":3907,"level":504},"/support/files-and-docs/document-templates#pdf-not-generating-in-automation","PDF not generating in automation",[811,1293],"Check the automation history logs for errors. Ensure the template exists and all required fields are available.",{"id":3909,"title":3910,"titles":3911,"content":3912,"level":504},"/support/files-and-docs/document-templates#chart-not-appearing-in-the-list","Chart not appearing in the list",[811,1293],"Only reports visible to Everyone can be embedded in document templates. Ask an admin to check the dashboard permissions for the report you're looking for. Document templates help your organisation maintain professional, consistent documentation while saving time on repetitive document creation. Combine them with automations to fully streamline your document workflows. If you need assistance, contact your System Admin or our Support Team.",{"id":817,"title":821,"titles":3914,"content":3915,"level":1038},[],"Learn how Kinabase can empower your communication. Your Emails are a key part of your communication with your colleagues and contacts, and Kinabase can help you manage these interactions more effectively. This article will outline how to manage your Kinabase email addresses & how to utilise Kinabase's email features.",{"id":3917,"title":3918,"titles":3919,"content":3920,"level":499},"/support/emails#your-kinabase-email-address","Your Kinabase Email Address",[821],"With Kinabase you can link multiple email addresses to your account. You can link multiple email addresses to your Kinabase account, such as your personal, or team email address.\nSet your preferred address as your primary email address, or remove addresses that you no longer use. Please read our Managing Email Addresses support article for more information.",{"id":3922,"title":3923,"titles":3924,"content":3925,"level":499},"/support/emails#kinabases-email-capabilities","Kinabase's Email Capabilities",[821],"Kinabase's email features can be grouped into two; Emails can be logged in Kinabase Emails can be sent from Kinabase",{"id":3927,"title":3928,"titles":3929,"content":3930,"level":504},"/support/emails#a-logging-emails-in-kinabase","A. Logging Emails in Kinabase",[821,3923],"You can log emails as Activities in Kinabase in two ways:",{"id":3932,"title":3933,"titles":3934,"content":3935,"level":1416},"/support/emails#_1-forward-emails-into-kinabase","1. Forward emails into Kinabase",[821,3923,3928],"By simply forwarding emails to your Kinabase environment, you can log them as activities against your colleagues and contacts.\nThis is a great way to keep track of important communications without having to manually copy and paste information into Kinabase. Please read our Email Forwarding support article for more information.",{"id":3937,"title":3938,"titles":3939,"content":3940,"level":1416},"/support/emails#_2-use-our-outlook-add-in","2. Use our Outlook Add-in",[821,3923,3928],"The Kinabase Outlook Add-in allows you to log emails as activities directly from your Outlook client.\nThis means you can keep track of your communications without having to leave your email client, making it easier to stay organised and efficient. Please read our Outlook Add-in support article for more information.",{"id":3942,"title":3943,"titles":3944,"content":3945,"level":504},"/support/emails#b-sending-emails-from-kinabase","B. Sending Emails from Kinabase",[821,3923],"You can even send emails directly from Kinabase. Our Outbound Email feature means you can send bulk emails directly to all your contacts lists within Kinabase.\nThis is particularly useful for sending newsletters, updates, or any other type of communication to a large number of contacts at once. Please read our Outbound Emails support article for more information. Log the most important communications into Kinabase, and ensure the rest of your team is kept in the loop (without ghastly forwarding chains!) Need more help? Explore the rest of our Help & Support, or email support@kinabase.com.",{"id":824,"title":823,"titles":3947,"content":3948,"level":1038},[],"In Kinabase, you can manage multiple email addresses linked to your account. This can be useful if you want to use both personal and work emails, or if you need to update or remove an old email address. Add multiple email addresses to your account (e.g., work and personal).Remove outdated or unwanted email addresses.Set your preferred email address as the primary one for communications.",{"id":3950,"title":3951,"titles":3952,"content":3953,"level":504},"/support/emails/managing-email-addresses#accessing-your-linked-email-addresses","Accessing your linked email addresses:",[823],"Click your name at the bottom of your sidebar.Go to ‘Settings’.Under the ‘Account’ section, click on the ‘Profile’ panel. For System Admins: The 'Settings' option is always visible at the bottom of your sidebar to give you quicker access. Once you've accessed your Profile settings, you should be able to see your full name, and all the email addresses you currently have linked to your Kinabase account.",{"id":3955,"title":3956,"titles":3957,"content":3958,"level":1416},"/support/emails/managing-email-addresses#to-add-an-alternative-email-address","To add an alternative email address:",[823,3951],"If you'd like to add a second email address to your Kinabase account, follow these steps: Click the 'Add Email' button on your profile settings.You'll then be given a box to add your alternative email address:\n Simply type your email into the box and a verification email will be sent to that address. Please note: Your email address must be verified via email before it can be used.",{"id":3960,"title":3961,"titles":3962,"content":3963,"level":504},"/support/emails/managing-email-addresses#managing-multiple-email-addresses","Managing multiple email addresses",[823,3951],"Once you've added an alternative email address, you can choose which address you'd like to set as your primary email address, and you can also remove an email address you no longer use.",{"id":3965,"title":3966,"titles":3967,"content":3968,"level":1416},"/support/emails/managing-email-addresses#to-make-an-email-your-primary-address","To make an email your primary address:",[823,3951,3961],"Find the email you'd like to set as your primary.Click the options menu (⋯) next to the email address.Select 'Make primary email'.",{"id":3970,"title":3971,"titles":3972,"content":3973,"level":1416},"/support/emails/managing-email-addresses#to-remove-an-email-address","To remove an email address:",[823,3951,3961],"Find the email you'd like to remove.Click the options menu (⋯) next to the email address.Select 'Remove'. Always make sure your primary email is kept up-to-date to ensure important notifications from Kinabase are sent to the correct address! Ensure you receive notifications and can communicate effectively with your colleagues, contacts and our support team. Need more help? Explore the rest of our Help & Support, or email support@kinabase.com.",{"id":828,"title":827,"titles":3975,"content":3976,"level":1038},[],"Business communication is often conducted via email. Use email forwarding to log emails as activities against your records. This keeps your colleagues informed and ensures that important communications are not lost in your inbox. Kinabase offers two ways to forward emails: Direct forwarding to a specific record – works immediately with no configurationAutomatic matching to contacts – requires email integration setup",{"id":3978,"title":3979,"titles":3980,"content":3981,"level":499},"/support/emails/email-forwarding#forward-to-a-specific-record","Forward to a Specific Record",[827],"Forward emails directly to any record using this format: {collection}+{recordId}@kinabase.email This works immediately for any collection in your workspace – no configuration required. You just need to send from an email address that is verified on your Kinabase account.",{"id":3983,"title":3984,"titles":3985,"content":3986,"level":504},"/support/emails/email-forwarding#how-to-find-the-forwarding-address","How to find the forwarding address",[827,3979],"Open the record in KinabaseNote the collection name from the URL (e.g., projects from /c/projects/42)Note the record ID from the URL (e.g., 42)Use the format: {collection}+{recordId}@kinabase.email Example: To forward an email to record #42 in the Projects collection, use projects+42@kinabase.email You can also find the address in the record's Activities tab by clicking the envelope icon. Only registered Kinabase users can forward emails. Make sure you're sending from an email address verified on your Kinabase account.",{"id":3988,"title":3989,"titles":3990,"content":3991,"level":499},"/support/emails/email-forwarding#forward-with-automatic-contact-matching","Forward with Automatic Contact Matching",[827],"If you want Kinabase to automatically match email recipients to your contacts database, you can configure email integration. This allows you to forward to inbox@kinabase.email and have Kinabase automatically link the email to the appropriate contact records.",{"id":3993,"title":3994,"titles":3995,"content":3996,"level":504},"/support/emails/email-forwarding#set-up-email-logging-admin-only","Set Up Email Logging (Admin Only)",[827,3989],"To enable automatic contact matching: Go to Settings → Integrations → Email IntegrationUnder Contacts, choose your collection and map the name and email fieldsClick Save — automatic matching is now active Optional: If your business also tracks companies, configure the Organisations section after setting up Contacts. This allows Kinabase to suggest organisation records based on email domains. The Organisations section only appears once Contacts are configured. Your collection names may differ, such as \"People\" and \"Companies\" instead of \"Contacts\" and \"Organisations\". The important thing is that your contacts collection has email and name fields mapped correctly.",{"id":3998,"title":3999,"titles":4000,"content":4001,"level":504},"/support/emails/email-forwarding#forward-emails-for-automatic-matching","Forward Emails for Automatic Matching",[827,3989],"Once configured, forward emails (or CC/BCC) to inbox@kinabase.email from your verified email address. The email will appear as an activity in your Colleagues listIf the recipient matches a record in your Contacts collection, it will also appear thereThis feature works for all contacts that you've CC'd, BCC'd, or forwarded the email to – if they exist in your Kinabase environment You need to have Activities enabled for your collection to log emails as activities.",{"id":4003,"title":4004,"titles":4005,"content":4006,"level":499},"/support/emails/email-forwarding#show-emails-in-related-records","Show Emails in Related Records",[827],"To log emails against related records (e.g. Opportunities or Projects linked to Contacts), enable Show in Related Records in the collection configuration activity settings. To learn more, see the Activities support article. Email forwarding is a powerful tool to keep everyone in your team up-to-date with external communications. Use email forwarding to log emails as activities against your records, keeping everyone informed. If you have further questions please reach out to your System Admin, or our Support team.",{"id":832,"title":831,"titles":4008,"content":4009,"level":1038},[],"Learn how to set up the Outlook Add-in for Kinabase The Kinabase Outlook Add-in allows you to add contacts and organisations from your emails directly into Kinabase, and log emails as activities in your activity timelines. To use the Outlook add-in, your Kinabase organisation must be connected to Microsoft 365.\nLearn how to connect to Microsoft 365",{"id":4011,"title":3486,"titles":4012,"content":4013,"level":499},"/support/emails/outlook-add-in#prerequisites",[831],"Before setting up the Outlook add-in: Your Kinabase organisation must have Microsoft 365 integration enabled via Settings → Organisation → Identity & Provisioning.You must be an administrator of your Kinabase organisation to enable the add-in.You need a collection to represent your Contacts with name and email fields. An Organisations collection is optional — you can use the add-in with contacts only.",{"id":4015,"title":4016,"titles":4017,"content":4018,"level":499},"/support/emails/outlook-add-in#_1-enable-the-outlook-add-in","1. Enable the Outlook Add-in",[831],"Go to Settings → Integrations → Email Integration.Under Enable Outlook add-in, toggle Allow users to use Outlook add-in to on. If Microsoft 365 is not enabled, you will see a message: \"Your organisation must have Microsoft 365 integration enabled in order to use this feature.\"",{"id":4020,"title":4021,"titles":4022,"content":4023,"level":499},"/support/emails/outlook-add-in#_2-configure-collections-for-email-integration","2. Configure Collections for Email Integration",[831],"To allow the add-in to suggest matching records and create new contacts, you need to configure which collections represent your contacts and organisations.",{"id":4025,"title":4026,"titles":4027,"content":4028,"level":504},"/support/emails/outlook-add-in#configure-contacts","Configure Contacts",[831,4021],"Go to Settings → Integrations → Email Integration.Under Contacts, select the collection that represents people you communicate with.Map the Name field to a text field in your collection.Map the Email field to an email field in your collection. For suggestions to work, the contacts collection must have an email field. This allows Kinabase to match email senders with existing contact records.",{"id":4030,"title":4031,"titles":4032,"content":4033,"level":504},"/support/emails/outlook-add-in#configure-organisations-optional","Configure Organisations (Optional)",[831,4021],"If your business tracks companies, you can optionally configure an organisations collection. The Organisations section appears after you've set up Contacts. Under Organisations, select the collection that represents companies and organisations.Map the Name field to a text field in your collection.Map the Website field to a website field in your collection.Click Save to confirm your settings. For organisation suggestions to work, the organisations collection must have a website field and must be referenced by the contacts collection (e.g., contacts should have a linked record field pointing to organisations). If you don't configure organisations, the Outlook add-in will show only contact suggestions, which could be useful for B2C businesses that deal directly with consumers. Your collection names may differ from \"Contacts\" and \"Organisations\" - for example, you might use \"People\" and \"Companies\". The important thing is that they have the required fields mapped correctly.",{"id":4035,"title":4036,"titles":4037,"content":4038,"level":499},"/support/emails/outlook-add-in#_3-installing-the-outlook-add-in","3. Installing the Outlook Add-in",[831],"To deploy the add-in organisation-wide, you need to be a Microsoft 365 administrator. Navigate to the Microsoft 365 Admin Centre Add-ins page.Click Deploy Add-in.Press Upload custom apps.Choose I have a URL for the manifest file.Enter \"https://app.kinabase.com/plugins/outlook/manifest.xml\".Select Everyone to make the add-in available to all users in your organisation or select specific users if preferred. Outlook add-ins can take up to 24 hours to appear for all users after deployment.",{"id":4040,"title":4041,"titles":4042,"content":4043,"level":499},"/support/emails/outlook-add-in#_4-add-the-button-to-your-toolbar","4. Add the Button to Your Toolbar",[831],"For quick access, add the Link to Kinabase button to your Outlook toolbar so it's always visible when viewing emails. View an email and click the ⋯ (three dots) to show the menu.Click Customise Actions.Tick the Link to Kinabase checkbox.Click Save.The Link to Kinabase button will now appear in the toolbar when viewing emails. View an email and click the ⋯ (three dots) to show the menu.Click Customise Toolbar....Drag the Link to Kinabase button to your toolbar.Click Done.The Link to Kinabase button will now appear in the toolbar when viewing emails.",{"id":4045,"title":4046,"titles":4047,"content":4048,"level":499},"/support/emails/outlook-add-in#next-steps","Next Steps",[831],"Now that you've installed the Outlook Add-in, learn how to use it to log emails and add contacts: Read our Using the Outlook Add-in guide to learn how to sign in, add contacts, and log email activities. If you have any issues, please contact your System Administrator or our Support Team.",{"id":836,"title":835,"titles":4050,"content":4051,"level":1038},[],"Learn how to use the Outlook Add-in The Kinabase Outlook Add-in allows you to add contacts and organisations from your emails directly into Kinabase, and log emails as activities in your activity timelines. This helps you manage your communications more effectively, ensuring that important interactions are captured and linked to the right records. To set up the Outlook Add-in, please read our setup instructions.",{"id":4053,"title":4054,"titles":4055,"content":4056,"level":499},"/support/emails/using-outlook-add-in#signing-in","Signing In",[835],"When you first use the add-in, you need to sign in to Kinabase. Your sign-in will be remembered for future use. Click the Link to Kinabase button in your Outlook toolbar.Click Sign In in the add-in panel.A new window will open for you to sign in using your Kinabase credentials or Microsoft 365 account.",{"id":4058,"title":4059,"titles":4060,"content":4061,"level":499},"/support/emails/using-outlook-add-in#using-the-add-in","Using the Add-in",[835],"When you have an email selected: Click the Link to Kinabase button in your toolbar.The add-in panel opens on the side showing:\nAny matching contacts in Kinabase (based on email addresses)Any matching organisations (based on email domain) — if your administrator has configured an organisations collectionOptions to add new contacts, organisations (if configured), or log the email as an activity Tip: If organisations are configured, we recommend adding the organisation and contacts first, before logging email activities. This ensures the activities are linked to the correct records.",{"id":4063,"title":4064,"titles":4065,"content":4066,"level":499},"/support/emails/using-outlook-add-in#adding-an-organisation-or-contact","Adding an Organisation or Contact",[835],"When you receive an email from someone not yet in Kinabase, you can quickly add them: Select an email from a new contact or company.Click the Link to Kinabase button in the toolbar.In the sidebar, click Add Company or Add Contact.\nThe button names reflect your configured collection names (e.g., \"Add Company\" or \"Add Organisation\").Kinabase opens in your browser with the form pre-filled with information from the email (name, email address, domain).Complete any additional fields and click Add to create the record.Return to Outlook and click Done to refresh the add-in. Any records you've added will appear in the sidebar, allowing you to quickly navigate to them in Kinabase.",{"id":4068,"title":4069,"titles":4070,"content":4071,"level":499},"/support/emails/using-outlook-add-in#adding-an-email-activity","Adding an Email Activity",[835],"Logging emails as activities allows you to track all communications in one place within Kinabase. To log an email: Select an email in Outlook.Click the Link to Kinabase button in the toolbar.Click Add email activity.Review the list of matched recipients shown as checkboxes. All matches are ticked by default — untick any recipients you do not want the email linked to.Optionally, add notes or comments about the email.Click Add activity to confirm. The add-in will show a confirmation message once the activity is added. Note: The Add activity button is disabled if no recipients are selected, so at least one must remain ticked. Important: The contact must exist in Kinabase with a matching email address before you can log an email activity against them. If the contact doesn't exist yet, add them first. Logged emails appear in the Activity timeline of the matching contact record in Kinabase: If the email has already been logged to Kinabase, the add-in will let you know.",{"id":4073,"title":4074,"titles":4075,"content":4076,"level":499},"/support/emails/using-outlook-add-in#summary","Summary",[835],"The Outlook Add-in allows you to: View matching records - See contacts and organisations that match email addressesAdd new records - Create contacts and organisations directly from emailsLog email activities - Capture email communications in Kinabase activity timelines If you have any issues, please contact your System Administrator or our Support Team.",{"id":840,"title":839,"titles":4078,"content":4079,"level":1038},[],"enable you to connect shared email addresses to Kinabase using your preferred email provider. Once configured, you can send bulk emails directly to your contacts from within Kinabase, and trigger automated emails through workflows. Kinabase supports three email providers: Microsoft Azure Communication ServicesSendGridMailgun (with US and EU region options) For example, if you have a Contacts collection in Kinabase, you can select the contacts you want to reach and send bulk emails from within the platform. This integration enhances Kinabase as your central information hub, streamlining communication workflows for greater efficiency. You can set up your Kinabase so that incoming emails can also be recorded directly within your system. For details on how to do this, see our guide on Email Forwarding.",{"id":4081,"title":4082,"titles":4083,"content":4084,"level":499},"/support/emails/outbound-emails#setting-up-outbound-emails","Setting up outbound emails",[839],"To send emails through Kinabase, follow these steps:",{"id":4086,"title":4087,"titles":4088,"content":4089,"level":504},"/support/emails/outbound-emails#_1-navigate-to-settings","1. Navigate to settings",[839,4082],"Navigate to Settings in Kinabase.Under Integrations, select Outbound Emails.",{"id":4091,"title":4092,"titles":4093,"content":4094,"level":504},"/support/emails/outbound-emails#_2-add-an-email-address","2. Add an email address",[839,4082],"Click Add Email address and provide the following details: Display Name: The name recipients will see (e.g. \"Acme Support\").Email Address: The shared email address to connect.Provider: Select your email provider from the dropdown.",{"id":4096,"title":4097,"titles":4098,"content":4099,"level":1416},"/support/emails/outbound-emails#provider-specific-configuration","Provider-specific configuration",[839,4082,4092],"Depending on the provider you select, you will need to provide different credentials: Microsoft Azure Communication Services Connection String: Find this in the Azure portal under your Communication Services resource. See Microsoft's guide for help. SendGrid API Key: Create an API key in your SendGrid account with Mail Send permissions. Ensure your sender email is verified in SendGrid before testing. Mailgun API Key: Find this in your Mailgun dashboard under API Security.API Region: Select US (api.mailgun.net) or EU (api.eu.mailgun.net) based on your data residency requirements.",{"id":4101,"title":4102,"titles":4103,"content":4104,"level":504},"/support/emails/outbound-emails#_3-test-your-configuration","3. Test your configuration",[839,4082],"After entering your credentials, click Continue to proceed to the test screen. Click Send test email to send a test email to yourself. Check your inbox to confirm the email was delivered correctly. If you don't receive it, check your spam folder or review your configuration settings. Once you've confirmed emails are being sent as expected, click Done to save your settings.",{"id":4106,"title":4107,"titles":4108,"content":4109,"level":499},"/support/emails/outbound-emails#sending-outbound-emails","Sending outbound emails",[839],"Once your email is set up, you can send emails directly from a Kinabase collection. Here's how:",{"id":4111,"title":4112,"titles":4113,"content":4114,"level":504},"/support/emails/outbound-emails#_1-enable-outbound-emails-for-a-collection","1. Enable outbound emails for a collection",[839,4107],"Open the relevant collection (e.g. Contacts).In the toolbar, click the Options Menu (⋯) and open Configure.Under features, open Email.Click Add Shared Emails. Choose which emails you'd like to be able to send from in this collection (e.g. a sales email in an Opportunities collection, or a support email in a Support Tickets collection). You can update your Permissions options to decide who can send outbound emails from Kinabase using shared email addresses.",{"id":4116,"title":4117,"titles":4118,"content":4119,"level":504},"/support/emails/outbound-emails#_2-send-an-email","2. Send an email",[839,4107],"Select the records you'd like to email. To select all records, tick the checkbox at the top of the screen. Ensure the selected records include valid email addresses. In the bottom selection bar, click the Options Menu (⋯) and choose Send Email. Select the sender:From Me: Use your personal email.Shared Email Address: Use the connected shared email.Follow the instructions to compose your email, and hit Send when you're ready. That's it! Your email will be sent, and you can continue managing your communications effortlessly within Kinabase.",{"id":4121,"title":4122,"titles":4123,"content":4124,"level":499},"/support/emails/outbound-emails#display-names-and-deliverability","Display names and deliverability",[839],"When you configure an outbound email address, the Display Name you enter is included in the sender address. This means recipients see a friendly name like \"Acme Support\" rather than just an email address, which: Improves email deliverability by reducing the chance of emails being flagged as spamReinforces your brand identity in recipients' inboxesMakes it clearer to recipients who the email is from Now you know how to send bulk emails directly from Kinabase, you can make your communications more organised and efficient. Need more help? Explore the rest of our Help & Support, or email support@kinabase.com.",{"id":845,"title":849,"titles":4126,"content":4127,"level":1038},[],"Learn how to use the Calendar feature in Kinabase to organise tasks, plan your time and stay on top of deadlines. Your Kinabase Calendar provides a visual layout of  and due dates, helping you allocate time effectively and make sure nothing gets missed from your to-dos. It’s especially useful for time blocking, planning upcoming work, and getting a clear picture of your schedule.",{"id":4129,"title":4130,"titles":4131,"content":4132,"level":499},"/support/calendar#accessing-the-calendar","Accessing the Calendar",[849],"Open Your Calendar\nFrom the left-hand sidebar, click Calendar just underneath your Dashboard. You'll see a Tasks Pane on the right and the main Calendar View in the centre. This defaults to a by-week view.",{"id":4134,"title":4135,"titles":4136,"content":4137,"level":499},"/support/calendar#scheduling-tasks","Scheduling Tasks",[849],"Locate the TaskIn the Tasks Pane on the right, find the task you want to schedule (e.g., 'Prepare ').Drag & DropClick and hold the task, then drag it onto a specific day or time slot in the Calendar View.Adjust DurationIn Week or Day view, you can resize the task block to set its start and end times. Simply grab the edge of the task and drag up/down. This scheduling is separate from the task's due date - allowing you to plan time for completing tasks in advance.",{"id":4139,"title":4140,"titles":4141,"content":4142,"level":499},"/support/calendar#unscheduling-tasks","Unscheduling Tasks",[849],"If you no longer want a task to appear on the calendar: Right-Click the Task in the Tasks PaneSelect Schedule → Remove to detach it from the calendar.Alternatively, drag it off the calendar or revert its scheduled slot to 'unscheduled' in the same dropdown.",{"id":4144,"title":4145,"titles":4146,"content":46,"level":499},"/support/calendar#viewing-managing-tasks","Viewing & Managing Tasks",[849],{"id":4148,"title":4149,"titles":4150,"content":4151,"level":1416},"/support/calendar#filter-group-the-task-panel","Filter & Group the Task Panel",[849,4145],"Group the task list via the drop-down in the top-right corner.\nGroup by; scheduled-status, collection, record, due date or completion-status.Filter the task list via the drop-down at the top of the right-hand tasks pane.\nFilter by; due date, assignee, status and more. By default the filter Shows tasks 'Assigned to me'.",{"id":4153,"title":4154,"titles":4155,"content":4156,"level":1416},"/support/calendar#complete-or-edit-tasks","Complete or Edit Tasks",[849,4145],"Click on a task to open the task details interface. (Either click on a task in the Tasks Pane, or on a scheduled task on the calendar & use the 'expand' icon.)\n From here you can... Make updates to the title and description.Add activities, which will show on the timeline of events.Use the circle under Status to mark it as In progress or Complete.Change the deadline by clicking on due date.Add or change the owner(s) by clicking +Add or the X under assignee.Navigate to the record where the task was created by clicking the related record.Click on linked to to connect this task to other relevant record(s) in the same or different collections.",{"id":4158,"title":4159,"titles":4160,"content":4161,"level":499},"/support/calendar#switching-calendar-views","Switching Calendar Views",[849],"At the top of your calendar you have a few controls: Completed Tasks Toggle\nUse the tick-box icon to show/hide completed tasks.Day / Week / Month views\nUse the calendar icon to choose Day, Week, or Month view to get the right level of detail.Navigate forwards and backwards in time\nUse the arrows to navigate to the next or previous day/week/month. is perfect for detailed scheduling or time blocking. offers a mid-level overview of tasks and available time slots. gives a broad picture of deadlines, events, or busy periods. Using the Calendar in Kinabase helps you visualise and balance your workload, plan for deadlines, and manage tasks effectively. For more advanced calendar features or troubleshooting, consult our Help & Support or ask your System Admin for assistance.",{"id":853,"title":852,"titles":4163,"content":4164,"level":1038},[],"Learn how to create and manage portals in Kinabase to share collection data with field teams, clients, partners, and other stakeholders. are standalone web applications that let you share your Kinabase data with people who don't need full access to your workspace - whether that's field engineers checking job details on-site, clients viewing their project status, or partners accessing shared inventory.",{"id":4166,"title":4167,"titles":4168,"content":4169,"level":499},"/support/portals#what-are-portals","What are Portals?",[852],"Portals provide a focused, branded interface for specific users to interact with your data. Unlike giving someone full Kinabase access, portals let you: Choose exactly which , , and  each portal displays. Apply filters to show users only the records relevant to them - like a client seeing only their own projects. Apply your organisation's branding, colours, and even use a custom domain. Let users trigger , complete , and move records through  stages.",{"id":4171,"title":4172,"titles":4173,"content":4174,"level":499},"/support/portals#portal-types","Portal Types",[852],"Kinabase offers two types of portals, designed for different audiences:",{"id":4176,"title":858,"titles":4177,"content":4178,"level":504},"/support/portals#internal-portals",[852,4172],"Internal portals are for your own colleagues who sign in with their Kinabase account. These are ideal for: Field engineers - accessing job sheets, equipment details, and site information on mobile devicesWarehouse staff - viewing inventory and stock levels without needing full Kinabase accessInspectors - completing checklists and recording findings on-siteRemote workers - accessing specific data while away from the office Internal portal users authenticate using Sign in with Kinabase Account, so they use their existing credentials. Read our Internal Portals guide for setup instructions.",{"id":4180,"title":862,"titles":4181,"content":4182,"level":504},"/support/portals#external-portals",[852,4172],"External portals are for people outside your organisation - clients, vendors, partners, or volunteers who need access to specific data. These users: Sign in using email verification codes (no Kinabase account required)Are matched to records in a user collection you specifySee only the data filtered to their specific record External portals are perfect for: Clients - viewing project status, invoices, and deliverablesVendors - checking order status and delivery schedulesPartners - accessing shared inventory or collaborative projectsVolunteers - viewing assigned tasks and event schedulesDonors - tracking the impact of their contributions Read our External Portals guide for setup instructions.",{"id":4184,"title":4185,"titles":4186,"content":4187,"level":499},"/support/portals#portal-features","Portal Features",[852],"Both portal types share a powerful set of features:",{"id":4189,"title":4190,"titles":4191,"content":4192,"level":504},"/support/portals#navigation-items","Navigation Items",[852,4185],"Portals can include multiple navigation items, each displaying different content: Collection Views - display records from your collections in table or catalogue formatReports - show  with charts and widgetsExternal Links - provide quick access to external websites or resources Each navigation item can have access conditions to control who sees it. For internal portals, restrict items by role or with custom conditions; for external portals, build conditions against the user record.",{"id":4194,"title":4195,"titles":4196,"content":4197,"level":504},"/support/portals#display-options","Display Options",[852,4185],"Collections in portals can be displayed in different formats: Table View - a familiar list format, similar to how collections appear in KinabaseCatalogue View - groups records into categories displayed as cards or tiles Read our Portal Views guide for details on configuring displays.",{"id":4199,"title":4200,"titles":4201,"content":4202,"level":504},"/support/portals#actions-automations","Actions & Automations",[852,4185],"Portal users can: Execute  to collect input and trigger actionsMove records through  stages (where permitted)Export data to CSV (where permitted)",{"id":4204,"title":4205,"titles":4206,"content":4207,"level":504},"/support/portals#branding-customisation","Branding & Customisation",[852,4185],"Make portals feel like an extension of your brand: Apply your organisation's  identityCustomise background coloursUse a custom domain (e.g., portal.yourcompany.com)Customise welcome messages and sign-in screens Read our Custom Domains & Branding guide for setup details.",{"id":4209,"title":4210,"titles":4211,"content":4212,"level":499},"/support/portals#creating-a-portal","Creating a Portal",[852],"To create a new portal: Open Settings from the bottom-left corner of KinabaseUnder Organisation, select PortalsClick + Add PortalChoose whether this will be an Internal or External portalConfigure the portal settings across the available tabs:\nGeneral - name, icon, description, support contact detailsStructure - navigation items and their configurationUsers - access permissions and user matching (for external portals)Hosting - Kinabase subdomain or custom domainEmails - invitation and sign-in email templatesDisplay - welcome messages, branding, and homepage settingsSecurity - inactivity timeouts for session management The user type (Internal or External) cannot be changed after the portal is created, so choose carefully.",{"id":4214,"title":4215,"titles":4216,"content":4217,"level":504},"/support/portals#configuring-external-portal-users","Configuring External Portal Users",[852,4210],"For external portals, the Users tab lets you configure how users are identified and displayed: User Data Source: Select the collection that stores your portal usersEmail Field: Choose the email field used for user authenticationDisplay Name Field: Choose which field displays as the user's name throughout the portal (e.g. in \"Welcome John!\" greetings). If not set, the collection's primary field is used.",{"id":4219,"title":4220,"titles":4221,"content":4222,"level":499},"/support/portals#managing-portal-access","Managing Portal Access",[852],"For internal portals, you control access by selecting which users or roles can access the portal. For external portals, users are matched to records in a designated user collection. You can: Grant access to specific recordsSend invitations via emailTrack access status (Active, Invited, Pending, No Access)Revoke access when no longer needed Read our Managing Portal Users guide for detailed instructions.",{"id":4224,"title":4225,"titles":4226,"content":4227,"level":499},"/support/portals#troubleshooting-portals","Troubleshooting Portals",[852],"If you're experiencing issues with portals: Internal portals: Ensure the user has a Kinabase account and the correct permissionsExternal portals: Check that the user's email matches a record in the user collection, and that access has been grantedVerify the outbound email address is configured correctly in portal settings Review the field visibility settings for the navigation itemCheck any filters applied to the collectionCheck whether access conditions on navigation items are hiding pages from the userFor external portals, verify the user-based filters are correctly configured Ensure the CNAME record points to portal.kinabase.cloudAllow up to 24 hours for DNS changes to propagateClick Verify Domain in the portal settings to check the configuration Confirm the outbound email address is correctly configuredCheck spam/junk foldersVerify the email address in the user record is correct",{"id":4229,"title":4046,"titles":4230,"content":4231,"level":499},"/support/portals#next-steps",[852],"Ready to set up your first portal? Choose your starting point: Internal Portals - for your own team membersExternal Portals - for clients and partnersPortal Views - configure how data is displayedCustom Domains & Branding - make it your ownManaging Portal Users - control access and invitationsPortal Security - configure inactivity timeouts Portals transform Kinabase from an internal tool into a platform for collaboration with anyone who needs access to your data - all while maintaining security and your brand identity. If you have questions or need further assistance, please reach out to your System Admin or our support team.",{"id":859,"title":858,"titles":4233,"content":4234,"level":1038},[],"Learn how to set up internal portals for field workers, engineers, inspectors, and other team members who need focused access to Kinabase data. Internal portals provide a streamlined interface for your colleagues to access specific Kinabase data without navigating the full workspace. They're perfect for team members who need focused access to particular  - like field engineers viewing job details or warehouse staff checking inventory.",{"id":4236,"title":4237,"titles":4238,"content":4239,"level":499},"/support/portals/internal-portals#when-to-use-internal-portals","When to Use Internal Portals",[858],"Internal portals are ideal for scenarios where your team members need: Field workers accessing job sheets, equipment data, or site information on tablets and phones. Staff who only need specific data without the complexity of the full Kinabase interface. Inspectors completing checklists, engineers recording findings, or technicians updating job status. Teams that work with a specific subset of your data and need quick access to relevant .",{"id":4241,"title":4242,"titles":4243,"content":4244,"level":499},"/support/portals/internal-portals#how-internal-portals-work","How Internal Portals Work",[858],"Internal portal users sign in with their existing Kinabase account using the \"Sign in with Kinabase Account\" option. This means: Users must have a Kinabase account in your workspaceThey use the same credentials they use to access Kinabase directlyTheir access is controlled by the portal's permission settingsThey don't consume an additional licence for portal access",{"id":4246,"title":4247,"titles":4248,"content":46,"level":499},"/support/portals/internal-portals#creating-an-internal-portal","Creating an Internal Portal",[858],{"id":4250,"title":4251,"titles":4252,"content":4253,"level":504},"/support/portals/internal-portals#step-1-access-portal-settings","Step 1: Access Portal Settings",[858,4247],"Click Settings at the bottom-left corner of KinabaseUnder Organisation, select PortalsClick + Add Portal",{"id":4255,"title":4256,"titles":4257,"content":4258,"level":504},"/support/portals/internal-portals#step-2-configure-general-settings","Step 2: Configure General Settings",[858,4247],"In the General tab, provide: Portal Name - a descriptive name for the portal (e.g., \"Field Engineer Portal\")Icon - choose an icon to identify the portalDescription - explain the portal's purpose for administratorsCustomer Support Email - an email address for portal users to contactCustomer Support Phone - optional phone number for supportWebsite URL - optional link to your company website",{"id":4260,"title":4261,"titles":4262,"content":4263,"level":504},"/support/portals/internal-portals#step-3-set-user-type-to-internal","Step 3: Set User Type to Internal",[858,4247],"In the Users tab: Select Internal as the user typeOnce saved, the user type cannot be changed. Choose carefully.Configure Access Permissions:Everyone - all users with Kinabase accounts can access the portalBy Role - only users with specific  can access the portal If you select \"By Role\", you can choose which roles have access to this portal. This is useful when:You want only field engineers to access a job portalYou need to restrict sensitive data to specific teamsDifferent departments need different portal viewsUsers without the specified role(s) won't see the portal or be able to sign in.",{"id":4265,"title":4266,"titles":4267,"content":4268,"level":504},"/support/portals/internal-portals#step-4-add-navigation-items","Step 4: Add Navigation Items",[858,4247],"In the Structure pane, add the content users will see: Click Add item to create a navigation itemChoose the item type:\nCollection View - display records from a collectionReport - show a dashboard with charts and widgetsExternal Link - provide access to an external website Reference data collections cannot be used as portal structure items. Only standard collections appear in the collection picker. For each Collection View navigation item, configure: Data Source - the collection to displayDisplay Type - Table or Catalogue viewFields - which fields are visible and in what contextsFilters - conditions to limit which records are shownSorting - how records are orderedGrouping - how records are organisedPortal Views - named, filtered views within the collectionAutomations - which  and automations are availableWorkflow Actions - which  stage transitions are permittedAccess - control who can see this navigation item (see below) Read our Portal Views guide for detailed configuration options.",{"id":4270,"title":4271,"titles":4272,"content":4273,"level":504},"/support/portals/internal-portals#step-4b-set-access-conditions-on-navigation-items","Step 4b: Set Access Conditions on Navigation Items",[858,4247],"Each navigation item can have access conditions that control who sees it in the sidebar. For Collection View and Report items, open the Access tab. For External Link items, the access settings appear directly in the editor. Choose who can see the item: Everyone - all portal users can see this navigation item (the default)By role - only users with specific roles can see itCustom - define conditions using the condition builder Access controls let you show different pages to different users within a single portal, for example, limiting a financial report to managers while keeping general updates visible to everyone.",{"id":4275,"title":4276,"titles":4277,"content":4278,"level":504},"/support/portals/internal-portals#step-5-configure-hosting","Step 5: Configure Hosting",[858,4247],"In the Hosting tab, choose your domain: Kinabase Hosting - uses a subdomain like your-portal.kinabase.cloudCustom Domain - use your own domain like portal.yourcompany.com Read our Custom Domains & Branding guide for custom domain setup.",{"id":4280,"title":4281,"titles":4282,"content":4283,"level":504},"/support/portals/internal-portals#step-6-set-up-emails","Step 6: Set Up Emails",[858,4247],"In the Emails tab, configure: Outbound Email Address - select the email address used to send portal communicationsEmail Templates - customise the invitation and sign-in email messages",{"id":4285,"title":4286,"titles":4287,"content":4288,"level":504},"/support/portals/internal-portals#step-7-customise-display","Step 7: Customise Display",[858,4247],"In the Display tab, personalise the portal experience: Display Messages - customise the sign-in, support, and welcome messagesBrand Identity - select which brand to apply to the portalDesign Colours - set background colour (defaults to your brand palette)Homepage - control what appears on the portal homepage:\nShow recently viewed records - toggle on or off to show or hide the Recently Viewed section. Defaults to enabled. The section only appears once a user has opened at least one record.",{"id":4290,"title":4291,"titles":4292,"content":4293,"level":504},"/support/portals/internal-portals#step-8-save-the-portal","Step 8: Save the Portal",[858,4247],"Click Save to create your portal. The portal is now accessible at the configured domain.",{"id":4295,"title":4296,"titles":4297,"content":4298,"level":499},"/support/portals/internal-portals#example-field-engineer-portal","Example: Field Engineer Portal",[858],"Here's a practical example of setting up a portal for field engineers:",{"id":4300,"title":4301,"titles":4302,"content":4303,"level":504},"/support/portals/internal-portals#portal-configuration","Portal Configuration",[858,4296],"SettingValueNameField Engineer PortalIconwrenchDescriptionAccess job sheets and equipment details on-siteUser TypeInternalAccessBy Role: Field Engineer",{"id":4305,"title":4190,"titles":4306,"content":4307,"level":504},"/support/portals/internal-portals#navigation-items",[858,4296],"Jobs (Collection)Display Type: TableFilter: Status is not \"Completed\"Sorting: Due Date (ascending)Visible Fields: Job Number, Client, Site Address, Due Date, StatusAutomations: \"Complete Job\", \"Request Parts\"Equipment (Collection)Display Type: CatalogueCatalogue Layout: CardsGrouping: Equipment TypeVisible Fields: Name, Serial Number, Last Service Date, Next Service DueSafety Documents (Link)URL: Link to safety documentation",{"id":4309,"title":4310,"titles":4311,"content":4312,"level":499},"/support/portals/internal-portals#sharing-the-portal","Sharing the Portal",[858],"Once your portal is created, share it with your team: Copy the portal URL from the Hosting tabShare the URL with relevant team membersRemind them to sign in with their Kinabase account credentials You can also add the portal URL to: Bookmarks on company devicesMobile device home screens (portals work as Progressive Web Apps)Internal communications or documentation",{"id":4314,"title":1809,"titles":4315,"content":4316,"level":499},"/support/portals/internal-portals#best-practices",[858],"Begin with essential collections and expand based on user feedback. Too many options can overwhelm users. Filter data to show only what's relevant - like active jobs or equipment needing attention. Give users the ability to complete common tasks like updating status or requesting resources. If users will access the portal on phones or tablets, test the experience on those devices. Ask users what works and what's missing, then refine the portal accordingly.",{"id":4318,"title":4319,"titles":4320,"content":4321,"level":499},"/support/portals/internal-portals#related-guides","Related Guides",[858],"Portal Views - configure table and catalogue displaysCustom Domains & Branding - personalise the portal appearanceExternal Portals - share data with clients and partnersAssign Roles & Permissions - control who can access portals Internal portals empower your team to access the data they need, when they need it - whether they're in the office, on-site, or on the move. If you need further assistance, our support team is here to help.",{"id":863,"title":862,"titles":4323,"content":4324,"level":1038},[],"Learn how to set up external portals to give clients, vendors, partners, volunteers, and other external users secure access to your Kinabase data. External portals let you share your Kinabase data with people outside your organisation - clients checking project status, vendors viewing orders, partners accessing shared resources, or volunteers seeing their assigned tasks. External users sign in with email verification codes, so they don't need a Kinabase account. Each user is matched to a record in your system, and they only see data relevant to them.",{"id":4326,"title":4327,"titles":4328,"content":4329,"level":499},"/support/portals/external-portals#when-to-use-external-portals","When to Use External Portals",[862],"External portals are ideal for: Let clients view project status, invoices, deliverables, and support tickets. Give suppliers visibility into orders, delivery schedules, and stock requirements. Share inventory, collaborative projects, or joint initiatives with business partners. Allow volunteers to view their assigned shifts, events, and responsibilities. Show donors the impact of their contributions and related project updates.",{"id":4331,"title":4332,"titles":4333,"content":4334,"level":499},"/support/portals/external-portals#how-external-portals-work","How External Portals Work",[862],"External portals use a different authentication approach than internal portals: User Collection - you designate a collection (e.g., \"Contacts\", \"Clients\") as the source of portal usersEmail Matching - each user is identified by their email address in a field you specifyEmail Verification - users sign in by entering their email and a verification code sent to themData Filtering - users see only records linked to their user record through relational filters This approach means external users: Don't need a Kinabase accountCan only access data associated with their recordAre automatically limited to relevant information",{"id":4336,"title":3486,"titles":4337,"content":4338,"level":499},"/support/portals/external-portals#prerequisites",[862],"Before creating an external portal, ensure you have:",{"id":4340,"title":4341,"titles":4342,"content":4343,"level":504},"/support/portals/external-portals#_1-a-user-collection","1. A User Collection",[862,3486],"You need a  containing records for each external user. This might be: A \"Contacts\" collection with client detailsA \"Vendors\" collection with supplier informationA \"Partners\" collection with partner organisationsA \"Volunteers\" collection with volunteer profiles",{"id":4345,"title":4346,"titles":4347,"content":4348,"level":504},"/support/portals/external-portals#_2-an-email-field","2. An Email Field",[862,3486],"The user collection must have an Email field containing each user's email address. This is how Kinabase identifies and authenticates users.",{"id":4350,"title":4351,"titles":4352,"content":4353,"level":504},"/support/portals/external-portals#_3-related-data","3. Related Data",[862,3486],"Your data collections should link to the user collection, so you can filter what each user sees. For example: Projects linked to a Client recordOrders linked to a Vendor recordTasks linked to a Volunteer record",{"id":4355,"title":4356,"titles":4357,"content":46,"level":499},"/support/portals/external-portals#creating-an-external-portal","Creating an External Portal",[862],{"id":4359,"title":4251,"titles":4360,"content":4253,"level":504},"/support/portals/external-portals#step-1-access-portal-settings",[862,4356],{"id":4362,"title":4256,"titles":4363,"content":4364,"level":504},"/support/portals/external-portals#step-2-configure-general-settings",[862,4356],"In the General tab, provide: Portal Name - a user-facing name (e.g., \"Client Portal\")Icon - choose an icon for the portalDescription - explain the portal's purpose (for administrators)Customer Support Email - where users can get helpCustomer Support Phone - optional support phone numberWebsite URL - optional link to your company website",{"id":4366,"title":4367,"titles":4368,"content":4369,"level":504},"/support/portals/external-portals#step-3-set-user-type-to-external","Step 3: Set User Type to External",[862,4356],"In the Users tab: Select External as the user typeOnce saved, the user type cannot be changed.Configure the User Data Source:User Collection - select the collection containing your external usersEmail Field - select the field containing user email addresses The user data source tells Kinabase where to find external users and how to identify them:User Collection: This is your contacts, clients, vendors, or similar collectionEmail Field: The email field in that collection used for authenticationWhen a user signs in with their email, Kinabase finds the matching record and uses it to determine what data they can see.",{"id":4371,"title":4266,"titles":4372,"content":4373,"level":504},"/support/portals/external-portals#step-4-add-navigation-items",[862,4356],"In the Structure pane, add the content users will see: Click Add item to create a navigation itemChoose the item type:\nCollection View - display records from a collectionReport - show a dashboardExternal Link - link to an external website Reference data collections cannot be used as portal structure items. Only standard collections appear in the collection picker. For each Collection View navigation item, you'll need to configure user-based filters — see the section below.",{"id":4375,"title":4271,"titles":4376,"content":4377,"level":504},"/support/portals/external-portals#step-4b-set-access-conditions-on-navigation-items",[862,4356],"Each navigation item can have access conditions that control who sees it in the sidebar. For Collection View and Report items, open the Access tab. For External Link items, the access settings appear directly in the editor. Choose who can see the item: Everyone - all portal users can see this navigation item (the default)Custom - define conditions using the condition builder Access controls let you show different pages to different users within a single portal. You must configure a user data source in the Users tab before you can set custom access conditions.",{"id":4379,"title":4380,"titles":4381,"content":4382,"level":504},"/support/portals/external-portals#step-5-configure-user-based-filters","Step 5: Configure User-Based Filters",[862,4356],"This is the crucial step that ensures users only see their own data. For each collection navigation item: Open the Filters configurationAdd a User-Based Filter (also called a relational filter):\nCollection Field - the field in this collection that links to user recordsUser Field - the corresponding field in the user collectionChoose to match on the Current Record to link to the logged-in user Example: For a client viewing their projects: Collection: ProjectsCollection Field: Client (a  linking to Contacts)User Field: The current user's recordResult: The client sees only projects where they are the linked client You can apply user-based filters at multiple levels:Collection level - the main filter for the navigation itemList level - filters for related lists within recordsField level - control visibility of specific fields based on conditionsThis allows sophisticated access control, such as:Clients see their projects, but only open tasks within those projectsVendors see orders, but only see cost fields after delivery",{"id":4384,"title":4385,"titles":4386,"content":4387,"level":504},"/support/portals/external-portals#step-6-configure-hosting","Step 6: Configure Hosting",[862,4356],"In the Hosting tab, choose your domain: Kinabase Hosting - a subdomain like client-portal.kinabase.cloudCustom Domain - your own domain like portal.yourcompany.com Read our Custom Domains & Branding guide for custom domain setup.",{"id":4389,"title":4390,"titles":4391,"content":4392,"level":504},"/support/portals/external-portals#step-7-set-up-emails","Step 7: Set Up Emails",[862,4356],"In the Emails tab, configure communication: Outbound Email Address - select the email address for portal communicationsEmail Templates - customise messages for:\nInvitation - sent when inviting new users to the portalSign In - sent when users request access codes Personalise these templates to match your brand voice and provide clear instructions.",{"id":4394,"title":4395,"titles":4396,"content":4397,"level":504},"/support/portals/external-portals#step-8-customise-display","Step 8: Customise Display",[862,4356],"In the Display tab: Display Messages - customise:Sign In - welcome message on the login pageSupport - how to get helpWelcome - greeting after logging inBrand Identity - select which brand to applyDesign Colours - set background colourHomepage - control what appears on the portal homepage:Show recently viewed records - toggle on or off to show or hide the Recently Viewed section on the homepage. Defaults to enabled. When enabled, the section only appears once a user has opened at least one record.",{"id":4399,"title":4400,"titles":4401,"content":4402,"level":504},"/support/portals/external-portals#step-9-configure-security-optional","Step 9: Configure Security (Optional)",[862,4356],"In the Security pane, you can enable an inactivity timeout to automatically sign out idle users. This is recommended for portals that handle sensitive data or are accessed on shared devices. Read our Portal Security guide for details on configuring inactivity timeouts.",{"id":4404,"title":4405,"titles":4406,"content":4407,"level":504},"/support/portals/external-portals#step-10-save-the-portal","Step 10: Save the Portal",[862,4356],"Click Save to create your portal.",{"id":4409,"title":4410,"titles":4411,"content":4412,"level":499},"/support/portals/external-portals#example-client-project-portal","Example: Client Project Portal",[862],"Here's a practical example of a portal for clients to view their projects:",{"id":4414,"title":3486,"titles":4415,"content":4416,"level":504},"/support/portals/external-portals#prerequisites-1",[862,4410],"A \"Clients\" collection with Name, Email, and other client detailsA \"Projects\" collection with a Client field (record field linking to Clients)A \"Tasks\" collection linked to Projects",{"id":4418,"title":4301,"titles":4419,"content":4420,"level":504},"/support/portals/external-portals#portal-configuration",[862,4410],"SettingValueNameClient PortalIconbriefcaseDescriptionClient access to project informationUser TypeExternalUser CollectionClientsEmail FieldEmail",{"id":4422,"title":4190,"titles":4423,"content":4424,"level":504},"/support/portals/external-portals#navigation-items",[862,4410],"My Projects (Collection)Data Source: ProjectsDisplay Type: TableUser-Based Filter: Client = Current UserVisible Fields: Project Name, Status, Start Date, Due Date, ProgressLists: Tasks (filtered by Status ≠ Completed)Documents (Collection)Data Source: Project DocumentsDisplay Type: CatalogueCatalogue Layout: CardsUser-Based Filter: Project.Client = Current UserVisible Fields: Document Name, Type, Upload DateContact Us (Link)URL: Your support page or contact form",{"id":4426,"title":4427,"titles":4428,"content":4429,"level":499},"/support/portals/external-portals#inviting-external-users","Inviting External Users",[862],"Once your portal is set up, you need to invite users:",{"id":4431,"title":4432,"titles":4433,"content":4434,"level":504},"/support/portals/external-portals#option-1-manual-invitation","Option 1: Manual Invitation",[862,4427],"Open the user collection (e.g., Clients)Open a recordNavigate to the Portal Access sectionClick Grant Access for the portalClick Send Invite to email the user",{"id":4436,"title":4437,"titles":4438,"content":4439,"level":504},"/support/portals/external-portals#option-2-bulk-invitation","Option 2: Bulk Invitation",[862,4427],"Select multiple records in the user collectionUse bulk actions to grant access and send invitations",{"id":4441,"title":4442,"titles":4443,"content":4444,"level":504},"/support/portals/external-portals#option-3-automated-invitation","Option 3: Automated Invitation",[862,4427],"Create an  that sends portal invitations when certain conditions are met - for example, when a client's first project is created. Read our Managing Portal Users guide for detailed instructions.",{"id":4446,"title":4447,"titles":4448,"content":4449,"level":499},"/support/portals/external-portals#tracking-user-access","Tracking User Access",[862],"For each user record, you can see: Access Status - whether access is granted, pending, or activeLast Accessed - when the user last signed inLast Invited - when the invitation was sent Access statuses include: No Portal Access - access has not been grantedAccess Granted - access enabled but invitation not sentInvited - invitation sent, awaiting first loginActive User - user has logged in at least once",{"id":4451,"title":1809,"titles":4452,"content":4453,"level":499},"/support/portals/external-portals#best-practices",[862],"Share what users need to see, not everything you have. Less is often more. Use the \"Preview as user\" feature to verify each user type sees only their data. Make invitation and sign-in emails clear, branded, and professional. Ensure users know how to get help if they encounter issues. A branded domain like portal.yourcompany.com builds trust with external users.",{"id":4455,"title":4319,"titles":4456,"content":4457,"level":499},"/support/portals/external-portals#related-guides",[862],"Portal Views - configure table and catalogue displaysCustom Domains & Branding - personalise the portalManaging Portal Users - control access and invitationsInternal Portals - portals for your own team External portals extend your Kinabase workspace beyond your organisation, providing clients, vendors, and partners with secure, controlled access to the information they need. If you need further assistance, our support team is here to help.",{"id":867,"title":866,"titles":4459,"content":4460,"level":1038},[],"Learn how to set up table and catalogue views, configure field visibility, and create named views for portal navigation items. When you add a  to a portal, you control exactly how that data appears to users. This guide covers the display options, field configuration, and view settings available for portal navigation items.",{"id":4462,"title":4463,"titles":4464,"content":4465,"level":499},"/support/portals/portal-views#display-types","Display Types",[866],"Each collection navigation item can use one of two display types:",{"id":4467,"title":4468,"titles":4469,"content":4470,"level":504},"/support/portals/portal-views#table-view","Table View",[866,4463],"Table view displays records in a familiar list format, similar to how collections appear in Kinabase. Records are shown as rows with fields as columns. Best for: Lists that users need to scan quicklyData with many fields where comparison is importantCollections with sorting and filtering needs",{"id":4472,"title":4473,"titles":4474,"content":4475,"level":504},"/support/portals/portal-views#catalogue-view","Catalogue View",[866,4463],"Catalogue view groups records into categories displayed on separate pages, with records shown as cards or tiles. Best for: Product or inventory cataloguesResource libraries or document collectionsVisual browsing where images are importantHierarchically organised data When using catalogue view, you can choose the Catalogue Layout: Cards - display records as visual card tiles with featured imagesTable - display records within categories as table lists",{"id":4477,"title":4478,"titles":4479,"content":4480,"level":499},"/support/portals/portal-views#configuring-a-collection-navigation-item","Configuring a Collection Navigation Item",[866],"To configure how a collection appears in your portal: Open your portal in Settings → PortalsGo to the Structure tabClick on an existing collection item or add a new oneConfigure the settings described below",{"id":4482,"title":3568,"titles":4483,"content":4484,"level":504},"/support/portals/portal-views#basic-settings",[866,4478],"Name - the label shown in portal navigationIcon - the icon displayed next to the nameData Source - the collection to displayDisplay Type - Table or Catalogue",{"id":4486,"title":4487,"titles":4488,"content":4489,"level":499},"/support/portals/portal-views#field-configuration","Field Configuration",[866],"Control which  appear and in what contexts:",{"id":4491,"title":4492,"titles":4493,"content":4494,"level":504},"/support/portals/portal-views#field-visibility","Field Visibility",[866,4487],"For each field, you can control visibility in three contexts: ContextDescriptionTable DisplayWhether the field appears as a column in the table/list viewRecord DetailsWhether the field appears when viewing a record's full detailsCSV ExportWhether the field is included when users export data to CSV",{"id":4496,"title":4497,"titles":4498,"content":4499,"level":504},"/support/portals/portal-views#conditional-visibility","Conditional Visibility",[866,4487],"You can set visibility rules using conditions. For example: Show a \"Cost\" field only to certain user typesDisplay \"Internal Notes\" only when a record is at a specific  stageHide sensitive fields based on field values To add conditional visibility: Click the visibility settings for a fieldAdd conditions using the formula builderThe field will only show when conditions are met",{"id":4501,"title":4502,"titles":4503,"content":4504,"level":504},"/support/portals/portal-views#field-order","Field Order",[866,4487],"Drag fields to reorder how they appear in the table or record details view. Place the most important fields first.",{"id":4506,"title":4507,"titles":4508,"content":4509,"level":499},"/support/portals/portal-views#filtering-records","Filtering Records",[866],"Control which  appear in the portal:",{"id":4511,"title":4512,"titles":4513,"content":4514,"level":504},"/support/portals/portal-views#static-filters","Static Filters",[866,4507],"Apply fixed conditions to limit displayed records: Status is \"Active\"Due Date is in the next 30 daysCategory is \"Published\" These filters apply to all users of the portal.",{"id":4516,"title":4517,"titles":4518,"content":4519,"level":504},"/support/portals/portal-views#user-based-filters-external-portals","User-Based Filters (External Portals)",[866,4507],"For external portals, use relational filters to show users only their own data: In the filter configuration, add a User-Based FilterSelect the field in this collection that links to user recordsSelect the corresponding field in the user collectionChoose to match on the current user's record Example: In a Projects collection, filter where \"Client\" equals the current user's record. See our External Portals guide for detailed user-based filter configuration.",{"id":4521,"title":4522,"titles":4523,"content":46,"level":499},"/support/portals/portal-views#sorting-grouping","Sorting & Grouping",[866],{"id":4525,"title":4526,"titles":4527,"content":4528,"level":504},"/support/portals/portal-views#sorting","Sorting",[866,4522],"Set default sort order for records: Select the Sort Field - the field to sort byChoose Sort Direction:\nAscending (A-Z, oldest first, lowest first)Descending (Z-A, newest first, highest first)",{"id":4530,"title":4531,"titles":4532,"content":4533,"level":504},"/support/portals/portal-views#grouping","Grouping",[866,4522],"Group records by a specific field: Select the Group By FieldFor date fields, choose Precision:\nDayMonthYearFor hierarchical grouping, configure additional options",{"id":4535,"title":4536,"titles":4537,"content":4538,"level":499},"/support/portals/portal-views#catalogue-view-configuration","Catalogue View Configuration",[866],"When using catalogue display, additional options become available:",{"id":4540,"title":4541,"titles":4542,"content":4543,"level":504},"/support/portals/portal-views#categorising-field","Categorising Field",[866,4536],"Select the field used to create categories. Records are grouped by unique values of this field.",{"id":4545,"title":4546,"titles":4547,"content":4548,"level":504},"/support/portals/portal-views#category-layout","Category Layout",[866,4536],"Choose how categories are displayed: Cards - visual tiles, ideal with imagesTable - list format within each category",{"id":4550,"title":4551,"titles":4552,"content":4553,"level":504},"/support/portals/portal-views#featured-image","Featured Image",[866,4536],"Select an image field to use as the featured image for: Individual record cardsCategory header images",{"id":4555,"title":4556,"titles":4557,"content":4558,"level":504},"/support/portals/portal-views#hierarchical-grouping","Hierarchical Grouping",[866,4536],"For nested category structures: Enable hierarchical groupingConfigure parent-child relationshipsSet sorting options for each level",{"id":4560,"title":4561,"titles":4562,"content":4563,"level":499},"/support/portals/portal-views#portal-views-named-views","Portal Views (Named Views)",[866],"Within a collection navigation item, you can create multiple Portal Views - named, filtered perspectives on the data:",{"id":4565,"title":4566,"titles":4567,"content":4568,"level":504},"/support/portals/portal-views#creating-portal-views","Creating Portal Views",[866,4561],"In the navigation item configuration, find Portal ViewsClick + Add ViewConfigure:\nName - the view label (e.g., \"Active Projects\", \"Overdue Tasks\")Icon - optional icon for the viewFilters - conditions specific to this viewSorting - sort order for this view",{"id":4570,"title":4571,"titles":4572,"content":4573,"level":504},"/support/portals/portal-views#using-portal-views","Using Portal Views",[866,4561],"When users access the collection in the portal, they can: Switch between available viewsEach view shows records matching its specific filtersViews help users find relevant data quickly Example views for a Tasks collection: \"All Tasks\" - no additional filters\"Overdue\" - Due Date is before today\"Completed\" - Status is \"Completed\"\"This Week\" - Due Date is within the current week",{"id":4575,"title":4576,"titles":4577,"content":4578,"level":499},"/support/portals/portal-views#lists-and-related-records","Lists and Related Records",[866],"Display related records within the record details view:",{"id":4580,"title":4581,"titles":4582,"content":4583,"level":504},"/support/portals/portal-views#lists","Lists",[866,4576],"Show child records from related collections: In the navigation item configuration, find ListsAdd a List:\nSelect the child collectionConfigure which fields are visibleApply filters if needed Example: Show Tasks as a list within Project records.",{"id":4585,"title":4586,"titles":4587,"content":4588,"level":504},"/support/portals/portal-views#associated-collections","Associated Collections",[866,4576],"Show records linked through  or : Add an Associated CollectionConfigure the relationship and display settings",{"id":4590,"title":4591,"titles":4592,"content":4593,"level":499},"/support/portals/portal-views#workflow-actions","Workflow Actions",[866],"Allow portal users to move records through  stages:",{"id":4595,"title":4596,"titles":4597,"content":4598,"level":504},"/support/portals/portal-views#enabling-stage-transitions","Enabling Stage Transitions",[866,4591],"In the navigation item configuration, find Workflow ActionsFor each stage transition, configure visibility:\nWhich transitions are available in the portalConditions for when transitions appear",{"id":4600,"title":4601,"titles":4602,"content":4603,"level":504},"/support/portals/portal-views#visibility-by-context","Visibility by Context",[866,4591],"Control where workflow action buttons appear: Table View - in the row actionsRecord Details - in the record header or actions area",{"id":4605,"title":4606,"titles":4607,"content":4608,"level":499},"/support/portals/portal-views#automations-forms","Automations & Forms",[866],"Make  and  available to portal users:",{"id":4610,"title":4611,"titles":4612,"content":4613,"level":504},"/support/portals/portal-views#available-automations","Available Automations",[866,4606],"In the navigation item configuration, find AutomationsSelect which forms/automations are available:\nForms appear as action buttonsUsers can trigger the automation and complete the form",{"id":4615,"title":4616,"titles":4617,"content":4618,"level":504},"/support/portals/portal-views#automation-visibility","Automation Visibility",[866,4606],"Forms respect their own visibility conditions, so you can: Show different forms to different user typesRequire specific field values before forms are availableLimit forms to specific workflow stages",{"id":4620,"title":1809,"titles":4621,"content":4622,"level":499},"/support/portals/portal-views#best-practices",[866],"Only show fields that users need. Too many columns make tables hard to read. Sort by the most relevant field - usually by priority, due date, or status. Use portal views to help users find what they need without complex filtering. If your data has images or natural categories, catalogue view provides better browsing. Use the \"Preview as user\" feature to see exactly what portal users will experience.",{"id":4624,"title":4319,"titles":4625,"content":4626,"level":499},"/support/portals/portal-views#related-guides",[866],"Internal Portals - set up portals for team membersExternal Portals - set up portals for clients and partnersCreating Views - general information about views in KinabaseCustom Domains & Branding - personalise the portal appearance Thoughtful view configuration makes portals intuitive and efficient for users. Take time to consider what information users need most and present it in the clearest way possible. If you need further assistance, our support team is here to help.",{"id":871,"title":870,"titles":4628,"content":4629,"level":1038},[],"Learn how to configure custom domains and apply your organisation's branding to Kinabase portals. Portals can be fully customised to reflect your organisation's identity. Use your own domain, apply your brand colours, and personalise the user experience so the portal feels like a natural extension of your business.",{"id":4631,"title":4632,"titles":4633,"content":4634,"level":499},"/support/portals/custom-domains-and-branding#hosting-options","Hosting Options",[870],"Every portal needs a web address where users access it. Kinabase offers two options:",{"id":4636,"title":4637,"titles":4638,"content":4639,"level":504},"/support/portals/custom-domains-and-branding#kinabase-hosting","Kinabase Hosting",[870,4632],"By default, your portal is hosted on a Kinabase subdomain: Format: your-portal-name.kinabase.cloudAutomatically configuredNo additional setup requiredSSL certificate included This option is quick to set up and works well for internal portals or initial testing.",{"id":4641,"title":4642,"titles":4643,"content":4644,"level":504},"/support/portals/custom-domains-and-branding#custom-domain","Custom Domain",[870,4632],"Use your own domain for a more professional appearance: Format: portal.yourcompany.com (or any subdomain you choose)Requires DNS configurationSSL certificate automatically provisionedBuilds trust with external users Custom domains are recommended for client-facing external portals.",{"id":4646,"title":4647,"titles":4648,"content":46,"level":499},"/support/portals/custom-domains-and-branding#setting-up-a-custom-domain","Setting Up a Custom Domain",[870],{"id":4650,"title":4651,"titles":4652,"content":4653,"level":504},"/support/portals/custom-domains-and-branding#step-1-choose-your-domain","Step 1: Choose Your Domain",[870,4647],"Decide on the subdomain you want to use, for example: portal.yourcompany.comclients.yourcompany.compartners.yourcompany.com You can use any subdomain of a domain you control.",{"id":4655,"title":4656,"titles":4657,"content":4658,"level":504},"/support/portals/custom-domains-and-branding#step-2-configure-dns","Step 2: Configure DNS",[870,4647],"Add a CNAME record in your domain's DNS settings: SettingValueTypeCNAMEHost/NameThe subdomain (e.g., portal)Target/Valueportal.kinabase.cloudTTL3600 seconds (or \"Automatic\") DNS is configured through your domain registrar or DNS provider. Common providers include:Cloudflare - DNS section in your domain dashboardGoDaddy - DNS Management in domain settingsNamecheap - Advanced DNS in domain managementGoogle Domains - DNS settings in your domainAWS Route 53 - Hosted zonesIf you're unsure, contact your IT team or domain administrator.",{"id":4660,"title":4661,"titles":4662,"content":4663,"level":504},"/support/portals/custom-domains-and-branding#step-3-configure-in-kinabase","Step 3: Configure in Kinabase",[870,4647],"Open your portal in Settings → PortalsGo to the Hosting tabSelect Custom DomainEnter your full custom domain (e.g., portal.yourcompany.com)Click Verify Domain",{"id":4665,"title":4666,"titles":4667,"content":4668,"level":504},"/support/portals/custom-domains-and-branding#step-4-wait-for-dns-propagation","Step 4: Wait for DNS Propagation",[870,4647],"DNS changes can take up to 24 hours to propagate globally, though they often complete within minutes. If verification fails: Wait 15-30 minutes and try againDouble-check your CNAME record is correctEnsure there are no conflicting A records for the same subdomain",{"id":4670,"title":4671,"titles":4672,"content":4673,"level":504},"/support/portals/custom-domains-and-branding#step-5-verification-complete","Step 5: Verification Complete",[870,4647],"Once verified: Your custom domain is activeAn SSL certificate is automatically provisionedUsers can access the portal at your custom domainYour subscription and invoicing will update accordingly",{"id":4675,"title":4676,"titles":4677,"content":4678,"level":499},"/support/portals/custom-domains-and-branding#branding-your-portal","Branding Your Portal",[870],"Make the portal visually match your organisation's identity.",{"id":4680,"title":4681,"titles":4682,"content":4683,"level":504},"/support/portals/custom-domains-and-branding#brand-identity","Brand Identity",[870,4676],"Apply one of your organisation's brands to the portal: Open your portal in Settings → PortalsGo to the Display tabUnder Brand Identity, select your brand The brand determines: Logo and visual identityFont family for headings and textColour palette for UI elements If you haven't set up brands, see our Set Up Your Organisation guide.",{"id":4685,"title":4686,"titles":4687,"content":4688,"level":504},"/support/portals/custom-domains-and-branding#design-colours","Design Colours",[870,4676],"Customise the portal's background colour: In the Display tab, find Design ColoursClick the colour picker to choose a background colourThe colour defaults to your brand palette if not specified This background colour appears behind the main portal content.",{"id":4690,"title":4691,"titles":4692,"content":4693,"level":504},"/support/portals/custom-domains-and-branding#managing-multiple-brands","Managing Multiple Brands",[870,4676],"If your organisation has multiple brands (e.g., different divisions or white-label services): Create brands in Settings → Brand GuideEach portal can use a different brandExternal portals can be fully white-labelled for different clients",{"id":4695,"title":4696,"titles":4697,"content":4698,"level":499},"/support/portals/custom-domains-and-branding#display-messages","Display Messages",[870],"Customise the text users see at key moments:",{"id":4700,"title":4701,"titles":4702,"content":4703,"level":504},"/support/portals/custom-domains-and-branding#sign-in-message","Sign-In Message",[870,4696],"Displayed on the login page: Heading - welcome title (e.g., \"Welcome to the Client Portal\")Instructions - guidance for signing in",{"id":4705,"title":4706,"titles":4707,"content":4708,"level":504},"/support/portals/custom-domains-and-branding#support-message","Support Message",[870,4696],"Information about getting help: Heading - support section titleInstructions - contact details, hours, or guidance",{"id":4710,"title":4711,"titles":4712,"content":4713,"level":504},"/support/portals/custom-domains-and-branding#welcome-message","Welcome Message",[870,4696],"Displayed after users sign in: Heading - greeting (e.g., \"Hello!\")Instructions - orientation or key information Each message supports rich text formatting, so you can include: Formatted text (bold, italic, lists)Links to resourcesContact information",{"id":4715,"title":4716,"titles":4717,"content":4718,"level":499},"/support/portals/custom-domains-and-branding#email-templates","Email Templates",[870],"Customise the emails sent to portal users:",{"id":4720,"title":4721,"titles":4722,"content":4723,"level":504},"/support/portals/custom-domains-and-branding#invitation-email","Invitation Email",[870,4716],"Sent when you invite a new user to the portal: Subject - email subject lineMessage - email body with invitation link",{"id":4725,"title":4726,"titles":4727,"content":4728,"level":504},"/support/portals/custom-domains-and-branding#sign-in-email","Sign-In Email",[870,4716],"Sent when users request a verification code: Subject - email subject lineMessage - email body with the verification code When customising email templates:Keep subject lines clear and recognisableInclude your organisation name so users know who the email is fromProvide context about what the portal is forInclude support contact informationTest emails by sending invitations to yourself",{"id":4730,"title":1809,"titles":4731,"content":4732,"level":499},"/support/portals/custom-domains-and-branding#best-practices",[870],"A branded domain builds trust. Clients expect to see your domain, not a third-party URL. Use the same brand identity as your website and other communications. Clear, friendly text helps users feel confident using the portal. Send yourself an invitation and go through the complete sign-in process. If your organisation rebrands, remember to update portal branding too.",{"id":4734,"title":1293,"titles":4735,"content":46,"level":499},"/support/portals/custom-domains-and-branding#troubleshooting",[870],{"id":4737,"title":4738,"titles":4739,"content":4740,"level":504},"/support/portals/custom-domains-and-branding#custom-domain-issues","Custom Domain Issues",[870,1293],"If domain verification fails:Check the CNAME record - ensure it points to portal.kinabase.cloudWait for propagation - DNS changes can take up to 24 hoursCheck for conflicts - remove any A records for the same subdomainVerify the domain - ensure you entered the exact domain in KinabaseUse a DNS checker tool to verify your CNAME record is visible. SSL certificates are provisioned automatically after domain verification. If you see certificate warnings:Wait a few minutes for the certificate to be issuedClear your browser cacheTry accessing the portal in an incognito/private window If a previously working domain stops:Check your DNS settings haven't changedVerify the domain is still verified in Kinabase portal settingsContact support if the issue persists",{"id":4742,"title":4743,"titles":4744,"content":4745,"level":504},"/support/portals/custom-domains-and-branding#branding-issues","Branding Issues",[870,1293],"If your logo doesn't appear:Check the brand is correctly configured in Settings → Brand GuideEnsure the logo image is uploaded and visibleVerify the portal is set to use the correct brand Slight colour variations can occur due to:Monitor calibration differencesBrowser renderingEnsure you're using the exact hex values from your brand guide.",{"id":4747,"title":4319,"titles":4748,"content":4749,"level":499},"/support/portals/custom-domains-and-branding#related-guides",[870],"Set Up Your Organisation - configure branding and logosInternal Portals - portals for team membersExternal Portals - portals for clients and partnersManaging Portal Users - invite and manage users A well-branded portal reinforces your professionalism and makes users feel they're in the right place. Take the time to configure these settings thoughtfully, and your portal will be a seamless extension of your brand. If you need further assistance, our support team is here to help.",{"id":875,"title":874,"titles":4751,"content":4752,"level":1038},[],"Learn how to grant portal access, send invitations, track user status, and manage access for both internal and external portal users. Once your portal is set up, you need to manage who can access it. This guide covers granting access, sending invitations, tracking user status, and revoking access when needed.",{"id":4754,"title":4755,"titles":4756,"content":4757,"level":499},"/support/portals/managing-portal-users#internal-portal-users","Internal Portal Users",[874],"For internal portals, access is controlled through Kinabase permissions:",{"id":4759,"title":4760,"titles":4761,"content":4762,"level":504},"/support/portals/managing-portal-users#granting-access","Granting Access",[874,4755],"Open your portal in Settings → PortalsGo to the Users tabConfigure access:\nEveryone - all users with Kinabase accounts can accessBy Role - only users with specific  can access",{"id":4764,"title":4765,"titles":4766,"content":4767,"level":504},"/support/portals/managing-portal-users#managing-by-role","Managing by Role",[874,4755],"When using \"By Role\" access: Select which roles can access the portalOnly users with those roles will see and access the portalAdd or remove roles as needed To change a user's access: Update their role in Settings → UsersOr adjust which roles have portal access See Assign Roles & Permissions for managing roles.",{"id":4769,"title":4770,"titles":4771,"content":4772,"level":499},"/support/portals/managing-portal-users#external-portal-users","External Portal Users",[874],"For external portals, each user is matched to a record in your user . Access is managed per record.",{"id":4774,"title":4775,"titles":4776,"content":4777,"level":504},"/support/portals/managing-portal-users#understanding-access-states","Understanding Access States",[874,4770],"Each user record has an access state for each portal: StatusDescription No Portal AccessAccess has not been granted Access GrantedAccess enabled but invitation not sent Pending AccessInvite sent, access not yet granted InvitedInvitation sent, awaiting first login Active UserUser has logged in at least once",{"id":4779,"title":4780,"titles":4781,"content":4782,"level":504},"/support/portals/managing-portal-users#viewing-portal-access","Viewing Portal Access",[874,4770],"To see a user's portal access status: Open a record in the user collection (e.g., a client record)Look for the Portal Access sectionView the status for each available portal You can also see: Last Accessed - when the user last signed into the portalLast Invited - when the invitation was last sent",{"id":4784,"title":4760,"titles":4785,"content":46,"level":499},"/support/portals/managing-portal-users#granting-access-1",[874],{"id":4787,"title":4788,"titles":4789,"content":4790,"level":504},"/support/portals/managing-portal-users#individual-records","Individual Records",[874,4760],"To grant access to a single user: Open the user's record in the user collectionFind the Portal Access sectionClick Grant Access for the relevant portal The user now has access but hasn't received an invitation.",{"id":4792,"title":4793,"titles":4794,"content":4795,"level":504},"/support/portals/managing-portal-users#bulk-access","Bulk Access",[874,4760],"To grant access to multiple users at once: Open the user collectionSelect multiple records using the checkboxesUse the bulk actions menuChoose Grant AccessSelect the portalConfirm the action",{"id":4797,"title":4798,"titles":4799,"content":4800,"level":499},"/support/portals/managing-portal-users#sending-invitations","Sending Invitations",[874],"After granting access, send an invitation so the user knows how to access the portal.",{"id":4802,"title":4803,"titles":4804,"content":4805,"level":504},"/support/portals/managing-portal-users#individual-invitations","Individual Invitations",[874,4798],"Open the user's recordFind the Portal Access sectionClick Send Invite for the portal The user receives an email with: A link to the portalInstructions for signing inYour customised invitation message",{"id":4807,"title":4808,"titles":4809,"content":4810,"level":504},"/support/portals/managing-portal-users#bulk-invitations","Bulk Invitations",[874,4798],"Select multiple records in the user collectionUse bulk actions to Send InviteSelect the portalConfirm the action",{"id":4812,"title":4813,"titles":4814,"content":4815,"level":504},"/support/portals/managing-portal-users#resending-invitations","Resending Invitations",[874,4798],"If a user didn't receive their invitation or needs a reminder: Open the user's recordClick Resend Invite (appears for users with \"Invited\" status)",{"id":4817,"title":4818,"titles":4819,"content":4820,"level":499},"/support/portals/managing-portal-users#automated-invitations","Automated Invitations",[874],"You can automate portal invitations using :",{"id":4822,"title":4823,"titles":4824,"content":4825,"level":504},"/support/portals/managing-portal-users#creating-an-automation","Creating an Automation",[874,4818],"Go to Settings → AutomationsCreate a new automationSet the trigger (e.g., when a client record is created)Add a Send Portal Invitation actionSelect the portalConfigure any conditions",{"id":4827,"title":4828,"titles":4829,"content":4830,"level":504},"/support/portals/managing-portal-users#example-automation","Example Automation",[874,4818],"Trigger: When a record is created in the Clients collection\nCondition: Status is \"Active\"\nAction: Send portal invitation for \"Client Portal\" This automatically invites new clients to the portal when they're set to active status.",{"id":4832,"title":4833,"titles":4834,"content":4835,"level":499},"/support/portals/managing-portal-users#revoking-access","Revoking Access",[874],"When a user should no longer have portal access:",{"id":4837,"title":4838,"titles":4839,"content":4840,"level":504},"/support/portals/managing-portal-users#individual-revocation","Individual Revocation",[874,4833],"Open the user's recordFind the Portal Access sectionClick Revoke Access The user immediately loses access to the portal.",{"id":4842,"title":4843,"titles":4844,"content":4845,"level":504},"/support/portals/managing-portal-users#what-happens-when-access-is-revoked","What Happens When Access is Revoked",[874,4833],"The user can no longer sign in to the portalAny active sessions are terminatedThe user's data in the portal is no longer accessibleAccess can be re-granted later if needed",{"id":4847,"title":4848,"titles":4849,"content":46,"level":499},"/support/portals/managing-portal-users#monitoring-portal-usage","Monitoring Portal Usage",[874],{"id":4851,"title":4852,"titles":4853,"content":4854,"level":504},"/support/portals/managing-portal-users#tracking-active-users","Tracking Active Users",[874,4848],"To see who's using your portal: Open the user collectionLook at the portal access status column\"Active User\" indicates users who have logged in",{"id":4856,"title":4857,"titles":4858,"content":4859,"level":504},"/support/portals/managing-portal-users#viewing-last-access","Viewing Last Access",[874,4848],"For each user record: Last Accessed shows when they last signed inThis helps identify inactive users or verify access",{"id":4861,"title":4862,"titles":4863,"content":4864,"level":504},"/support/portals/managing-portal-users#portal-access-reports","Portal Access Reports",[874,4848],"You can create  to monitor portal usage: Example: Active Portal Users Filter: Portal Access Status is \"Active User\"Sort: Last Accessed (descending) Example: Pending Invitations Filter: Portal Access Status is \"Invited\"Sort: Last Invited (ascending)Use: Follow up with users who haven't logged in",{"id":4866,"title":4867,"titles":4868,"content":46,"level":499},"/support/portals/managing-portal-users#troubleshooting-access-issues","Troubleshooting Access Issues",[874],{"id":4870,"title":4871,"titles":4872,"content":4873,"level":504},"/support/portals/managing-portal-users#user-cant-sign-in","User Can't Sign In",[874,4867],"If the user's email isn't recognised:Check the email in their user record matches exactly what they're enteringVerify access has been granted (not just \"Pending\")Ensure the user collection and email field are correctly configured in the portal If the verification code email doesn't arrive:Check spam/junk foldersVerify the email address is correctCheck the outbound email address is configured in portal settingsResend the invitation to trigger a new code If access is granted but login fails:Confirm the user is using the correct portal URLVerify they're entering the email that matches their recordCheck the portal's user collection and email field configurationTry revoking and re-granting access",{"id":4875,"title":4876,"titles":4877,"content":4878,"level":504},"/support/portals/managing-portal-users#user-cant-see-expected-data","User Can't See Expected Data",[874,4867],"If a user logs in but sees no data:Check the user-based filters are correctly configuredVerify records exist that link to the user's recordEnsure field visibility rules don't hide all contentUse \"Preview as user\" to see what the user sees If some records are missing:Review all filters applied to the navigation itemCheck portal views and their filter conditionsVerify the linking field correctly references the user's record",{"id":4880,"title":1809,"titles":4881,"content":4882,"level":499},"/support/portals/managing-portal-users#best-practices",[874],"Ensure access is granted before inviting, so users can log in immediately. When onboarding multiple users, use bulk actions to save time. Create views to track who has been invited but hasn't logged in yet. Set up automations to invite users automatically when conditions are met. When relationships end, remove portal access to maintain security. Let users know to expect an invitation email and provide support contact details.",{"id":4884,"title":4319,"titles":4885,"content":4886,"level":499},"/support/portals/managing-portal-users#related-guides",[874],"Internal Portals - set up portals for team membersExternal Portals - set up portals for clients and partnersCustom Domains & Branding - customise the portal appearanceAutomations - automate invitation workflowsAssign Roles & Permissions - manage user roles Effective user management ensures the right people have access to your portals at the right time. Regular monitoring and prompt action when access needs to change keeps your portals secure and valuable. If you need further assistance, our support team is here to help.",{"id":879,"title":878,"titles":4888,"content":4889,"level":1038},[],"Learn how to set inactivity timeouts on portals to automatically sign out idle users, protecting sensitive data on shared or unattended devices. can be configured with inactivity timeouts to automatically sign out idle users. This is especially important for portals that handle sensitive data or are accessed on shared devices.",{"id":4891,"title":4892,"titles":4893,"content":4894,"level":499},"/support/portals/portal-security#inactivity-timeouts","Inactivity Timeouts",[878],"When enabled, Kinabase tracks how long a portal user has been idle and automatically signs them out once the configured period elapses. The server enforces the timeout on every request, so it cannot be bypassed from the browser. By default, portal sessions expire after 14 days of inactivity. With inactivity timeouts enabled, you can shorten this to as little as 30 minutes.",{"id":4896,"title":4897,"titles":4898,"content":4899,"level":499},"/support/portals/portal-security#configuring-an-inactivity-timeout","Configuring an Inactivity Timeout",[878],"Open Settings and select PortalsOpen the portal you want to configureSelect the Security pane in the portal settings sidebarToggle Enable inactivity timeout to onChoose a Timeout duration from the dropdown — the default is 1 daySave your changes The new timeout applies to all future sign-ins for that portal. Existing sessions continue with the previous 14-day expiry until the user signs in again.",{"id":4901,"title":4902,"titles":4903,"content":4904,"level":504},"/support/portals/portal-security#available-timeout-durations","Available Timeout Durations",[878,4897],"Duration30 minutes1 hour2 hours4 hours8 hours1 day2 days1 week2 weeks4 weeks To return to the default 14-day session expiry, toggle Enable inactivity timeout off.",{"id":4906,"title":4907,"titles":4908,"content":4909,"level":499},"/support/portals/portal-security#what-portal-users-see","What Portal Users See",[878],"When a session is about to expire, a modal appears with the message \"Are you still there?\" and two options: Continue Session — resets the countdown so the user can keep workingSign Out — ends the session immediately If the user takes no action, they are signed out automatically and redirected to the portal sign-in page.",{"id":4911,"title":4912,"titles":4913,"content":4914,"level":504},"/support/portals/portal-security#multi-tab-behaviour","Multi-Tab Behaviour",[878,4907],"If a user has the portal open in multiple browser tabs, extending the session in one tab automatically refreshes the countdown in every other open tab. Users do not need to interact with each tab individually.",{"id":4916,"title":4917,"titles":4918,"content":4919,"level":499},"/support/portals/portal-security#who-can-configure-timeouts","Who Can Configure Timeouts",[878],"Only  with permission to edit portal settings can configure inactivity timeouts. Portal users (both internal and external) cannot change the timeout themselves.",{"id":4921,"title":4922,"titles":4923,"content":4924,"level":499},"/support/portals/portal-security#when-to-use-inactivity-timeouts","When to Use Inactivity Timeouts",[878],"Set short timeouts (30 minutes to 1 hour) on portals that expose financial, personal, or confidential information to satisfy audit and compliance requirements. Enable shift-length timeouts (4 to 8 hours) on portals used by warehouse staff, receptionists, or other users who share a terminal, so sessions are secured when staff walk away. Leave timeouts disabled for internal knowledge bases or low-sensitivity portals where convenience is more important than session control. Apply different timeout policies across portals — lock down high-risk portals while keeping others convenient.",{"id":4926,"title":4319,"titles":4927,"content":4928,"level":499},"/support/portals/portal-security#related-guides",[878],"Portals Overview — what portals are and how they workExternal Portals — set up portals for clients and partnersInternal Portals — set up portals for team membersManaging Portal Users — control access and invitations",{"id":884,"title":795,"titles":4930,"content":4931,"level":1038},[],"Learn about the data visualisation tools available in Kinabase including Leaderboards, Bubble Charts, Maps, Word Clouds, and Record Roulette. Kinabase provides a suite of data visualisation tools that help you explore, analyse, and present your  data in engaging ways. These tools are available from the collection list view and can be enabled or disabled per collection by administrators.",{"id":4933,"title":4934,"titles":4935,"content":4936,"level":499},"/support/tools#available-tools","Available Tools",[795],"Plot records with location data on an interactive world map. Ideal for understanding geographic distribution of your data. Visualise records as interactive bubbles, grouped and sized by your chosen fields. Great for spotting patterns and comparing data across categories. Display text data and categories as a visual cloud where word size indicates frequency. Perfect for identifying common themes and patterns. Visualise record relationships in an interactive mind map. Great for exploring connections and hierarchies in your data. Randomly select records with a fun spin animation. Useful for fair selection, gamification, or simply adding some fun to your workflow. Rank colleagues by a selected numeric field from your records. Display your top three colleagues on a podium. Useful for tracking performance, rankings, or priority.",{"id":4938,"title":4939,"titles":4940,"content":4941,"level":499},"/support/tools#enabling-tools","Enabling Tools",[795],"Tools must be enabled on each collection before they become available. To enable a tool: Open Collection ConfigurationClick the ⋯ (options menu) in the top-right of the collection viewSelect ConfigureNavigate to Tools Under the Display section, click ToolsEnable the Tools You NeedToggle on the tools you want to make availableConfigure any tool-specific settings using the cog icon Please note: Some tools require specific field types.For example, the Map tool requires at least one Location field, and the Bubble Chart requires either categorical or numeric fields.If a tool shows as 'Unavailable', it means your collection does not meet the requirements for that tool. Hover over to find out why.",{"id":4943,"title":4944,"titles":4945,"content":4946,"level":499},"/support/tools#using-tools","Using Tools",[795],"Once enabled, tools appear in the collection toolbar: Open a CollectionSelect the collection from the sidebarClick a Tool IconTool icons appear in the toolbar at the top of the collection listClick a tool icon to open it in the side paneInteract with the VisualisationEach tool provides its own controls and optionsClick records within the visualisation to view their detailsUse the Back button to return to the collection list",{"id":4948,"title":3588,"titles":4949,"content":4950,"level":499},"/support/tools#availability-by-collection",[795],"Not all tools are available for every collection. Availability depends on your field types: IconToolRequirementMapAt least one Location fieldBubble ChartCategorical fields (Stage, Option, Boolean, Record)  or Numeric fieldsWord CloudText, Option, Multi-Option, Record, or Multi-Record fieldsMind MapAt least one self-referencing record field.Record RouletteAlways available (must be enabled in settings)LeaderboardRequires a colleague field and at least one numeric field If a tool is unavailable for your collection, it will show as 'Unavailable' in the Data Visualisation Tools settings with an explanation of what's required.",{"id":4952,"title":1809,"titles":4953,"content":4954,"level":499},"/support/tools#best-practices",[795],"Enable only what you need: Keep the toolbar uncluttered by enabling only the tools your team will actually useConsider your data: Choose tools that match your data types - Map for locations, Word Cloud for text, Bubble Chart for categories and numbersCustomise settings: Take time to configure tool settings for the best visualisation of your specific data Read our Reporting and Creating Charts guides for more ways to visualise your data. Using Kinabase's data visualisation tools helps you explore your data in interactive, visual ways – whether you're plotting locations on a map, identifying patterns in bubble charts, spotting common themes in word clouds, or adding some fun with record roulette. For more help or to report issues, contact your System Admin or contact our Support Team.",{"id":890,"title":889,"titles":4956,"content":4957,"level":1038},[],"Learn how to use the Map tool to visualise records containing location data on an interactive world map. The Map tool plots  with location data on an interactive world map. Ideal for seeing where your data is geographically distributed, and explore records by clicking on map markers.",{"id":4959,"title":4960,"titles":4961,"content":4962,"level":499},"/support/tools/map#what-is-the-map-tool","What is the  Map Tool?",[889],"The Map tool displays records containing location data as pins on a world map. Nearby records are automatically clustered together, and you can zoom, pan, and click markers to explore your data geographically. Geographic insights: See where your customers, assets, or activities are locatedDistribution analysis: Understand how records are spread across regionsLocation-based planning: Identify clusters or gaps in geographic coverageInteractive exploration: Click markers to view record details without leaving the map",{"id":4964,"title":3486,"titles":4965,"content":4966,"level":499},"/support/tools/map#prerequisites",[889],"To use the Map tool, your  must have at least one Location . Location fields store address information including coordinates (latitude and longitude). If you don't see the Map icon in your toolbar, your collection may not have a Location field. Add one through Collection Configuration → Fields.",{"id":4968,"title":4969,"titles":4970,"content":46,"level":499},"/support/tools/map#using-the-map-view","Using the Map View",[889],{"id":4972,"title":4973,"titles":4974,"content":4975,"level":504},"/support/tools/map#_1-open-the-map","1. Open the Map",[889,4969],"From your collection, click the globe icon  in the toolbar to open the Map in the side pane.Remember - this will only appear if your collection has a location field.",{"id":4977,"title":4978,"titles":4979,"content":4980,"level":504},"/support/tools/map#_2-view-your-data","2. View Your Data",[889,4969],"Records with valid location data appear as markers on the map: Individual markers: Single records shown as pin iconsClusters: Groups of nearby records shown as circles with a count",{"id":4982,"title":4983,"titles":4984,"content":4985,"level":504},"/support/tools/map#_3-navigate-the-map","3. Navigate the Map",[889,4969],"Zoom in/out: Use the magnifying glass zoom controls or scroll to adjust the viewPan: Click and drag to move around the mapGlobe view: The map displays as an interactive globe that you can rotate",{"id":4987,"title":4988,"titles":4989,"content":4990,"level":504},"/support/tools/map#_4-interact-with-markers","4. Interact with Markers",[889,4969],"Hover over a marker to see a tooltip with the record's primary field and locationClick a marker to select the record and view its full detailsClick clusters to zoom in and see individual markers",{"id":4992,"title":4993,"titles":4994,"content":4995,"level":504},"/support/tools/map#_5-switch-location-fields","5. Switch Location Fields",[889,4969],"If your collection has multiple Location fields, use the dropdown in the toolbar to switch between them. For example, you might have \"Office Address\" and \"Home Address\" fields.",{"id":4997,"title":4998,"titles":4999,"content":5000,"level":499},"/support/tools/map#zoom-options","Zoom Options",[889],"Use the zoom menu (magnifying glass icon) for quick navigation: Zoom in: Magnify the current viewZoom out: See a wider areaZoom to fit: Automatically adjust the view to show all mapped records",{"id":5002,"title":5003,"titles":5004,"content":5005,"level":499},"/support/tools/map#what-data-can-be-mapped","What Data Can Be Mapped?",[889],"The Map tool displays records from fields that contain geographic coordinates:",{"id":5007,"title":1987,"titles":5008,"content":5009,"level":1416},"/support/tools/map#location-fields",[889,5003],"Standard Location fields that include: Address lines (line1, line2)City, county, countryPostcodeLatitude and longitude (required for mapping)",{"id":5011,"title":669,"titles":5012,"content":5013,"level":1416},"/support/tools/map#lookup-fields",[889,5003],"Lookup fields that reference Location fields in related collections. Records without latitude and longitude values will not appear on the map.   Ensure your location data includes coordinates for accurate mapping.\nIf needed, there are various free online geocoding tools available that can convert addresses into latitude and longitude coordinates.",{"id":5015,"title":5016,"titles":5017,"content":5018,"level":499},"/support/tools/map#example-uses","Example Uses",[889],"Map view is perfect for:Customer mapping: See where your customers are located and identify geographic clustersAsset tracking: Map equipment, vehicles, or property locationsEvent planning: Visualise venue locations for events or meetingsSales territories: Understand coverage across regionsSupplier network: Map supplier locations for logistics planningSite management: Track project sites or office locations",{"id":5020,"title":5021,"titles":5022,"content":5023,"level":499},"/support/tools/map#enabling-the-map-tool","Enabling the Map Tool",[889],"If you don't see the Map icon in your toolbar: Open Collection Configuration (click ⋯ → Configure)Navigate to Features → Data Visualisation ToolsToggle on Map The Map tool is only available for collections with at least one Location field containing coordinate data.",{"id":5025,"title":1160,"titles":5026,"content":5027,"level":499},"/support/tools/map#tips",[889],"Filters apply: The Map respects your current view filters, so you can map subsets of your dataClustering: Markers automatically cluster when zoomed out, making it easier to see distribution patternsMissing coordinates: If records don't appear on the map, check that their Location fields have latitude and longitude valuesMultiple locations: Use the field selector to switch between different Location fields in the same collection Read our guide on Data Visualisation Tools to learn about other ways to explore your collection data. Using Kinabase's Map View tool helps you explore your data in interactive, visual ways - grounding your data in the real world and uncovering geographic insights that can inform your decisions and strategies. For more help or to report issues, contact your System Admin or contact our Support Team.",{"id":894,"title":893,"titles":5029,"content":5030,"level":1038},[],"Learn how to use the Bubble Chart tool to display records as interactive bubbles, grouped and sized by your chosen fields. The Bubble Chart  tool displays  as interactive bubbles on a canvas. Each bubble represents a record, and you can control how bubbles are grouped, coloured, and sized based on your data.",{"id":5032,"title":5033,"titles":5034,"content":5035,"level":499},"/support/tools/bubble-chart#what-is-a-bubble-chart","What is a Bubble Chart  ?",[893],"A Bubble Chart provides a visual overview of your  data, where each record becomes a draggable bubble. Bubbles are automatically arranged into groups, making it easy to spot patterns and compare data across categories. See the big picture: Understand how records are distributed across categoriesSpot outliers: Large or isolated bubbles stand out, helping you identify exceptionsCompare groups: Quickly see which categories have more records or higher valuesInteractive exploration: Drag bubbles and hover for details without switching views",{"id":5037,"title":3486,"titles":5038,"content":3502,"level":504},"/support/tools/bubble-chart#prerequisites",[893,5033],{"id":5040,"title":5041,"titles":5042,"content":46,"level":499},"/support/tools/bubble-chart#using-the-bubble-chart","Using the Bubble Chart",[893],{"id":5044,"title":5045,"titles":5046,"content":5047,"level":504},"/support/tools/bubble-chart#_1-open-the-bubble-chart","1. Open the Bubble Chart",[893,5041],"From your collection, click the bubble chart icon  in the toolbar to open the Bubble Chart in the side pane.",{"id":5049,"title":5050,"titles":5051,"content":5052,"level":504},"/support/tools/bubble-chart#_2-configure-the-display","2. Configure the Display",[893,5041],"Use the toolbar dropdowns to control how bubbles are displayed:",{"id":5054,"title":5055,"titles":5056,"content":5057,"level":1416},"/support/tools/bubble-chart#group","Group",[893,5041,5050],"Select a categorical field to group bubbles. Records with the same value will cluster together horizontally. Groups are labelled on the left side of the chart. Off: All records appear in a single group labelled \"All Collection Name\"Available fields: Stage fields, Boolean fields, Option fields, Record fields",{"id":5059,"title":5060,"titles":5061,"content":5062,"level":1416},"/support/tools/bubble-chart#colour","Colour",[893,5041,5050],"Apply a secondary visual dimension by colouring bubbles based on your selected categorical field: Off: Bubbles use their group's colourAvailable fields: Option fields, Stage fields, Boolean fields, Record fields",{"id":5064,"title":5065,"titles":5066,"content":5067,"level":1416},"/support/tools/bubble-chart#size","Size",[893,5041,5050],"Control the size of each bubble based on your selected numeric field: Off: All bubbles display at the same sizeAvailable fields: Number fields, Probability fields, Rating fields",{"id":5069,"title":5070,"titles":5071,"content":5072,"level":504},"/support/tools/bubble-chart#_3-interact-with-bubbles","3. Interact with Bubbles",[893,5041],"Hover over a bubble to see a tooltip with record detailsClick a bubble to open the record's detail paneDrag bubbles to rearrange them on the canvas",{"id":5074,"title":5075,"titles":5076,"content":5077,"level":504},"/support/tools/bubble-chart#_4-view-statistics","4. View Statistics",[893,5041],"Each group displays statistics on the right side: Count: Number of records in the groupSum: Total of the Size field values (when applicable)Avg: Average of the Size field values",{"id":5079,"title":5080,"titles":5081,"content":46,"level":499},"/support/tools/bubble-chart#supported-field-types","Supported Field Types",[893],{"id":5083,"title":5084,"titles":5085,"content":5086,"level":504},"/support/tools/bubble-chart#grouping-and-colour-fields","Grouping and Colour Fields",[893,5080],"Option fields: Single-select dropdown optionsStage fields: Workflow stagesBoolean fields: Yes/No or True/False valuesRecord fields: Linked records from other collections",{"id":5088,"title":5089,"titles":5090,"content":5091,"level":504},"/support/tools/bubble-chart#size-fields-numeric","Size Fields (Numeric)",[893,5080],"Number fields: Any numeric valueProbability fields: Percentage valuesRating fields: Star ratings or numeric scores",{"id":5093,"title":5016,"titles":5094,"content":5095,"level":499},"/support/tools/bubble-chart#example-uses",[893],"Sales pipeline: Group deals by stage, size by value, colour by probabilityProject portfolio: Group projects by status, size by budget, colour by priorityAsset management: Group equipment by type, size by value, colour by conditionTeam workload: Group tasks by assignee, size by estimated hours, colour by priorityCustomer analysis: Group accounts by region, size by revenue, colour by industryBubble charts are great for:Spotting outliers or big differences at a glanceSeeing both quantity (bubble size) and category (grouping) simultaneouslyIdentifying patterns across multiple dimensions of your dataQuick visual comparisons without creating formal reports",{"id":5097,"title":5098,"titles":5099,"content":5100,"level":499},"/support/tools/bubble-chart#download-options","Download Options",[893],"Export your Bubble Chart for presentations or reports: Click the Download dropdown in the toolbarChoose your format:\nas SVG: Vector format, ideal for editing or high-quality printas PNG: Raster format, suitable for presentations and documents",{"id":5102,"title":1160,"titles":5103,"content":5104,"level":499},"/support/tools/bubble-chart#tips",[893],"Filters apply: The Bubble Chart respects your current view filters, so you can visualise subsets of your dataRecord limit: For optimal performance, the Bubble Chart works best with up to 500 recordsBubble scaling: Bubble sizes automatically adjust based on the number of records displayedGroup ordering: Groups appear in the order defined by your field options (e.g., workflow stage order)",{"id":5106,"title":5107,"titles":5108,"content":5109,"level":499},"/support/tools/bubble-chart#enabling-the-bubble-chart","Enabling the Bubble Chart",[893],"If you don't see the Bubble Chart icon in your toolbar: Open Collection Configuration (click ⋯ → Configure)Navigate to Features → ToolsToggle on Bubble Chart The Bubble Chart requires your collection to have at least one categorical field (Option, Stage, Boolean, or Record) or one numeric field. Using Kinabase's Bubble Chart tool helps you explore your data in interactive, visual ways - seeing both quantity (bubble size) and category (grouping) simultaneously, and identifying patterns across multiple dimensions of your data. Read our guide on Data Visualisation Tools to learn about other ways to explore your collection data. For more help or to report issues, contact your System Admin or contact our Support Team.",{"id":898,"title":897,"titles":5111,"content":5112,"level":1038},[],"Learn how to use the Word Cloud tool to display text frequency and categorical data as an engaging visual representation. The Word Cloud tool visualises text data and categorical information as a cloud of words, where word size indicates frequency. Words that appear more often are displayed larger than less common words.",{"id":5114,"title":5115,"titles":5116,"content":5117,"level":499},"/support/tools/word-cloud#what-is-a-word-cloud","What is a Word Cloud?",[897],"A Word Cloud extracts words from your  data and displays them in a visual arrangement. The more frequently a word or category appears, the larger it's shown in the cloud. Spot trends: Quickly identify the most common themes in your dataAnalyse feedback: See which words appear most in customer comments or reviewsUnderstand distributions: Visualise how categories or options are distributed across recordsPresent insights: Create engaging visual summaries for reports or presentations",{"id":5119,"title":3486,"titles":5120,"content":3516,"level":504},"/support/tools/word-cloud#prerequisites",[897,5115],{"id":5122,"title":3519,"titles":5123,"content":3521,"level":504},"/support/tools/word-cloud#enabling-word-cloud",[897,5115],{"id":5125,"title":5126,"titles":5127,"content":46,"level":499},"/support/tools/word-cloud#using-the-word-cloud","Using the Word Cloud",[897],{"id":5129,"title":5130,"titles":5131,"content":5132,"level":504},"/support/tools/word-cloud#_1-open-the-word-cloud","1. Open the Word Cloud",[897,5126],"From your collection, click the cloud icon  in the toolbar at the top of your collection,to open the Word Cloud in the side pane.",{"id":5134,"title":5135,"titles":5136,"content":5137,"level":504},"/support/tools/word-cloud#_2-select-a-field","2. Select a Field",[897,5126],"Use the settings menu  in the toolbar to choose which field to visualise: For text fields: Individual words are extracted and counted (common words like 'the', 'and', etc. are automatically filtered out)For option/record fields: Each option or linked record label becomes a word, sized by how often it appears",{"id":5139,"title":5140,"titles":5141,"content":5142,"level":504},"/support/tools/word-cloud#_3-interact-with-words","3. Interact with Words",[897,5126],"Hover over words to see tooltips showing the word and its countClick on a word to interact with it",{"id":5144,"title":5145,"titles":5146,"content":5147,"level":504},"/support/tools/word-cloud#_4-customise-the-display","4. Customise the Display",[897,5126],"When viewing your Word Cloud, use the toolbar settings (cog icon) to adjust how the Word Cloud appears. You can define the: Rotation,FontLayout, andColours More details on these settings can be found in the next section.",{"id":5149,"title":5080,"titles":5150,"content":5151,"level":499},"/support/tools/word-cloud#supported-field-types",[897],"The Word Cloud can visualise data from various field types:",{"id":5153,"title":1967,"titles":5154,"content":5155,"level":1416},"/support/tools/word-cloud#text-fields",[897,5080],"String fields: Words are extracted from free-form textRich Text fields: Words are extracted from formatted text contentComputed String fields: Words from dynamically calculated text values",{"id":5157,"title":5158,"titles":5159,"content":5160,"level":1416},"/support/tools/word-cloud#categorical-fields","Categorical Fields",[897,5080],"Option fields: Each option label is counted as a categoryMulti-Option fields: Each selected option is counted individuallyRecord fields: Labels of linked records are usedMulti-Record fields: Labels of all linked records are counted Words shorter than 3 characters and common words (like \"the\", \"and\", \"is\") are automatically filtered out.",{"id":5162,"title":5163,"titles":5164,"content":5165,"level":499},"/support/tools/word-cloud#display-settings","Display Settings",[897],"Access display settings through the cog icon in the toolbar:",{"id":5167,"title":5168,"titles":5169,"content":5170,"level":504},"/support/tools/word-cloud#rotation","Rotation",[897,5163],"Control how words are oriented in the cloud: No rotation: All words displayed horizontally (0°)Vertical (90°): All words rotated verticallyMixed (0° and 90°): Words randomly horizontal or vertical (default)Angled (-60° to 60°): Words at random angles for a more dynamic look",{"id":5172,"title":5173,"titles":5174,"content":5175,"level":504},"/support/tools/word-cloud#font","Font",[897,5163],"Choose the typeface for the word cloud: System (Sans-serif): Clean, modern look (default)Serif: Traditional, formal appearanceMonospace: Technical, code-like styleImpact: Bold, attention-grabbing text (displayed in uppercase)",{"id":5177,"title":5178,"titles":5179,"content":5180,"level":504},"/support/tools/word-cloud#layout","Layout",[897,5163],"Select how words are arranged: Spiral: Words arranged in a spiral pattern from the centre (default)Rectangular: Words arranged in a more structured rectangular pattern",{"id":5182,"title":5183,"titles":5184,"content":5185,"level":504},"/support/tools/word-cloud#colours","Colours",[897,5163],"Choose a colour scheme for the words: Rainbow: Full spectrum of colours (default)Cool (Blues & Greens): Calming blue and green tonesWarm (Reds & Oranges): Energetic red, orange, and yellow tonesMonochrome: Shades of grey for a subtle look",{"id":5187,"title":5188,"titles":5189,"content":5190,"level":499},"/support/tools/word-cloud#configuring-word-cloud-default-settings","Configuring Word Cloud Default Settings",[897],"Administrators can configure default settings for each collection: Open Collection Configuration (click ⋯ → Configure)Navigate to Features → ToolsFind Word Cloud and click the cog icon to open settings From here you can set your default options: Default display criteria for rotation, font, layout and colour schemeDefault field to visualise when opening the Word CloudMaximum Words: Set the maximum number of words to display (10-500). The default is 100 words. Only the most frequent words up to this limit will be shown.",{"id":5192,"title":5016,"titles":5193,"content":5194,"level":499},"/support/tools/word-cloud#example-uses",[897],"Customer feedback analysis: Visualise common themes in support tickets or reviewsSurvey responses: See which answers or comments appear most frequentlyTag analysis: Understand how tags or categories are distributed across recordsContent analysis: Identify key topics in articles, notes, or descriptionsSkills mapping: Visualise the most common skills across a team or candidate pool",{"id":5196,"title":1160,"titles":5197,"content":5198,"level":499},"/support/tools/word-cloud#tips",[897],"Choose the right field: Text fields give you word-level analysis, while Option fields give you category-level countsFilters apply: The Word Cloud respects your current view filters, so you can analyse subsets of your dataEmpty states: If the selected field contains no text data, the Word Cloud will display a message indicating no data is available Using Kinabase's Word Cloud tool helps you explore your data in interactive, visual ways - spotting trends, analysing feedback, and understanding distributions at a glance. Read our guide on Data Visualisation Tools to learn about other ways to explore your collection data. For more help or to report issues, contact your System Admin or contact our Support Team.",{"id":902,"title":901,"titles":5200,"content":5201,"level":1038},[],"Learn how to use the Word Cloud tool to display text frequency and categorical data as an engaging visual representation. The Mind Map tool visualises record relationships in an interactive mind map, where records are connected based on their relationships. This tool is ideal for exploring hierarchical data and understanding how records are interconnected.",{"id":5203,"title":5204,"titles":5205,"content":5206,"level":499},"/support/tools/mind-map#what-is-a-mind-map","What is a Mind Map?",[901],"A Mind Map extracts data from your  data and visualises record relationships in an interactive mind map. Mind Maps are perfect for:Visualising hierarchical relationships between recordsExploring parent-child relationships in dataUnderstanding complex structures at a glanceNavigating large datasets with interconnected records",{"id":5208,"title":3486,"titles":5209,"content":3540,"level":504},"/support/tools/mind-map#prerequisites",[901,5204],{"id":5211,"title":3543,"titles":5212,"content":3545,"level":504},"/support/tools/mind-map#enabling-mind-map",[901,5204],{"id":5214,"title":3548,"titles":5215,"content":46,"level":499},"/support/tools/mind-map#using-the-mind-map",[901],{"id":5217,"title":5218,"titles":5219,"content":5220,"level":504},"/support/tools/mind-map#_1-open-mind-map","1. Open Mind Map",[901,3548],"On your collection, at the top of the screen you should now see a Mind-Map icon .\nClick this to open your Mind Map",{"id":5222,"title":5223,"titles":5224,"content":5225,"level":504},"/support/tools/mind-map#_2-interact-with-your-mind-map","2. Interact with your Mind Map",[901,3548],"Click on any node to open the recordUse the + & - buttons to zoom in and outDrag the surface to pan aroundClick the 'Fit to screen' button to automatically adjust the zoom and position to fit all nodes in view",{"id":5227,"title":5228,"titles":5229,"content":5230,"level":504},"/support/tools/mind-map#_3-export-your-mind-map","3. Export Your Mind Map",[901,3548],"Use the download menu in the toolbar to export your mind map as: SVG – Vector format, ideal for resizingPNG – Image format, perfect for presentations",{"id":5232,"title":5016,"titles":5233,"content":5234,"level":499},"/support/tools/mind-map#example-uses",[901],"Organisation charts: Show reporting lines and team hierarchiesProject planning: Map tasks, milestones, and linked dependenciesProduct architecture: Visualise how components or services connectKnowledge mapping: Link related topics, documents, and concepts",{"id":5236,"title":1160,"titles":5237,"content":5238,"level":499},"/support/tools/mind-map#tips",[901],"Use a clear relationship field: Mind Maps work best when your self-referencing record field represents a clear parent-child or dependency structureFilters apply: The Mind Map respects your current view filters, so you can focus on specific branches or subsets of recordsEmpty states: If no records (or no valid relationships) match the current view, the Mind Map will show an empty-state message Using Kinabase's Mind Map tool helps you explore your data in interactive, visual ways - spotting connections and understanding structures at a glance. Read our guide on Data Visualisation Tools to learn about other ways to explore your collection data. For more help or to report issues, contact your System Admin or contact our Support Team.",{"id":906,"title":905,"titles":5240,"content":5241,"level":1038},[],"Learn how to use Record Roulette to randomly pick records from your collection with an engaging spin wheel experience. Record Roulette is a fun, gamified tool that randomly selects one or more  from your  with an engaging spin animation.",{"id":5243,"title":5244,"titles":5245,"content":5246,"level":499},"/support/tools/record-roulette#what-is-record-roulette","What is Record Roulette  ?",[905],"Record Roulette adds an element of chance and fun to your workflow. When you click the spin button, the tool randomly picks records from your collection after displaying an animated spinning wheel. Fair selection: Randomly assign tasks, leads, or items to team membersGamification: Add fun to meetings, training, or team activitiesDecision making: When you can't decide, let chance choose for youQuality assurance: Randomly sample records for review or audit",{"id":5248,"title":3558,"titles":5249,"content":3560,"level":504},"/support/tools/record-roulette#enabling-record-roulette",[905,5244],{"id":5251,"title":3563,"titles":5252,"content":5253,"level":499},"/support/tools/record-roulette#configuring-record-roulette",[905],"Administrators can customise Record Roulette for each collection:",{"id":5255,"title":5256,"titles":5257,"content":5258,"level":504},"/support/tools/record-roulette#accessing-settings","Accessing Settings",[905,3563],"Open Collection Configuration (click ⋯ → Configure)Navigate to Features → ToolsFind Record Roulette and click the cog icon to open settings",{"id":5260,"title":5261,"titles":5262,"content":46,"level":504},"/support/tools/record-roulette#available-settings","Available Settings",[905,3563],{"id":5264,"title":5265,"titles":5266,"content":5267,"level":1416},"/support/tools/record-roulette#number-of-records-to-pick","Number of Records to Pick",[905,3563,5261],"Choose how many records to randomly select with each spin (1-10 records).",{"id":5269,"title":5270,"titles":5271,"content":5272,"level":1416},"/support/tools/record-roulette#title","Title",[905,3563,5261],"Customise the heading displayed above the spin button (maximum 50 characters). Leave blank to use the default \"Record Roulette\".",{"id":5274,"title":5275,"titles":5276,"content":5277,"level":1416},"/support/tools/record-roulette#tagline","Tagline",[905,3563,5261],"Customise the descriptive text below the title (maximum 100 characters). The default tagline adapts based on your collection name and selection count.",{"id":5279,"title":3578,"titles":5280,"content":5281,"level":1416},"/support/tools/record-roulette#feature-cards",[905,3563,5261],"Add up to 3 feature cards to display information below the spin button: Icon: Choose an icon for the cardTitle: A short heading (maximum 30 characters)Description: Explanatory text (maximum 100 characters) Feature cards are useful for explaining the purpose of Record Roulette in your specific context, such as \"Winner gets first pick of tasks\" or \"Selected for quality review\".",{"id":5283,"title":3583,"titles":5284,"content":46,"level":499},"/support/tools/record-roulette#using-record-roulette",[905],{"id":5286,"title":5287,"titles":5288,"content":5289,"level":504},"/support/tools/record-roulette#_1-open-record-roulette","1. Open Record Roulette",[905,3583],"From your collection, click the dice icon in the toolbar to open Record Roulette in the side pane.",{"id":5291,"title":5292,"titles":5293,"content":5294,"level":504},"/support/tools/record-roulette#_2-spin-the-wheel","2. Spin the Wheel",[905,3583],"Click the large SPIN button in the centre of the screen. The wheel will spin for a few seconds before revealing your randomly selected record(s).",{"id":5296,"title":5297,"titles":5298,"content":5299,"level":504},"/support/tools/record-roulette#_3-view-the-results","3. View the Results",[905,3583],"After the spin completes, you'll see the message \"You've picked...\" followed by the selected record(s). Click on any result to view the full record details.",{"id":5301,"title":5302,"titles":5303,"content":5304,"level":504},"/support/tools/record-roulette#_4-spin-again","4. Spin Again",[905,3583],"To make another random selection, click the Spin again button in the toolbar.",{"id":5306,"title":5016,"titles":5307,"content":5308,"level":499},"/support/tools/record-roulette#example-uses",[905],"Lead distribution: Fairly assign incoming leads to sales team membersCode review: Randomly select commits or pull requests for detailed reviewTraining exercises: Pick random scenarios or case studies for discussionPrize draws: Select winners from a collection of participantsMeeting icebreakers: Randomly choose who presents first or answers a questionQuality sampling: Select random products or records for quality checks",{"id":5310,"title":1160,"titles":5311,"content":5312,"level":499},"/support/tools/record-roulette#tips",[905],"Filters apply: Record Roulette respects your current view filters, so you can narrow down the pool of records before spinningEmpty states: If no records match your current filters, Record Roulette will display a message indicating no records are availableMultiple picks: When selecting multiple records, each result is shown as a separate card Using Kinabase's Record Roulette tool helps you interact with your data in a fun, engaging way - adding an element of chance to your workflows and decision-making processes. Read our guide on Data Visualisation Tools to learn about other ways to explore your collection data. For more help or to report issues, contact your System Admin or contact our Support Team.",{"id":910,"title":909,"titles":5314,"content":5315,"level":1038},[],"Learn how to use the Leaderboard tool to rank colleagues by a selected numeric field and highlight top performers on a podium. Leaderboard ranks colleagues from your  using a selected numeric field from your records.",{"id":5317,"title":5318,"titles":5319,"content":5320,"level":499},"/support/tools/leaderboard#what-is-leaderboard","What is Leaderboard  ?",[909],"Leaderboard helps you compare colleague performance at a glance. It displays ranked results and highlights the top three colleagues on a podium. Track performance: Rank colleagues using key metrics such as sales, completed tasks, or pointsHighlight top performers: Quickly identify your top three contributorsSupport transparency: Give teams a clear view of progress and outcomesDrive engagement: Add friendly competition to recurring goals",{"id":5322,"title":5323,"titles":5324,"content":5325,"level":499},"/support/tools/leaderboard#enabling-leaderboard","Enabling Leaderboard",[909],"Leaderboard is disabled by default. To enable it: Open your collection and go to SettingsFind Data Visualisation ToolsToggle on Leaderboard Leaderboard requires at least one colleague field and one numeric field in your collection.",{"id":5327,"title":5328,"titles":5329,"content":5330,"level":499},"/support/tools/leaderboard#configuring-leaderboard","Configuring Leaderboard",[909],"Administrators can customise Leaderboard for each collection: Click on the cog icon next to the toggle to set default fields and ranking direction for your collection's Leaderboard. Select the Colleague field to rank by.Select the Value fields to display as value columns. You can have multiple value fields.Select the Rank field to use for ranking colleagues.Choose the sort direction (highest-to-lowest or lowest-to-highest). Click Save to apply your settings. These defaults will be used whenever you open the Leaderboard tool, but you can change the sort direction on the fly within the tool as well.",{"id":5332,"title":5333,"titles":5334,"content":46,"level":499},"/support/tools/leaderboard#using-leaderboard","Using Leaderboard",[909],{"id":5336,"title":5337,"titles":5338,"content":5339,"level":504},"/support/tools/leaderboard#_1-open-leaderboard","1. Open Leaderboard",[909,5333],"From your collection, click the trophy icon in the toolbar to open Leaderboard in the side pane.",{"id":5341,"title":5342,"titles":5343,"content":5344,"level":504},"/support/tools/leaderboard#_2-sort-by-ranking-fields","2. Sort by Ranking Fields",[909,5333],"You leaderboard will show your colleagues ranked by the default rank field and sort direction you configured.\nClick a column header to change the sort field and direction.",{"id":5346,"title":5347,"titles":5348,"content":5349,"level":504},"/support/tools/leaderboard#_3-view-the-rankings","3. View the Rankings",[909,5333],"Leaderboard displays results ordered by your selected metric, with the top three colleagues shown on the podium.",{"id":5351,"title":5352,"titles":5353,"content":5354,"level":504},"/support/tools/leaderboard#_4-refine-results","4. Refine Results",[909,5333],"Apply collection filters to focus the leaderboard on a specific team, period, or subset of records. Click a column header to change the sort field and direction.",{"id":5356,"title":5016,"titles":5357,"content":5358,"level":499},"/support/tools/leaderboard#example-uses",[909],"Sales performance: Rank reps by revenue, deals closed, or conversion totalsService delivery: Compare support team members by resolved tickets or response targetsProject execution: Rank colleagues by completed tasks, story points, or milestones deliveredQuality tracking: Surface top contributors by quality score or review outcomesEngagement programs: Track participation points for training, events, or internal initiativesWorkload visibility: See who is handling the highest volume of assigned work",{"id":5360,"title":1160,"titles":5361,"content":5362,"level":499},"/support/tools/leaderboard#tips",[909],"Use meaningful metrics: Pick a numeric field that directly matches what you want to compareFilters apply: Leaderboard respects your current view filters, so you can rank specific teams or time periodsCheck field quality: Ensure colleague and numeric fields are consistently populated for accurate rankings Using Kinabase's Leaderboard tool helps your team interact with your data in a fun, engaging way - adding an element of competition and visibility to your workflows and decision-making processes. Read our guide on Data Visualisation Tools to learn about other ways to explore your collection data. For more help or to report issues, contact your System Admin or contact our Support Team.",1778171963143]