Record Types & Records

Product documentation

Record types let you define and manage structured data for your organization. Create types for Contacts, Candidates, Invoices, or any other records you need. Records link to Tasks, Projects, and Objectives, and Workflows can create, update, and query them.

Use cases

  • CRM: Contacts, Companies, Deals
  • HR: Candidates, Employees, Job Postings
  • Finance: Invoices, Expenses, Budgets
  • Operations: Assets, Inventory Items, Vendors

Creating a record type

Managing record types requires a workspace admin.

  1. Go to Settings > Data model > Record types or navigate to /settings/entity-types
  2. Click New record type
  3. Enter a name and pick an icon and color
  4. Optionally set singular/plural labels, a number prefix (e.g. CON), and a URL slug
  5. Choose sidebar visibility, then click Create Record Type

Record type settings

Each record type has a few core settings:

  • Number prefix: used for auto-numbered records (e.g. CON-001). Without a prefix, records are numbered #1, #2, and so on.
  • Primary field: the title shown in lists and links. Defaults to the first text field.
  • Status field: a dropdown or text field treated as the record’s status.
  • Date field: a date field used by date-based views.
  • Labels: singular/plural labels shown throughout the UI.
  • Sidebar navigation: Hidden (default — reachable via the Records hub and search), Global (always visible in the sidebar), or Contextual (visible when browsing a linked project or team). Pin to sidebar shows the type in the Pinned section.

Adding fields

  1. Open your record type from the list
  2. Click Add field
  3. Configure the field:
    • Field name: identifier using lowercase letters, numbers, and underscores (e.g. company_name)
    • Label: human-readable name (e.g. “Company Name”)
    • Type: choose from available field types
    • Hint: optional help text shown to users
  4. Set type-specific options, the Required toggle, and display options
  5. Click Add field to save

Note: field names cannot be changed after creation. Deleting a field archives it — existing data is preserved and archived fields can be restored later.

Field types

Type Description Configuration options
Text Single-line or multi-line text Max length, multiline toggle
Number Numeric values Min/max values, decimal places
Date A calendar date —
Date & time A date with a time —
Checkbox Yes/no toggle —
Dropdown Pick from predefined options Options list, allow multiple
Rich Text Formatted long-form text —
People Reference one or more people Allow multiple
Formula Read-only value computed from other fields Expression (e.g. {amount} * (1 + {tax_rate})), result format: number, currency, or percentage

Display and filtering

Each field has display options:

  • Show in list to include in table views
  • Searchable to include in search
  • Filterable to expose as a filter
  • Width to control the column size in tables

Text, number, date, checkbox, dropdown, rich text, people, and formula fields can be used as filters.

Creating records

  1. Open Records in the sidebar to see all record types, or open a pinned or global type directly
  2. Click Add [type] (e.g. “Add Contact”)
  3. Fill in the fields and save

Records are assigned a sequential number per type, formatted with the prefix when one is set (e.g. CON-001).

Forms on dashboards

Add a Form widget to a dashboard to create records from a validated form. Pick a record type (task, project, objective, or a custom type) and optionally a subset of its fields; submitting the form creates the record.

Linking records

Records, tasks, projects, and other items connect through relationships:

  1. Open the Linked sidebar tab on a record, project, or objective page (on a task, add the Relationships widget to the sidebar first)
  2. Click Link a relationship
  3. Choose what to attach — a Rollout record, a website URL, or an external item — and how it relates

Links appear grouped by relationship kind and show on both linked items.

Workflow integration

Use record nodes in your workflows to automate data management:

Triggers

  • Record Created — starts a workflow when a record is created
  • Record Updated — starts a workflow when a record is updated

Both work for tasks, projects, and custom record types, with optional filters such as record type, project, and status changes.

Actions

  • Create Record — create a task, project, or custom record. For custom types with declared key fields, choose what happens when a record with the same key already exists: fail, keep the existing record, or update it.
  • Update Record — update an existing record by ID
  • Delete Record — archive (soft-delete) a record
  • Attach Resource — attach or detach a related record, external item, or URL

Use the Query Data node to search for records, tasks, and other data sources with filter syntax.

Best practices

  • Plan your schema before creating fields
  • Use clear naming for both field names and labels
  • Mark essential fields as required to ensure data quality
  • Configure display options for list views and filters

Troubleshooting

Cannot find my record type in the sidebar

  • New record types default to Hidden visibility — set sidebar visibility to Global or pin it, or open it from the Records hub
  • Check that the record type is not archived

Field validation errors

  • Verify required fields are filled
  • Check number fields are within min/max bounds
  • For dropdowns, ensure the value matches one of the defined options

Links not appearing

  • Both items must belong to the same workspace
  • Try refreshing the page after creating a link