Collections & records

How Bidlo stores repeatable things such as projects, contractors, and facilities.
4 min read · Reviewed

Overview

Organize repeatable work in collections, then use records to track each individual project, contractor, facility, or other item.

Understand collections and records

A collection is a shared structure for one kind of information. For example, a Projects collection can define fields such as project name, bid date, location, and status.

A record is one item in that collection. Each project is a separate record that uses the Projects collection's fields. Keeping similar items in one collection makes them easier to search, filter, connect, and display consistently.

A view controls how records from a collection appear. A table, board, calendar, or map can present the same underlying records in a layout suited to the job. Changing the layout does not create another copy of the records.

For example, a project record can bring its title, notes, project fields, related lists, and files together on one page. This gives you a focused place to understand one project while the Projects collection keeps the shared structure consistent across project records.

Browse your team's collections

  1. Open Settings.
  2. Under Data, select Glossary.
  3. Browse the alphabetical list or enter a name in Search collections....
  4. Select a collection to see the fields that define its records.

Each collection in the Glossary shows its description and field count. A clear description helps teammates understand what belongs in the collection.

Create a collection

Create a collection when the items you need to track do not fit an existing one. The Glossary is the clearest path for a standalone collection. You can also create a related collection while setting up a new Relation field.

  1. Open Settings and select Glossary under Data.
  2. Select New collection.
  3. Enter a Name.
  4. Optionally choose an icon and enter a Description.
  5. Select Create.

Bidlo creates the collection with a Name field. Open the collection from the Glossary to add the other fields its records need.

Add a record

  1. Open a page with a view connected to the collection you want to use.
  2. Select New in the view, or select New {collection} at the bottom of a table.
  3. Enter a name for the record.
  4. Complete the fields relevant to the item.

The new record opens so you can add its details. In a table, you can also edit visible field values directly in the row.

Keep the structure useful

  • Add a field when the same kind of detail should be available on every record in the collection.
  • Create another view when you need a different layout, filter, sort, or group for the same records.
  • Create a relation when records in one collection need to connect to records in another collection.
  • Use a separate collection when the items have a meaning and set of fields that are genuinely different.

FAQs

Is a collection the same as a view?

No. A collection stores records and defines their shared fields. A view presents records from a collection in a chosen layout with its own display settings.

Should I create a new collection or a new view?

Create a view when you want another way to display the same kind of records.

Create a collection when you need to track a different kind of item with its own structure.

What happens when I edit a record in a view?

You are editing the record in its collection. Another view that includes the same record can reflect the updated value; its filters and visible fields still control what you see there.

Why do I not see a collection or record?

First check that you are in the correct team workspace. A view's filters can also exclude a record, and some collections or actions may not be available with your current access. Ask a team administrator if the item is still missing.