Data Collections Overview
Required Permission
This feature requires the TEAM_ADMIN_DATA_COLLECTIONS permission.
Data Collections are the core building blocks of Simply360. They define the structure of your data - similar to tables in a database or worksheets in a spreadsheet.
What is a Data Collection?
A Data Collection defines:
- Fields - The types of information you want to store (text, numbers, dates, etc.)
- Views - How the data is displayed to users (lists, calendars, maps, etc.)
- Cards - Summary displays of record information
- Relationships - Links to records in other collections
Collection Types
Standard Collections
Regular data storage for any type of information:
- Contacts, leads, customers
- Projects, tasks, events
- Products, inventory, assets
Smart Collections
Virtual collections that aggregate data from other collections based on rules:
- Don't store data directly
- Display records matching defined criteria
- Useful for cross-collection views
Custom Lists
Special collections for reusable option lists:
- Used as dropdown options in Selection fields
- Centralized management of common values
- See Custom Lists for details
Accessing Data Collections
- Navigate to Admin → Data Collections
- You'll see all collections in your team
- Click on a collection to configure it
Collection Components
Each Data Collection has several configuration areas:
- Details - Name, icon, description, calculated name formula
- Data Fields - Define what data is stored
- Data Views - Create different ways to view the data
- Data Cards - Configure summary card displays
- List Items - For Custom Lists, manage the available options
Impact on Users
Data Collections directly affect user experience:
- Collections appear in the user's sidebar navigation
- Field configuration determines what users can enter and how it's validated
- View configuration controls how users browse and search data
- Permissions control which collections and fields users can access