How to link a record to work, and see what points at it

Every record you open belongs to an Object, one of the kinds of record your team defines: Fabric trials, Repairs, Sample requests. Objects are built by an admin in Settings › Objects, and each one gets a row in the Objects area of the left menu. If the word is new to you, start with What is an Object?.

This page is about the Related section part way down every record page. It lists everything joined to that record: the task somebody is doing about it, the document that describes it, the sample request it came from. Here is how to add to that list, and how to read the sections further down the page.

Before you start

Anyone who can view an Object's records can read the links on them. Adding and removing links needs Update on that Object, set on its row in Settings › Permissions (for example Sample requests · Update), which How to set who can see and edit an Object explains. If there is no Link something button under Related, that is the access you are short of.

What can you link a record to?

A task, a document, or a record of any of your own Objects. They all sit in the one Related list, and each row names what it is on the right, so you can tell at a glance whether "Spring 26 piqué" is a document or a record.

At Fairgreen Golf Co., a fabric trial usually ends up carrying three rows: the task "Approve the Portside Mills piqué", the document "Spring 26 fabric brief", and the sample request that started it. Anyone opening the trial six weeks later has the whole trail without asking in chat.

To bring a Shopify product or collection into the picture, link it to a task, then link that task to the record. A task's own Link something offers Products and Collections once you start typing.

Link something to this record

One search box covers everything you can link to, so you do not decide up front whether you are after a task, a document or a record.

1. Open the record. How to find and open your records covers getting there.
2. Scroll to Related and press Link something.
3. Type a few words. Results come back grouped: Documents, Tasks, then one group per Object, named in the plural. Before you type, each group shows its most recent items.
4. If it helps, fill in Why? (optional) before you choose the row.
5. Pick the row. The connection appears straight away, on this record and on the thing you linked.

If the record you want does not come up, open that record instead and link this one from its page. A link shows on both sides, so it does not matter which end you start from.

Why should you fill in the reason?

Because a bare connection tells the next person that two things are related, and nothing about why. A row with a reason carries a second line naming who linked it, when, and what they typed: "Priya · 3d ago · sample failed the pilling test".

The reason takes up to 280 characters and stays as you wrote it, so write a short full sentence rather than a keyword. To add more later, leave a comment instead: see How to comment on a record and see its history.

Remove a link

Hover the row and press the small × on the right. The connection goes from both sides at once, so there is nothing to tidy up on the task or document afterwards.

Rows marked mentions this are documents that mention the record with an @, rather than links made with Link something. Hovering the @ on one says "This link comes from a mention. Remove the mention to unlink." Open the document, take the mention out, and the row goes with it.

Tag a record with @ in chat, documents and comments

Type @ in a chat message, a document or a comment, keep typing the record's name, and pick it from the Records group. Each record shows its Object's name with it, so two records with similar names are easy to tell apart.

The record appears as a chip that opens its page. When you mention a record in a document, that document also shows in the record's Related list, marked mentions this. The @ menu itself is covered in How to tag people, tasks, documents and products.

Link from the other side

The same Related panel, with its own Link something, appears on a task, a document, a wholesale order and a wholesale account. It makes exactly the same connection, so use whichever screen you already have open. Adding a link there needs the edit access for that screen, such as Edit tasks, Edit documents or Edit wholesale orders.

Most links get made in the flow of other work. You are writing up the Portside Mills approval task, you remember the fabric trial, and you link it in five seconds without leaving the task.

The record picks the connection up immediately. See How to add and edit a record for what else you can change on the record itself.

What are the extra sections further down the page?

Each one lists every record of another Object that points at this one through a linked field. They are worked out live, so nobody has to keep them up to date, and you change them from the record doing the pointing.

At Fairgreen, quality checks are an Object of their own, and every quality check has a Production run field. Open a production run and there is a Quality checks section listing each check whose Production run field names that run.

To add a check to that list, open the check and set its Production run field. Nobody links those rows by hand.

An empty section says how a row gets in: "No quality checks point at this record yet. One joins this list when someone sets its quality checks field to this record." The section takes its name from the one an admin gave the linked field's reverse side.

See the whole list behind a section

A section shows its first five records and a count. Past five, it reads "Showing 5 of 24" with a See all 24 link, which opens that Object's full list already narrowed to this record.

From there you can keep that narrowed list as a view, covered in How to search, filter and save a view. These sections appear wherever an admin has named a linked field's reverse side, which is described in How to link one Object to another.

Related or a section: which one do I change?

Related is deliberate: somebody chose to connect two things, may have said why, and can remove the row. A section further down is automatic: it reflects a field on another record.

So when a row looks wrong, the fix depends on where it sits. In Related, remove the row. In a section, open the record that points at this one and change its field.