Records

Records are custom data types that store structured information in your workspace. Think of them as flexible database tables you design for your needs.

Why records matter

IntakeBots collect information. Records organize it.

• Create “Projects” linked to clients
• Create “Cases” linked to contacts
• Create “Products” for your catalog
• Any structured data your business needs

Creating a record type

1. Go to Settings → Records
2. Click New Record Type
3. Define your schema:
   • Name your record type (e.g., “Project”, “Case”, “Property”)
   • Add fields with the types you need
   • Configure contact linking options

Field types

Records support these field types:

Type	Use case
Text	Names, titles, short descriptions
Long text	Notes, detailed descriptions
Number	Quantities, prices, scores
Date	Deadlines, start dates, milestones
Select	Single choice from predefined options
Multi-select	Multiple choices from predefined options
Reference	Link to other records

Linking records to contacts

Records can be associated with contacts, and you can assign roles to those associations:

RecordType: "Project"
Contact Configuration:
  - Allow Multiple Contacts: Yes
  - Role Options: Client, Stakeholder, Team Lead

This lets you track who’s involved with each record and in what capacity.

Parent-child relationships

Create hierarchical structures by linking records:

• A “Client” record can have multiple “Project” records
• A “Project” record can have multiple “Task” records
• Navigate up and down the hierarchy

Filtering and search

Find records by any field value, combine multiple filters, save common ones for quick access, or use full-text search across all fields.

Schema versioning

When you modify a record type schema, existing records keep their original data. New submissions use the updated schema, and changes are tracked for audit purposes.

Example: project record for a creative agency

Field	Type	Options
Project Name	Text (required)
Project Type	Select	Website, Branding, Marketing, Other
Start Date	Date
Budget Range	Select	<$5k, $5-10k, $10-25k, $25k+
Status	Select	Quoted, Active, Completed, On Hold
Notes	Long Text

With contacts configured to allow multiple people with roles like Client, Stakeholder, and Team Lead.

Tips

• Start simple. Add fields as you need them, not before.
• Use selects for consistency. Predefined options make filtering reliable.
• Link to contacts. Always associate records with the people involved.
• Name clearly. Use descriptive names that match how your team already talks about this data.

Next steps

• Process Boards for tracking records through workflow stages
• Contacts for managing people linked to your records
• Workflow Routing for automating record assignments