Collections are a great way to organise relevant data, making them particularly handy for keeping information structured and accessible.
In this article, we want to give you an example on how collections can be used to set up and manage a list of clients. From contact information to project notes and payment records: it’s all streamlined for easy access, so you can focus more on delivering great work and less on managing scattered information.
Create a main collection with the needed fields
First, it's important to decide what kind of information is relevant to track. Each column in a Collection can have it's own category: we call those Fields. Fields will make it much easier to sort, filter and insert data to the Collection you're working on. In this example, we set up fields to list fictional clients:
- Name
- Country
- Phone Number
- Touchpoint
- Industry
Create a Collection with the needed Fields, preferably inside a document meant solely to nest your Client Database:
Adding new data to your Collection
Once the needed fields are configured, it's easy to insert new entries to your Collection. Add a new row using the "Add" button at the top right corner of the Collection or by tapping the "+" button at the left bottom.
That's where the magic of having fields already set up pays off. It is much quicker to fill in any data now that the categories and tags have been previously decided:
Each cell in a Craft collection acts the same way as a subpage in Craft: you can format and style it however you want. Use this to store any additional notes and relevant context to your Collection entry. In our example, the Client initial proposal email is added to this cell.
Deleting rows and clearing cell content
Long press on a row to access the options to delete a row entirely or only it's content:
Adding values on the go
If you realise you're missing an option to one of the categories you've set up for your collection, you can add a new value simply by typing it in the designated field and taping on the button to "add option":
Deleting values
Access the field settings by tapping on it. Then, tap on the value you need to erase to find the option to delete it. Tap on Apply to save the changes.
Filtering, sorting & grouping
You can customise your table view to filter, sort or group specific values in your Collection. These options can be found in the 3 dots menu right beside the "add" button.
To filter, click on the 3 dots button, select the field you need to filter through and the conditions. Tap outside the configuration to apply the changes:
To Sort, click on the 3 dots button, select the field you want to sort through and the condition. Tap outside the configuration to apply the changes:
Similarly, to Group, click on the 3 dots button ad select the grouping condition. The groups will be automatically separated and named after you tap outside the configuration to apply the changes:
Delete a filter, sorting or grouping option by accessing the 3 dots menu and selection the the Trash icon: