Data Collections Overview

Data Collections (also called DataTypes) 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, tables, Kanban, 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 Overview for details

Accessing Data Collections

1. Navigate to Team Administration → Data Collections
2. You'll see all collections in your team
3. 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 (if their User Role grants access via Data Permissions)
• Field configuration determines what users can enter and how it's validated
• View configuration controls how users browse and search data
• Data Permissions control which collections and fields users can access
• Data can be imported via CSV Import into any collection
• Data Wizards can create and update records in collections

Related Topics

• Creating Data Collections — How to create and configure new collections
• Managing Data Fields — Adding and configuring fields
• Creating Data Views — Setting up views
• Data Cards & Card Groups — Configuring summary cards
• Custom Lists Overview — Reusable option lists
• Data Permissions — Controlling collection access by role
• CSV Import — Importing data into collections
• Data Wizards Overview — Guided workflows that use collections