\" and \"testing\" Checked and Screenshot of Quickbase projects default report, reports and charts dropdown with \"Show project records where project Name contains\" blank displayed. There is an option to click on \"Display Report\" or \"Cancel\"](https://cdn.sanity.io/images/55lcecww/production/af5be8d339298019b42f6a4852a1538f82ac087d-512x439.png)](https://cdn.sanity.io/images/55lcecww/production/af5be8d339298019b42f6a4852a1538f82ac087d-512x439.png)\n\n\n\n**For more information, see the following:**\n\n[https://helpv2.quickbase.com/hc/en-us/articles/4570317429908-About-Reports-and-Charts-](https://helpv2.quickbase.com/hc/en-us/articles/4570317429908-About-Reports-and-Charts-)\n\nFor more guides on Quickbase, [visit our knowledge base](https://quandarycg.com/knowledge-base/).","slug":{"current":"building-standard-quickbase-reports"},"categories":[{"id":"-27382539-ae20-5f0a-ace9-391d7b9a149f","title":"Reporting & Dashboards","slug":{"current":"reporting-and-dashboards"}}]}},{"node":{"id":"-efbc16a5-08c1-587b-8d52-505f43e86e2a","title":"Importing Data into Quickbase","metaDescription":"Quickbase's import feature allows for mass creation and updating of fields and records. Save time and get your application loaded for your users.","body":"You’ve just created an amazing application, and now all of your table data is sitting somewhere outside of Quick Base. You just can’t wait to click **+ New Record** a couple hundred times and tediously enter similar field information over and over…I’m guessing this second part isn’t you. Fortunately, Quick Base offers an **Import** feature that allows for mass creation and updating of fields and records to save you time and get your application loaded with data and ready for your users.\n\n* * *\n\n### Use Cases for Importing Data\n\nImport functionality can save you time and headache in a variety of ways:\n✓ Bulk upload of new records.\n✓ Bulk update of existing records.\n✓ Bulk field creation. What?\n✓ Multiple ways to import data.\n\n* * *\n\n### Navigating to the Import/Export page\n\nBefore we can do anything, we need to get to the correct page and explore the available options.\n\n1. From any table home page (though you’ll save a step by being on the table you’d like to import to), navigate to the right side of the table bar, click **More ▾** and select **Import/Export** from the dropdown list.\n2. The **Import/Export/Copy** page provides six options. This article will focus on importing into a table using a **file** or the **clipboard**.\n\n\n\n* * *\n\n### Importing new data from a File (or the Clipboard)\n\nEDITORS NOTE: This example will demonstrate using a file (TSV, CSV or XLS) to import data. If you choose to paste from your clipboard, the only difference will be a text area rather than a file selection. Please note that your pasted data will need to be tab or comma delimited.\n\n1. Select the “Import into a table from a **file**” action to expand your import options.\n\n\n\n2. Select the **Table** you would like to import into. This will default to the table you were previously on.\n\n3. Select the **Merge Field**. This is used to update existing records and will be either Record ID# or another field with a **unique value**.\n\n4. To upload your data, click **Choose File** to load your data, then click **Import From File…** to continue.\n\n5. Now it’s time to finalize your import. To make things easy on myself, I typically include Field Names at the top of each column. This lets Quick Base intuitively determine how your data will be mapped. You can always change these using the dropdown options.\n\n\n\n6. Once you’ve finalized your options, click **Import**. A small table will appear on the next window with the output of everything that just occurred. In our case, we’ve created three new records and one new field.\n\n\n\n### Updating data from a File (or the Clipboard)\n\nThis scenario is almost identical to importing new records, but with one caveat…you’ll need to have the key field value of all records that you wish to update. I’ve found it easiest to export a table report that is ordered identically to the data you wish to update and includes the key field of each record.\n\n1. After adding the appropriate key field values to the data you wish to update and importing the file, you will be taken to the same finalization page.\n\n\n\n2. In the image above, we’re updating the records that we previously imported and also adding a fourth record. You may choose to assign it a Record ID# but use caution as you may overwrite another record. We’ll leave it blank. A message will appear letting you know that your import may be updating existing records (which is exactly what we want to do).\n\n\n\n3. Click Import (with Update) to upload your records to Quick Base. On the next screen you’ll see that we’ve created one new record and updated our three existing records from the previous import.\n\n\n\n* * *\n\n### Using Import to create fields.\n\nUsing the standard + **New Fields** option, you can add up to twelve fields at a time. This sounds great until you’ve got a table that requires 400 fields…thankfully we can just import them! We’re going to assume you’ve read the above examples and jump straight to the point.\n\n1. Create a file with a single line of all the fields you want to create, then import it.\n\n2. In the finalization screen, select **Create New Field** for every column. Field Labels populate automatically from your file, but you can still change them if you’d like.\n\n\n\n3. Click Import and bask in the glory of Quick Base efficiency!\n\n* * *\n\nNow that you’ve learned how to import data into Quick Base via a file or your clipboard, check out how to load data using a [Table-to-Table](/knowledge-base/quick-base-tables/table-to-table-import-intermediate/) import.\n\n* * *","slug":{"current":"importing-data-into-quick-base"},"categories":[{"id":"-5bed183e-fc97-5f28-8c58-da9094825c0d","title":"Tables","slug":{"current":"quick-base-tables"}}]}},{"node":{"id":"-662f743b-316d-5155-b368-0ddcd14f0958","title":"How to Use Quickbase Pipelines to Elevate Your Notifications | INTERMEDIATE to ADVANCED","metaDescription":"Quickbase's native notifications have many limitations. Using Pipelines to streamline your notifications allows for higher accuracy and ease of access","body":"## Why Is It Better, How to Use, and Use Cases to Demonstrate\n\nMost of the time, native notifications in Quickbase are sufficient for your application. However, if you find yourself limited and stuck with a notification you have options in Pipelines. \n\nWith Pipelines, you can centralize your notifications into one table. Schedule reminders outside of the normal cadence. And even let end users control their own settings.\n\nI’m going to show you how to transform these notifications into Pipelines that create a more immersive experience and a more effective notification for your [Quickbase Application](https://quandarycg.com/quandary-build/).\n\n\n## The Limitations of Quickbase Notifications\n\nQuickbase notifications are great for performing the most functionalities in Quickbase Apps. However, there are limitations:\n\n\n\n\n- Who gets notified: Administrators are limited to what notifications end users can receive. Notifications are permission-based and limited to users with set permissions within Quickbase. For Example, Reports are limited to internal QB Users.
\n- When you receive notifications: With native notifications, you can only receive alerts during specific daily, weekly, or monthly cadences.
\n- Reliability: There is no way of knowing if a notification is sent properly without extensive testing. In Pipelines, you can review if the process was complete.
\n
\n\n\n \n\n\nThese are all limitations I’ve encountered that affect how you can use native notifications. If any of these cause a problem, you need to find a workaround or risk not delivering the notification. \n\nAlternatively, you can avoid all of these issues by using Pipelines for notifications.\n\n\n## Overcome These Limitations With Pipelines\n\n\n### Set Up a Customized Notification Cadence\n\nYou can use [CRON expressions](https://helpv2.quickbase.com/hc/en-us/articles/4418148767892-Using-CRON-to-schedule-pipelines) or the typical Schedule UI (pictured below) to schedule a pipeline to run on a unique cadence. You can set it to receive notifications in a specific hour, day, week, month, year, or even time zone. \n\nThis is especially beneficial for end users who do not work in the Quickbase native notification’s automatic Pacific Standard Time zone. \n\nUsing CRON expressions can further expand these capabilities by allowing users to run pipelines on a specific day of the year (say every 3rd Friday of the Fiscal Quarter at 3:20 am). \n\n\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/181e0c3b97928a022209fc9005acc3fd8bb0cf3a-417x512.png\")
\n
\n\n\n\n### Send Notifications to Everyone\n\nIn a native notification, you can only send notifications to users inside Quickbase with set permissions. In pipelines, however, you can send notifications to anyone and can actually build out a list of email recipients. \n\nYou can do this by hardcoding an email into the pipeline or through a generated email list in Quickbase. This provides access to the information inside of Quickbase that outside users wouldn’t have without necessarily adding them to the app.\n\nFor example, if you need new Quickbase users to sign an NDA or contract, you can send them an email notifying them before they are able to sign into Quickbase. \n\n\n### Adjust Conditionals\n\nWhen setting up a notification pipeline, you can easily set up your conditionals. Similar to cadence, conditional settings do exist inside the feature of custom email notifications. However, there are limitations in email structure, content or reports, and recipient. \n\nConditionals are set up easily using the search action inside of quickbase pipelines, utilizing the filters and specific criteria to trigger on. The advantage here is the ability to maximize all tools inside of quickbase pipelines to adjust your notification to your liking, even going as far as using the Jinja, the pipelines language, to manipulate your data into a structured table. \n\n\n### Ensure the Notifications Work\n\nOne of the most overlooked benefits of Pipelines is the ability to use notification to notify you when your pipelines work properly. While there is a “Send Test Email” button in the native notifications UI, if anything goes wrong, you cannot pinpoint where the issue started. You will only see the email not sent. \n\nThis can be frustrating and time-consuming for the developer.\n\n \n\nInside Pipelines, you can easily read the activity log and make changes to fix any problems.\n\n_**Note**: When using pipelines to create notifications, you need an integrated email service, such as Gmail or Outlook. Setting up a connection is similar to any other integrated service._\n\n\n## General Structure of a Pipeline Notification\n\nLet’s break down the general structure of what a notification will look like in a pipeline. Here are a couple of ways you can use this in your application.\n\n\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/3b010f0dbe5a23fc13e126576b4d0d9ce47d79ce-578x302.png\")
\n
\n\nFirst, decide what will trigger your notifications. This can be a scheduled pipeline or an event change. For an event change, you can simply include the email action after the event occurs. And then from there you can modify the email action and include necessary criteria. \n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/cb424e7276423a0de486ddc9cfbb53065bff7e99-445x635.png\")
\n
\n\nHere you can develop the body of an email, set the recipients, and decide whether to CC or BCC anyone. \n\nAdditionally, you can include the importance of the email and save a copy in the Quickbase app for record keeping. Inside the body, you can drag and drop as many fields as you’d like without needing to format them. You can also add links to tables if you want to show more information. \n\n\n### Using the Make Request Action for Unique Subscriptions\n\nWhat if you want to develop a subscription to a notification without a specific schedule in mind?\n\nIn this case, you need to approach the pipeline slightly differently. There are two ways to accomplish this. I will show the most advanced method I have used. \n\nThis method requires setting up and knowing how to use the **[Make Request](https://helpv2.quickbase.com/hc/en-us/articles/4418310888980-Understanding-the-API-call-reference)** action. Once you have all the pieces together, it isn’t as complicated as it seems. \n\n\n\n1. Use the **search records function** to start the pipeline. You need to identify your conditions so you can pull out specific records that meet your criteria. A thing to note, the criteria here **Need to match **the filters in the report that you are going to be pulling data from. \n2. If there are no records, you can make the pipeline stop to prevent sending out a blank report.\n3. Otherwise, set the pipeline logic flow to where you have records in your criteria. Then, develop your notification. (See an example of a specific flow in the image below.)\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/fb2c8f282af310feade364fce8d89dd3c332e2c8-1094x630.png\")
\n
\n\n4. Next, we use the **Make Request** action. You only need to do this if you want to build a specific report without using an existing table report in Quickbase. \n5. Inside **Make Request,** you need to pull the **Table ID** and the specific report. (In this example below, I’m pulling the report ID ‘**124**’ and the table ID ‘**bp29ifiyi**’.) \n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/97636d849564249f884892fd206da68074883d30-433x116.png\")
\n
\n\n\n6. Next, you will set up the **API Authorization**. This requires a Quickbase **User Token** (found in **My Personal Settings**). The typical method is **POST.** And you need to identify the application and User Token in the **Value** field. You can simply copy what is here and replace the value field with your own Quickbase realm/app and User Token. \n\n_**Note**: Under additional fields, the content type will be application/json for this example._\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/302af124ee35a99cc0b133960dafd480079e75ef-319x220.png\")
\n
\n\n\n\n7. Now that you retrieved the data from the search parameters, you need to develop a unique table using Jinja. This will be inside of the **Send Email Action**. (You need to link your email client. In my example, I’m using Outlook). \n\n\n ![\"Send](\"https://cdn.sanity.io/images/55lcecww/production/d4e393bee37510b4495a7564980c55248c0a0eb6-438x491.png\")
\n
\n\n\n\n8. Inside the Body, I’m going to use this code snippet pictured below. This creates a table of data we pulled from our Make Request Action and only pulls the data values. As a result, it removes all Quickbase formatting and presents it in a very simple table format. (Feel free to copy this for your own efforts.)\n\n\n \n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/8669ed0105af3511b2271309ab7e99df6850fad6-577x527.png\") | \n \n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/241da4167dd1c185e7f1d82685d1f419e9915b35-102x69.png\") \n | \n \n \n One that looks like this. \n \n\n \n | Name | \n Email | \n \n \n | Joe Smith | \n email@outlook.com | \n \n \n | \n
\n
\n\n9. Once the body of the email is completed, you can now select and choose the emails you wish to send. This can be a bit tricky as the logic needs to be correct. The emails can be hardcoded in. You can also utilize an email list or a specific email field. (I’m using an email list here for my example.) \n10. By using the search action in the pipeline, this has generated an array of data. Therefore, you must decide what part of the array you would like to use. In the example below, I selected the first value notated by brackets **[0]**. And to translate this value into jinja, the user must insert the brackets between the periods. **{{a.[0].birthday_milestones……}}**. \n\nThis is how we create and set notifications.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/906b6b63161fb3c3005fbbbc00ee57fcbbc29a5e-441x152.png\")
\n
\n\nIn conclusion, this is a very effective way of sending data outside the Quickbase Realm of users, and in a way that is readable through a table format. \n\n\n## Specific Use Case: User Notifications Table\n\nNow that I have shown you how to set up a general pipeline notification, I will show you a creative way to bring extra functionality to your Quickbase application. \n\nSay the users in your Quickbase application want to control their own notifications and receive only relevant notifications. You can do this through a few formula queries and a connected table. \n\n\n\n\n1. The first thing we must have in the system is a table of contacts with names and emails. This is in addition to the already built in Users Table. So let’s create a brand new contacts table and connect it through a table-to-table connection that pulls those specific fields into the new table. This table will have additional fields for checkboxes that allow the system users to turn on/off. \n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/6165af836c7ea5c30e6b7c5adf2c61a360cc7f3f-512x360.png\")
\n
\n\n\n2. Now we are going to go over to the **Contacts Table** and set up two fields: A formula query checkbox and a formula query list.\n \n\n - The checkbox notification will have a query like that shown here. With this, we can view if the user is indeed to receive the email notification. Now that we have the checkbox, we are going to set up the list of people.
\n\n ![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/67e78fb81bd32a4484067e324cad4ce5e710fb89-890x30.png\")
\n
\n - This will be our formula query for our email list, where we retrieve all emails that have a checkbox associated with them.
\n\n ![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/2645cde918c580e51d74196a8772d44b8f455019-931x25.png\")
\n
\n
\n\n3. Now that we have our list, we can insert it into our notifications in our pipelines in the above field of “To Addresses” in Step 10 of setting up a Notification. \n\n4. Now you have the tools to allow your end users more flexibility for notifications inside of Quickbase. This is the end result of our queries. \n\n\n ![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/19b6bc5e37ce873a7793f14c44052164e31931b4-1034x386.png\")
\n
","slug":{"current":"using-pipelines-for-notifications"},"categories":[{"id":"-95a5c11c-fb39-526f-a713-ac5e88ca2f1d","title":"Pipelines","slug":{"current":"pipelines"}}]}},{"node":{"id":"-622a476d-790e-5cb8-b385-e038ef2f1dcd","title":"How to Add Users to Quickbase Applications","metaDescription":"Follow this step-by-step guide (with pictures) to learn how to add new users to your Quickbase application easily.","body":"This course will help you understand what a user is and how you can add people to a Quickbase account. Follow this step-by-step guide to learn how to add users on an app level, at the Admin Console level, and add multiple users at the same time.\n\n## What Can Quickbase Users Do?\nIf you want someone to interact with an application you [created in Quickbase](https://quandarycg.com/quandary-build/), you need to add them as a user. Otherwise, no one can use the app. \n\n**Users can:**\n\n - Manage or build apps
\n - Add, edit, and delete records
\n - Interact with multiple functionalities to test
\n - Access applications in any account they have access to
\n
\n\n\nAn administrator will control whether a user can create an application in each account and what type of permissions a user will have based on their role. \n\n## Step-by-Step Guide to Add Users to Your Quickbase Application\nThere are two ways you can add users to your application.\n\n### Adding Users via the Users Page in the Admin Console\n\n1. First, you need to get to the **Admin Console**. You can do this in three ways:\n\n - \n By clicking on the arrow next to your name on the top right, select “Manage billing account” from the dropdown.\n
\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/1842a7a3f88d7ed4cc9d323deb0d071b4dd9763e-322x335.jpg\")
\n
\n \n - \n From the My Apps page, click QuickBase Admin and then click “Manage my account” or “Manage the realm” if you are the realm administrator.\n
\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/e5e651c83ea3f9b4770fb0cc68c7e91b1681596a-1910x233.jpg\")
\n
\n \n - \n In the Account Admin section on the My Apps page, you can click “Manage My Account.”\n
\n \n
\n \n
\n\n\n2. When you are in the Admin Console, click on the **Users Tab** on the left-hand side.\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/948e55d7054d62b348c4459314b5c52695f977ea-224x596.png\")
\n
\n\n3. Next, click the button **“+ New User”** to add a user.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/de59cda5db31e8bc4c13c3fc649f5b316ad7d016-1431x192.png\")
\n
\n\n4. After you click the button, you will have an option to enter the email address of the user you want to add.\n\n\n ![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/8f1e9fe47450c9da174b1e8f65974e0010257e6a-879x299.png\")
\n
\n\n5. The last step will be to click **Save**.\n\n### How App Managers Can Add Users\n\n1. If you are the application administrator, you can access the **User** table at the application level.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/35e989f45157d4b9c392e43922d9b49aba163140-1431x180.png\")
\n
\n\n2. Once you are there, click on the **“+ Share app with new user”** button.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/dd4a6607f029867bd6bed62f3b50a415ee45d4d1-1432x152.png\")
\n
\n\n3. The third step will be to enter the email address and set the role of the user. \n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/c329b1908658abcb35e568a6f03315c53f5e1507-785x300.png\")
\n
\n\n_**Note**: you can add multiple users at the same time before you send the invitation._\n\n\n4. The last step to add a user this way is to send the invitation by hitting the **“Send”** button. \n\n\n## Tips for Adding Users to Quickbase Applications\n\nIt is important to know what role the new user will play before you add them to your application. This will help determine what type of permissions and access you should give them.\n\nIt is also useful to regularly check the users at the Admin Console level to make sure that you remove users who no longer need to be in an app.","slug":{"current":"how-to-add-users"},"categories":[{"id":"-dc095853-fb86-5354-8647-e35dd8636ed2","title":"Quickbase Outside Of The Box","slug":{"current":"quick-base-outside-of-the-box"}}]}},{"node":{"id":"-8747f676-873d-5064-9455-b52af034ccd6","title":"Changing A Table Key And When To Use It | INTERMEDIATE","metaDescription":"Each record you create in Quickbase generates a unique numerical identifier: a table key or Record ID#. Learn how to modify it with this simple guide.","body":"When you create a new table in your Quick Base application several built-in fields are added automatically, one of which is Record ID#. The field Record ID# is referred to as your primary keyor key field and is a unique numerical identifier for each record you create. \n\nIn Quick Base Record ID# is a sequential number starting at Record ID# 1. This is a useful way for you, and your Quick Base application, to keep track of records and make sure they all have at least one feature that makes them entirely unique. For every record, the corresponding Record ID# is located in the upper left of the record:\n\n\n\n\nYou can change this field anytime, but before doing so, make sure this is something you want to do. Why? Because this can cause your table and its relationships to become unstable. If you need to change the field ID, the connection between that field and all the child records previously associated to it, will be broken. Before you change the Key field it’s a good idea to export child records in a spreadsheet, including the key field, in order to have a record of past relationships. \n\nSo let’s discuss some cases where you might want to change the Key Field (Record ID#):\n\n✓ Changing the Key Field can make syncing or importing data simpler. This way you can keep your system synced to another, such as Salesforce, using the same ID as that outside system. This way, when updates are made to records in Salesforce, these records can be updated in Quickbase using the Key field found in Salesforce\n\n✓ Changing the Key Field can make creating associations to child tables automatic using a Key Field such as year. When a child field is assigned a year, it will automatically make an association. Let’s take a closer look at setting up our second example: **Make associations to child tables automatic using a Key Field such as year**. In this example let’s imagine you have a table of ‘Years’. Next, you’ll have a table of ‘Credentials’ associated to the ‘Years’ table as child records.\n\nIn order to change your Primary key from Record ID# to a different field:\n\n1. Go to your ‘Years’ table. Make sure there is a field called ‘Year’.\n\n2. Create a record and fill in one record with the year ‘2019’\n\n\n\n3. Go to your table settings\n\n4. Click ‘Fields’\n\n5. Note the Record ID# field has a key icon to the right of the field name\n\n6. Then click the checkbox next to the ‘Year’ field and click ‘Set Key’. ‘Years’ will now take the place of ‘Record ID#’ as the Key Field\n\n\n\n7. Now, in the ‘Years’ table settings, go to table-to-table relationships and add a relationship to the ‘Credentials’ table, where there are many credentials to one year.\n\n\n\n8. In the ‘Credentials’ table, add a record and select a year of ‘2019’. Now, if you go to the year table, you’ll find the credential associate to you 2019 record.\n\n\n\nFor more articles on imports and managing you table click [here](/knowledge-base/quick-base-tables/)","slug":{"current":"changing-a-table-key-and-when-to-use-it-intermediate"},"categories":[{"id":"-5bed183e-fc97-5f28-8c58-da9094825c0d","title":"Tables","slug":{"current":"quick-base-tables"}}]}},{"node":{"id":"-acc865b2-6ad7-56f6-87e2-1e2cb7f3b2b5","title":"Changing the Record Title Seen on Forms | BEGINNER","metaDescription":"The Record Title appears in the header section of any given table and is used to identify the record you are viewing. Learn more.","body":"The **Record Title** appears in the header section of any given table and is used to identify the record you are viewing. \n\nBy default, the title will display the **Record ID#**. \n\nThis can be useful for some tables. But more often than not, you'll want to display more relevant information about the record.\n\n* * *\n\n## How to change the Record Title:\n\n1. From the table you want to update, navigate to **Settings > Advanced Settings** and scroll to **Identifying Records > Record Title**\n\n\n\n2. To pick a new field for **Record Title**, click the “This field Select a field…” radio button and choose the field you want to use. \n\nIn this example, we will be using **Article Title**.\n\n\n\n3. Click **Save** to update your changes. When you go back and view a record you will see the updated title.\n\n_Before:_\n\n\n\n_After:_\n\n\n\n* * *\nFor more on customizing application preferences, take a look at our article about **[Updating the Default Table Home Page and Default Report Columns](/knowledge-base/reporting-and-dashboards/updating-the-default-table-home-page-and-default-report-columns-beginner/)**.\n\n* * * ","slug":{"current":"changing-the-record-title-seen-on-forms-beginner"},"categories":[{"id":"-14942e20-302e-57b3-a12c-de473ea4cc86","title":"Admin / Application Set Up / Security","slug":{"current":"admin-application-setup-security"}}]}},{"node":{"id":"-4273344e-3a41-5688-b4cb-f995a6f03f30","title":"Workato For Handling Files | BEGINNER","metaDescription":"Almost every platform today allows for some version of file attachments. Take a project management system where you are working amongst engineers or technical resources, handing back and forth technical drawings or specifications. Or a sales system, where you are downloading / revising / re-uploading each version so everyone is always on the same page. …","body":"Almost every platform today allows for some version of file attachments. Take a project management system where you are working amongst engineers or technical resources, handing back and forth technical drawings or specifications. Or a sales system, where you are downloading / revising / re-uploading each version so everyone is always on the same page.\n\nWhats the best way to communicate that? How best do you notify everyone when a new version is available? What if you want to make that file available in a place like DropBox or Box where you can publish documents to your entire team to access once a deal has been signed?\n\nLuckily – Workato has plenty of built in features for accessing, transferring and storing files. The process is such that you host your files in your primary system – Workato acts as the middle man for downloading it – and then re-uploading or sending it where you’d like\n\nAmong the various file processing options at your disposal – common examples might include\n\n✓ Transferring the scope of work to a new Jira project when a deal is Won\n\n✓ Archiving Documents to DropBox to archive older versions from your main system\n\n✓ Upload a new Document in Quick Base and have Workato send it as an attachment via Outlook to all of the internal and external stakeholders involved\n\n✓ Copying attachments received in a Shared Email Inbox and transferring them to a secure server using FTP\n\nLets take the third item as an example:\n\n_When I upload a new Project document in Quick Base – I want that to be sent to all of the stakeholders on my project and attach that file in the email_\n\nFor more info about the basics around setting up a new Recipe – check out this article on [Creating your first Workato Recipe](/knowledge-base/workato-knowledge-center/creating-your-first-workato-recipe-intermediate/)\n\n1. First off – establish your trigger. In this example – we’re saying that I want this to occur when I add a new document to my Quick Base project\n\n\n\n2. Next – depending on what system you’re interacting with – you likely have to take the step of actually downloading the file in order to get the actual ‘File Contents’. Using Workato with Quick Base, it looks something like this:\n\n\n\nYou would do something similar in Box if your files were being hosted there:\n\n\n\n3. With the actual File Contents in hand – you can now move on to sending your email through Outlook. A more structured example of using Outlook can be found here [Using Workato to Send an Email Through Outlook](/knowledge-base/workato-knowledge-center/using-workato-to-send-an-email-through-outlook-beginner/)\n\n\n\n4. In your Outlook send email action – there is a space for adding file attachments. In that section, you will include the file content as a new attachment – and you will have completed set up of sending out an email with this document as a new attachment\n\n\n\n\n\nUsing Workato in a workflow such as this can be a great time saver when it comes to documents. It eliminates the need for you to open open where the file is hosted – download it to your machine – and then transfer or send it to the next link in the chain. More so – using Workato also empowers you to add and create more comprehensive workflows as extensions of examples like the above, such as utilizing [Workato for logging things like email communication](/knowledge-base/quick-base-outside-of-the-box/workato-for-logging-quick-base-emails/)","slug":{"current":"workato-for-handling-files-beginner"},"categories":[{"id":"-19639513-515e-5bd2-b0ac-4fddcab7d3be","title":"Workato Knowledge Center","slug":{"current":"workato-knowledge-center"}}]}},{"node":{"id":"-4fc8c68c-e9cd-5787-a77c-66faeb0bdd1c","title":"How to Use and Adjust Roles in Quickbase | Beginner","metaDescription":"Understanding and assigning roles accurately is critical for creating secure Quickbase apps and protecting sensitive data. Discover how with practical tips..","body":"A [Quickbase application](https://quandarycg.com/custom-quickbase-application-development/) can have a variety of users who need different levels of access. Effective use of these permissions doesn’t just ensure everybody sees the right information. It’s also critical to the security and privacy of applications.\n\nIn this article, we’ll show you how to set up a role, create and edit custom access rules, and manage access permission for a role in Quickbase.\n\n#### What Is a Quickbase Role? \n\nQuickbase roles allow you to control numerous aspects of an application. The most common use of roles is to limit the records a user can view and modify based on table-level rules. Each role has rules for access to each table and the records in it.\n\n#### Default Quickbase Roles\n\nQuickbase applications include three default roles:\n\n1. **Administrator:** The Administrator role is granted to the application owner by default. Users in this role have access to the application settings. Administrators typically have wide-ranging responsibilities within the application, including development, governance, compliance, and oversight roles.\n2. **Viewer:** The Viewer role has the ability to look at tables, records, and associated reports but cannot add or modify records.\n3. **Participant:** The Participant role has the same permission as the Viewer role and can add and modify records in the database.\n\n**Custom Roles** can also be created and tailored to meet the more granular access and security requirements of applications.\n\n#### The Importance of Roles in a Quickbase Application\n\nYou will use Quickbase roles each time you give access to a new user. These roles limit access to sensitive information, improve the user experience, and govern the behavior of users. It is just as important to think about what you are enabling the user to do as what you are restricting when designing user roles. \n\nCustom roles are often designed to only allow users to view the records they create or that have been assigned to them. \n\nThe following examples are provided to illustrate the importance of effective role design and management.\n\n- In an HR application that automates the hiring and credentialing of employees, the product owner does not want everyone accessing the application to see sensitive data like salaries or performance reviews. Custom User roles are designed to prevent unauthorized access.\n- In a project management application, you may improve the user experience and reduce errors, by restricting the roles to view and modify only the projects they are assigned.\n- In a healthcare application, you want to limit the visibility of entire elements of the application. For example, you allow only licensed medical professionals to have access to PHI in compliance with defined HIPAA policies.\n- You may want to limit access to a specific table or group of records, for example, an archive of legacy records subject to a data retention policy.\n\nThe decision of which user gets which role should be discussed with the product owner, and determined before the application goes live.\n\n### Roles UI Overview for Administrators.\n\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/e3c928c9b8f8957e64cbdbefc5452de11fa67646-734x241.png\")
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\n\nRoles are listed in order of precedence. Users in multiple roles have access to the role nearest the top of the list.\n\nParticipant is the default application role unless another role has been designated. The blue checkmark to the right of the role name signifies the default role.\n\nThe default role can be changed by application administrators. To change the default role, you need to toggle the checkbox to the right of the role, and click the Set as Default button. (Note: the Set as Default button is hidden unless a change is pending)\n\nAn existing role can be copied to use as a starting point for a new role by clicking the copy icon located in the last column of the role record.\n\nAdd a new role from scratch by clicking the New Role button in the upper right corner of the UI above the role list. \n\nTo modify an existing role, click the role name to open the configuration UI for the role. \n\n### Modify Role Permissions and UI Access\n\nThe UI for managing roles consists of 3 pages utilizing tab navigation to organize the settings.\n\n#### Permissions Tab\n\nYou can set up the permissions to the app and individual tables for users in the selected role here. The screenshot below shows the Participant role. The key elements of the tab are as follows:\n\n1. Role Name (Edit on the Properties tab)\n2. Navigation Tabs\n3. App Access settings\n4. Table Access settings\n\n\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/375a0deb6a62cb8307f5c735cbda2cc203288c74-948x470.png\")
\n
\n\nThe **App Access** settings determine the role’s permission to:\n\n- **Log in to the application**: In the example screenshot below, the Participant role has access to the application. (Unchecked by default. Enable the checkbox to deny access)\n- **Manage users and share the application**: In the example screenshot below, the Participant role has permission to manage the users of the application. (Enabled by default for the Participant and Administrator roles)\n- **Change the application’s structure and permission**: DOES NOT have permission to change the application structure (build) or permissions. (The checkbox IS NOT enabled by default for the Viewer and Participant roles)\n\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/6c270d8cc294b77d1bab29355c49fd72d37af2bc-952x466.png\")
\n\n\nThe **Table Access** settings control table specific permission for the role. The UI is arranged in a matrix format. Each row of the matrix relates to the name of a table in the application. Settings in the row determine how the role interacts with the records, reports, and information in it.\n\nIn the example screenshot below, these are the table access permission settings of someone in the Participant role:\n\n1. **View Records:** has permission to view all records in all tables in the app.\n2. **Modify Records:** has permission to modify all records in all tables in the app.\n3. **Add Records:** has permission to add records to all tables in the app.\n4. **Delete Records:** has permission to delete records from all tables in the app.\n5. **Save Common Reports:** does not have permission to save common reports in any of the app tables. (All users can create reports for personal use.)\n6. **Edit Field Properties:** does not have permission to edit field properties in any of the app tables.\n7. **Fields:** has full access to all fields in all tables in the app.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/fef2cf228b9fb4c7e0fc8b7b7397634f35b5427d-956x501.png\")
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\n\nThe **View**, **Modify**, and **Fields** settings utilize multiple choice “drop-down” style UI controls. \nThe **View** and **Modify** settings offer the choices as illustrated in the following screenshot.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/7dc0668b2e0c0eddcc26261859d63a1c578552b6-812x253.png\")
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\n\nThe **Fields** setting offers the choices illustrated in the following screenshot.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/19ce1e7a85d087e9d743656b929a99721eaa8614-618x162.png\")
\n
\n\nThe **Add**, **Delete**, **Save Common Reports** and **Edit Field Properties** checkboxes are toggled on/off with a single mouse click. The following illustration shows a detailed view of an enabled and disabled checkbox. \n\n- When the option is enabled (Allowed) for the table, the checkbox is colored green. \n- When the option is disabled (Not Allowed) for the table, the checkbox is “grayed out.”\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/73e91ada16a720b3a8afc0848d694330e11d6e70-239x158.png\")
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\n\n#### User Interface Tab\nThe settings and controls on the User Interface tab allow the UI to be customized to fit the needs of users in the selected role. This tab is densely populated with controls that can be easily overlooked. \n\nThe example screenshot on the next page continues following the Participant role. It is labeled to show the location of each of the controls listed below:\n\n1. The **application homepage** users in the role will see when logging in is set using the two dropdown fields on this tab. The home pages you have created inside of the current application will be available in each select list. In the example screenshot below, the role is using default settings. \n
a. Desktop home page: for users that sign in from a desktop, laptop, notebook, etc.
\n
b. Mobile home page: for users that sign in with a mobile device.
\n
\n - App and Table settings
\n - Users
\n - Favorites & Recents
\n - Search
\n - Help
\n - Text as Another Role
\n
\n\n6. Menu and Table Display settings **hide table UI elements**, such as: \n - Table Bar
\n - Add Button/Links
\n - Import/Export Links
\n - Save as a Spreadsheet Link
\n - Multi-Record Options
\n - Email Button/Links
\n - Print Links
\n
\n\nIn the example screenshot below, the Participant role is using a custom home page for desktop and mobile devices. It has access to 104 reports but cannot customize them or create new ones. Access to personal links is allowed. Within the UI, the role may not Test as another role or user. The role has full access to the table-level settings.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/e74145e1172d81a95318a9029ad80d27cb486f0f-880x464.png\")
\n
\n\n#### Properties Tab \nThe properties tab is where the role name and description can be set and modified. When using the default roles it isn’t necessary to enter a description. But when creating custom roles you should always describe why the role exists in terms of what it can do that other roles cannot.\n\n### Tips for Using Roles in Quickbase\nIt is important to remember that you must assign the most suitable role for each user, giving them the most appropriate level of control and not more. \n\nWhen creating a new role, keep the necessary requirements for that role in mind and make sure you are not allowing users to have access to sensitive data that they should not see. \n\nFinally, you can associate a custom form with roles, providing different add, view, and edit forms for each role, or a different form per role for users accessing your application. \n","slug":{"current":"how-to-use-and-adjust-roles-in-quickbase"},"categories":[{"id":"-3711bc9d-2dc7-582c-b894-03c210cdb205","title":"Roles & Permissions","slug":{"current":"roles-and-permissions"}}]}},{"node":{"id":"-c6c823da-b494-5d0e-b466-40c7e55e74fc","title":"Syncing your Survey Monkey Data | BEGINNER","metaDescription":"SurveyMonkey is a leading tool for collecting survey information. Combine your survey data with Workato and enhance your efficiency. Learn how with this guide.","body":"Surveys are a great way to collect information, with SurveyMonkey being one of the leading tools to do so. When your surveys are completed you can sign into SurveyMonkey and look at all your data. But wouldn’t it be better if the same data was in your central database rather than in yet another system? Reasons for storing your survey results might include:\n\n✓ Providing visibility to people who are not SurveyMonkey users\n\n✓ Allow for reporting across multiple surveys\n\n✓ Associate responses with users in your database\n\nIn this article we’ll discuss how to setup a Workato recipe which save the results of your survey to your Quick Base database application.\n\nFirst, you’ll want to set up your Quick Base table where you want survey information to be stored. **Log into your Quick Base application and take the following action:**\n\n1. Create a new table\n2. Add a text field and call it ‘Question 1’.\n3. Add another text field and call it ‘Survey ID’ \n\n**Now log into your SurveyMonkey account:**\n\n1. Create a new survey\n2. Select ‘Start from Scratch’\n3. Name your survey and add a multiple-choice question or text question.\n\n> EDITORS NOTE:\nAt the time of this article, several SurveyMonkey question types will not work with Workato (ex. Matrix and Star types). Workato is actively working on an update at the time this article was written.\n\n4. Save your new survey4Go to collect ‘Responses’ section of your new survey on the tabs in the upper ribbon and click ‘Add a New Collector’ and select ‘Web Link’\n5. Go to collect ‘Responses’ section of your new survey on the tabs in the upper ribbon and click ‘Add a New Collector’ and select ‘Web Link’\n6. Copy the resulting URL into your browser and complete at least one survey (This will be used later to display values in the triggers of your Workato recipe).\n\n**Now sign into your Workato account:**\n\n1. Click ‘Create a new recipe’\n\n2. Assign the trigger as shown below:\n\n\n\nClick ‘Next’\n\n3. Assign a connection:\n\n\n\nClick ‘Next’\n\n4. Designate which survey will be used (the one you set up at the beginning of this article)\n\n\n\n5. Now you’ll create your action. Select your Quick Base app and the action ‘create record’:\n\n\n\nClick ‘Next’\n\n6. Select your Quick Base connection and select your sub-domain and authentication information:\n\n\n\nClick ‘Next’\n\n7. Now we’ll configure our action. First, select the application where your Quick Base newly created Quick Base table is located. Enter your application token and select the table you want your survey data sent:\n\n\n\nOnce the table is selected additional fields will become available. Select the fields that you want to add from your survey to your Quick Base application. To do, start by selecting the desired fields from the ‘Table field list’:\n\n\n\nThe fields you’ve selected will now appear below. In each field you’ll select the SurveyMonkey response that will be mapped to Quick Base. In the screen below you can see that we are assigning values for the fields on the right side of the screen from our list of values in the left side under ‘Completed survey response’\n\n\n\nOnce completed, click ‘Finish\n\n8. Now that you’ve completed your recipe it’s time to test. Click the green button in the upper right of your screen to run your first test:\n\n\n\nWhen clicked a test job will be run, creating a record based on the last survey response that was completed in SurveyMonkey. When the test is complete you should see this message:\n\n\n\nYou should also see a newly created record in your Quick Base table based on the test you just ran.\n\nIf Workato is unable to find any jobs, return to your SurveyMonkey account and complete a test survey. Once completed, rerun your test in Workato.\n\n9. Check to make sure a record has been created in Quick Base. It should look like this:\n\n\n\nWe’ve included the Survey ID here to show that you can not only extract information entered by the user, but also underlying information about the survey itself. In this case we can use the survey ID for the purposes of categorizing and reporting on the survey to which the Quick Base record corresponds. You can imagine that if you have multiple surveys entering the same table it might be very useful to have a record of which survey was used to create the record.\n\nKeep in mind that this is the simplest version of a SurveyMonkey to Quick Base Workato recipe. Once you’ve mastered this basic recipe you can go on to add more fields to your Quick Base table, map additional survey answers or [add additional logic](/knowledge-base/workato-knowledge-center/adding-conditional-actions-to-your-workato-recipe-intermediate/). \n\nKeep an eye out for additional Workato articles coming soon in our Workato section of Quandary’s Knowledge Base here.","slug":{"current":"syncing-your-survey-monkey-data-beginner"},"categories":[{"id":"-19639513-515e-5bd2-b0ac-4fddcab7d3be","title":"Workato Knowledge Center","slug":{"current":"workato-knowledge-center"}}]}},{"node":{"id":"-5b3eeeb6-fe59-594c-b0ba-af20401e8cdf","title":"How to Utilize API AddRecord in Quickbase (Guide) | ADVANCED","metaDescription":"Quickbase's API_AddRecord call is one of the most basic API calls. It empowers a user to create a single record based on pre-defined conditions. Learn More.","body":"The API_AddRecord call is one of the most basic API calls in [Quickbase](/quick-base-solutions/). In short, it empowers a user to create a single record based on pre-defined conditions.\n\nCommon use cases for using the API_AddRecord might include:\n- Creating a custom button in Quickbase that creates a new record with one click\n- Implement in Quickbase Webhooks to add a record once certain changes occur\n- Custom Scripting (either client or server-side)\n\nLet’s picture a scenario where you have a system where users ‘vote’ on a particular item or issue. \n\nIn this example, you want them to click a button to ‘vote’. And by doing so, a record is added that logs their user and a ‘yes’ response on whatever topic is being discussed.\n\nAn easy solution would be putting an API_AddRecord into a button to save several steps.\n\n## 6 Steps to Setting up an API_Add Record in Quickbase\n\n> EDITORS NOTE:\nThis document will only cover the URL Alternative for utilizing API_AddRecord. The URL alternative is applicable for use in nativeQuickbase buttons, Webhooks, as well as GET requests in custom scripting. This article does not cover POST Requests (although the details are transferrable).\n\n_Please reference the Quickbase API documentation for\nAPI_AddRecord\n for any additional information that is not included below_\n\nLet’s start with the example provided in the Quickbase API Documentation:\n\n~~~\nhttps://target_domain/db/target_dbid?a=API_AddRecord&_fnm_second_year=1776&_fid_8=changed&ticket=auth_ticket&apptoken=app_token\n~~~\n\n### Step 1: The Target\n\nThe target is the Quickbase table you want to add a record in. The colored text below represents the target.\n\n~~~\nhttps://target_domain/db/target_dbid?a=API_AddRecord&_fnm_second_year=1776&_fid_8=changed&ticket=auth_ticket&apptoken=app_token\n~~~\n\nThe **target_domain** is your Quickbase realm. In my case, my Quickbase realm is quandarycg.quickbase.com. So, the first part of my URL would look like this:\n\n`https://quandarycg.com/db/`\n\nThe **target_dbid** is the table you want to add a record in. Every table in Quickbase is uniquely identified by a table id. To find your unique table id, navigate your browser to the table where you are trying to add a record. \n\nOnce there, take a look at your browser's URL. The text you are looking for is the string of characters that immediately follow after the “/db/”, and stops before the “?a”. \n\nIn the case of the Quandary CG Knowledge Base, we have a table for ‘External Records’ to hold test data from Knowledge Base users. \n\nThat table is found via the following link for us:\nhttps://quandarycg.quickbase.com/db/bn6wwekqv?a=td\n \n\nThe Target DBID then, is **bn6wwekqv**.\n\nOnce you have your Quickbase realm and your target DBID, you bring it all together to build your Target for this API call. From the above examples:\nhttps://quandarycg.quickbase.com/db/bn6wwekqv\n\n### Step 2: The API Call\n\nThe API call is how you tell Quickbase what you are trying to do. It is the core piece that determines how Quickbase interprets everything else and what it needs from you. \n\nEverything in the API call should start with “?a=API_”. Since this document is about adding records, your full API call should read as “?a=API_AddRecord”. **Make sure you do not forget the “API_” piece**. \n\nThe updated URL will be as follows:\nhttps://quandarycg.quickbase.com/db/bn6wwekqv?a=API_AddRecord\n\n### Step 3: Using App Tokens\n\n[Depending on your app](/quandary-build/), Application Tokens may or may not be required. For more info on how to use app tokens, please reference the Application Tokens article. \n\nIf they are required, then your URL needs to call out that essential piece. Doing so requires that you add “&apptoken=” as the next part of your URL. \n\nThe updated URL would be as follows:\nhttps://quandarycg.quickbase.com/db/bn6wwekqv?a=API_AddRecord&apptoken=itgoeshere\n\n### Step 4: Authentication/Ticket\n\nA requirement of an API call is that the user or process making the call be logged in or authenticated in some form. For simplicity, go with User Tokens. For an explanation of user tokens, please reference the User Tokens article. \n\nIncorporating a user token is similar to using apptokens, whereby you add an additional URL param to your API call for Quickbase to read. That string is “&usertoken=”. \n\nThe updated URL will be as follows:\nhttps://quandarycg.quickbase.com/db/bn6wwekqv?a=API_AddRecord&apptoken=itgoeshere&usertoken=usertokengoeshere\n\n\n### Step 5: Setting Field Values\n\nSetting field values means that when your new record is created, you can set certain field values to automatically fill and save. From the example at the beginning with voting on a topic, we want to pre-define fields to capture who the user is and what their answer is on a certain topic.\n\n> BEST PRACTICE:\nIt is strongly recommended that you use field ID’s in all API calls. While the QuickbaseAPI documentation/examples will show that you can use Field Names in lieu of Field ID’s, it is advised you do not use them given that they can change over time while the Field IDs are immutable.\n\nSetting different field values is just a matter of rinse and repeat using _fid_#=. Make sure the field ID of the various inputs you want to set in the **target table**. \n\nBefore you actually set up your API call, you should identify the various inputs you want to set and their associated Field IDs. \n\nWith those identified, you will append _fid_#=value to your URL string for each field you want a value set for. For example,\n\n__fid_6=value1&_fid_7=value2&_fid_8=value3_\n\nNotice each new field value is separated by &, but the general format is the same. That string should be appended to what you have set up from Parts 1-4. To set up our button to vote on a topic described in the very beginning.\n\nIt would look something like this:\n\n`https://quandarycg.quickbase.com/db/bn6wwekqv?a=API_AddRecord&apptoken=itgoeshere&usertoken=usertokengoeshere&_fid_6=_curuser_&_fid_7=I’m voting Yes&_fid_8=The Topic I’m voting on is this Article being awesome`\n\n### Step 6: Test it\n\nTo see a simple example in action, click the link below:\n\nhttps://quandarycg.quickbase.com/db/bn6wwekqv?a=API_AddRecord&_fid_6=I created a new record through the API&_fid_10=today\n\n**You should see a result like this:**\n\n\n\nYou can also try it out in the Quandary Knowledge Base to see it live in Quickbase.\n\n\n\nTo take the next step, take a look at the article on [API_EditRecord](/knowledge-base/quick-base-api/api-editrecord-advanced/) to modify existing records\n\n> EDITORS NOTE:\nIn March 2019, Quickbase released a clist Parameter that can now be included in all AddRecord and EditRecord calls. By including this in your API call, you can define a list of field ids such as “&clist=1.2.3.4.5” such that the XML response returns the value of these fields in the record","slug":{"current":"api-addrecord-advanced"},"categories":[{"id":"-46109a16-4c3d-593f-a8f1-11046af26ef6","title":"Quickbase API","slug":{"current":"quick-base-api"}}]}},{"node":{"id":"-2eb7b721-d75a-5cce-a9d8-fd8be02cbeae","title":"Creating Your First Workato Recipe | INTERMEDIATE","metaDescription":"Every Workato recipe consists of a trigger and an action. Make your system actionable by learning how to create a Workato recipe step-by-step. ","body":"In this article we’ll cover how to create a Workato recipe step-by-step. Here are a few concrete examples of what a Workato recipe can do:\n\n✓ When emails are sent to a specific address add the email attachment(s) to your database\n\n✓ When an invoice is generated in your database reformat the information and enter it into Quickbooks Online\n\n✓ When a new row is added in Google Sheets add a record to your Quick Base database\n\nIn this article we’ll walk through the 3rd example (Google Sheets > Quick Base) because its quite simple. Once you grasp a simple example you’ll be able to build upon your success to tackle more complex recipes.\n\nAt its core, every recipe consists of a trigger and an action. In our Google Sheets to Quickbase example the recipe trigger will be the addition of a new row in our Google Sheet. Our action will be the addition of a new record in Quickbase\n\nLet’s look at how to set this up:\n\n1. Sign in to your Workato account\n2. Make sure you are on the ‘Recipes’ tab and click the green button labeled ‘Create a new recipe’.\n\n\n\n3. Now select your application (Google Sheets) and your trigger (When a new row is added). The result should look like this:\n\n\n\nOnce complete, click ‘Next’\n\n4. Now you will be asked to select a ‘connection’ to your Google Sheets. A connection is simply you supplying information to access your Google Sheets account. If you’ve done so before you can select from an existing connection. Otherwise you will need to create a new one. If you need help setting up one of these connections, check out our article about creating a connection here. Once complete, your connection should appear as shown in the pic below:\n\n\n\n5. Once you select your ‘Connection’ you’ll be prompted to select a spreadsheet from your Google Sheets account as well as the sheet/tab in your spreadsheet you wish to use.\n\n\n\nClick ‘Next’\n\n6. Now, you’ll tell Workato what app you want your action to take place in and what kind of action you want to perform. In our case, our action is creating a new record in our Quickbase application as shown below:\n\n\n\nThen click ‘Next’\n\n7. Now you will be asked to create a connection for your Quickbase app. Select from your existing accounts. If you have not already created a Quickbase connection do so now. Remember to use the article here to learn how to create a connection.\n\n\n\nWith your connection selected, click next\n\n8. Now we’re ready to configure our action. Select your application from the list of applications you have access to. [Add an ‘Application Token’ if required](/knowledge-base/admin-application-setup-security/application-tokens-intermediate/). Then, specify the table within your application where you would like to add records.\n\n\n\nClick ‘Finish’ \n\n9. Once you have selected your table from the previous step, fields will appear, allowing you to map fields from Google Sheets to Quickbase. Select the fields you’d like to use from the ‘Table field list’:\n\n\n\nThe fields you’ve chosen will appear below the ‘Table field list’. In each Quickbase field choose the Google Sheets field/column whose value you’d like to have entered:\n\n\n\nClick ‘Finish’\n\n10. If there are no errors in your recipe, you should see the following screen:\n\n\n\n11. Click the green ‘ Test Recipe’ button in the above pic. This looks for new rows in Google Sheets and, if one is found, will create a new record in Quickbase. If there are no items in your Google Sheet, no jobs will be processed. If no jobs exist, simply go to your Google Sheet and add one to perform the test.\n\n> EDITORS NOTE:\nKeep in mind that each recipe configuration will be slightly different based on the application(s) you use and the triggers and actions you wish to implement.\n\nCongratulations! You’ve now successfully built a recipe in Workato. For more articles and how-tos on Workato click [here](/knowledge-base/workato-knowledge-center/)","slug":{"current":"creating-your-first-workato-recipe-intermediate"},"categories":[{"id":"-19639513-515e-5bd2-b0ac-4fddcab7d3be","title":"Workato Knowledge Center","slug":{"current":"workato-knowledge-center"}}]}},{"node":{"id":"-84ecb0d4-39f5-5cb8-9cab-dcd6463c9055","title":"Using a Formula-URL Field in Quickbase - INTERMEDIATE","metaDescription":"Quickbase Formula-URL fields are a great way to create custom links, helping users navigate to forms and pages. This walkthrough shows you how to set them up.","body":"Formula-URL fields are a great way to create custom links, helping users navigate to forms and pages within and outside of [Quickbase](/quick-base-solutions/). \n\n**Here are a few examples:**\n1. Create URLs to your company profile page\n2. Switch from one form to another\n3. Update a record\n\nLet’s go through these examples one at a time: \n\n## 1. Example: Create URLs to your company profile page\n\nSay your company stores a biography of each employee on its public website. The link to each profile follows a similar file path. For example, [www.]mycompany.com/profiles/tina_bradley'. \n\nIn this case, ‘tina_bradly” at the end of the URL will direct the user to Tina Bradley’s profile\n\nUsing an employee’s [FirstName] and [LastName] from their employee record you can construct a URL-Formula creating a link on each employee’s profile using the following formula:\n\n~~~~\n[www.]mycompany.com/profiles/' & [FirstName] &”_”& [LastName]\n~~~~\n\nThe first part of the formula is hardcoded with \"www[.]mycompany.com/profiles/\". Then we use the ‘&’ symbol to append the root URL with the employee’s [FirstName]. \n\nAfter that, we add an underscore with ‘&”_”’. Last we add the last name to the URL string with ‘& [LastName]’\n\n## 2. Example: Switch from one URL form to another\n\nIn this case, suppose you have a table where your company stores time cards. You’d want to show different fields depending on whether the timecard is for regular hours or time-off. \n\nIn this case, you can create one form for ‘regular’ time cards and a different form for ‘time-off’ time cards. \n\n**Once you’ve created your two forms you can create your formula-URL field in Quickbase:**\n1. Create a Formula-URL field\n2. Name the field ‘Time-off’\n3. In the formula area paste this formula: URLRoot()&”db/”&Dbid()&”?a=dr&rid=”&ToText([Record ID#])&”&dfid=YOUR_FORM_ID”\n4. Once you have your two forms created, open the time card table ‘settings’ and locate the form ID# of your ‘time-off’ form\n5. Update your formula in step 3 by replacing the last section _(YOUR_FORM_ID)_ with the form ID# you just located. Your formula should now look something like this:\n\n~~~~\nURLRoot()&\"db/\"&Dbid()&\"?a=dr&rid=\"&ToText([Record ID#])&\"&dfid=10\"\n~~~~\n\n6. Now go to your ‘regular’ time card form and place the formula-URL field you’ve just created on the bottom of the form.\n\n7. Now, let’s look at what our Quickbase formula is doing in each component part:\n\n - _urlroot(): your Quickbase root URL (https://[companyname].quickbase.com)_\n - _“db/”: in every QBase URL_\n - _dbid(): table ID where you’re adding this field_\n - _“?a=dr: Action = Display Record_\n - _rid=”: tells Quickbase to look for the Record ID_\n - _[record ID#]: brings in the record ID field_\n - _“&dfid=5”:tells the formula to use the form with formID 5_\n\n## 3. Example: Modify a record by clicking the URL button\n\nOne great feature of Quickbase formula-URL fields (and Rich Text fields) is the ability to create buttons, which can incorporate [API capabilities](/quandary-connect/) (including things like modifying or adding records). \n\nLet’s say your company has a number of projects. When a project is complete, you’d like the project manager to open the record and click a button to mark the project complete. \n\nIn this example, we’ll create a checkbox field called ‘Project Complete’. When checked, the project will be considered complete. Then we’ll create another field to store our button. When the button is clicked it will check the ‘Project Complete’ field. \n\n1. Create a checkbox field and name it ‘Completed’\n2. Create a new formula-URL field. Name it: ‘Mark Project Complete’\n3. Add the following text to your formula:\n\n~~~~\nURL=URLRoot() & \"db/\" & Dbid() & \"?act=API_EditRecord\"& \"&rid=\" & URLEncode ([Record ID#])& \n\"&_fid_Your Field ID=1\" & \"&apptoken=\" & \"Your app token\";\n~~~~\n\n4. Now replace ‘Your Field ID’ with the ID of your ‘Completed’ checkbox field and ”Your app token” with the application token from your Quickbase App\n\nSo, why create a button to check the ‘Project Complete’ checkbox field? Why not just have the user click the checkbox? \n\nFirst, by creating a workflow of a button, you can make actions (such as completing a project) more explicit to users. \n\nSecond, this is just a basic example that can be used as a building block for more sophisticated buttons. For example, your Quickbase formula might stipulate that the button be shown on a record only if certain conditions are met. For instance, the button might only appear on a project if that project has already been awarded.\n\nIf you want to take it to the next step you can start doing such things as inserting JavaScript into your field to redirects, add pop-ups, and a whole variety of cool tricks.\n\n>EDITOR'S NOTE: \nQuickbase Formula-URL Fields are synonymous with ‘Buttons’. A Quickbase formula-URL can either be read as its URL string or can be converted into button format within field settings.\n\nVisit here to demo examples in this article.","slug":{"current":"using-a-formula-url-field-intermediate"},"categories":[{"id":"-51554930-c85d-504e-b1fc-9e93b25a4991","title":"Fields & Formulas","slug":{"current":"quick-base-fields-and-formulas"}}]}},{"node":{"id":"-07f4490b-3e3c-5659-91f7-26fdca3b510b","title":"Navigating the My Apps Page in Quickbase | BASICS","metaDescription":"Learning to navigate the My Apps Page is an important beginning step in familiarizing yourself with the Quickbase environment. Learn more.","body":"Learning to **navigate the My Apps Page** is an important beginning step in familiarizing yourself with the Quickbase environment. \n\nYour Quickbase realm contains all apps for your organization.\n\nAn app in Quickbase is a collection of related tables within a single environment. Some organizations choose to locate all business information within a single application. Others find a need to create multiple applications within their realm to manage discrete processes, such as sales and accounting. \n\n## Navigating the My Apps Page in Quickbase\nThe \"My Apps\" page is a dashboard within your realm where you can view, categorize, search, add and remove apps within your organization’s realm. \n\nTo view the My Apps page, click the “My Apps” icon in the upper-left of your screen in the tables ribbon:\n\n\n\n### 1. VIEWING YOUR APPS\n\nHere is what a typical My Apps Page looks like:\n\n\n\n> EDITORS NOTE:\nThe My Apps page will only display the apps in your realm which you currently have access to. Apps which do you do not have access to will not appear in your ‘My Apps’ page.\n\nThis view displays the name and an icon for each app in your realm. An additional ‘indicator’ may appear on the upper-left of the icon indicating what level of access you have in that application. Click here for a full list of indicators. \n\nIf you would like to view the same apps in list format, switch your view by clicking the icon with three horizontal line:\n\n\n\nYou will now see your apps in ‘list’ view, which provides a bit more information: \n\n\n\nNow you can see multiple columns, including the last time the app was visited, the category and the apps manager. \n\n### 2. CATEGORIZING YOUR APP\n\nWhile this example realm contains four applications, your realm might contain dozens, or even hundreds of apps. In this case there is likely a need to sort and search in order to find your application. \n\nOne method to make it easier to find your app is to assign a category. To do so, click the dropdown field in the ‘category’ column:\n\n\n\nIn this case, our “Sales CRM” has been categorized as ‘Demo’. If I want to add a category or edit an existing one, use the ‘Add’ and ‘Edit’ options from the dropdown.\n\n### 3. LOCATING YOUR APP\n\nIf you need to search for an application from a long list of apps, you can now filter by your assigned categories using the funnel icon next to the search box:\n\n\n\nYou may also use the search box to specify the name of your app.\n\n### 4. ADDING AN APP\n\nYou can also add an application from this screen or explore sample applications, which others have created:\n\n\n\n### 5. REMOVING APPS\n\nIf you have a large number of apps, it’s possible these are cluttering your ‘My Apps Page’ with applications that are not currently relevant to your work. In this case you will want to remove some of the applications from the page. To do so, click the eyeball-shaped icon next to the app you wish to remove:\n\n\n\n### 6. MANAGE MY ACCOUNT\n\nIf you are a Realm Manager, and therefore have account level access across your Quickbase applications, you will also see a link to ‘Manage My Account’:\n\n\n\nClick the link to enter your account, where you can view all of your apps, groups, users and permissions across your Quickbase realm:\n\n\n\nFor more ideas and information regarding app navigation and administration click [here](/knowledge-base/admin-application-setup-security/)","slug":{"current":"navigating-the-my-apps-page-basics"},"categories":[{"id":"-14942e20-302e-57b3-a12c-de473ea4cc86","title":"Admin / Application Set Up / Security","slug":{"current":"admin-application-setup-security"}}]}},{"node":{"id":"-2a153b79-679a-534c-bdd4-a58f4599a832","title":"Quickbase Developers’ Guide: Webhooks 101 | BEGINNER","metaDescription":"This Quickbase Developers' guide to webhooks will cover what webhooks are, why they are important, and how to set them up. Learn more.","body":"Quickbase Webhooks are a useful way to connect different web applications and services. [Quickbase](https://quandarycg.com/quick-base-solutions/) supports webhooks to trigger actions in response to events in the platform (usually an action performed by a user.)\n\n \n\nUsing Quickbase Webhooks, you can [automate workflows and streamline processes](https://quandarycg.com/quandary-connect/) easily. As a Quickbase developer, knowing how to use webhooks will significantly enhance and expand the solutions you can create.\n\nBy the end of this article, you will know what a webhook is, why they’re important, and how to set one up.\n\n\n## What Is Quickbase Webhooks?\n\nA webhook is a way to communicate data across the internet, usually triggered by a user event–for example, adding, updating, or deleting a record in Quickbase. \n\n**For example:** You can set up a webhook to automatically create a new task in the same Quickbase application when a new record is added to a Quickbase table. You could also set it up to create a different application in Quickbase (or an entirely separate and external platform, such as the project management tools Asana or Trello).\n\n\n\n\n ![\"Diagram](\"https://cdn.sanity.io/images/55lcecww/production/9e9346fe1121a867eecaf51737c2040f9ae034c7-451x252.png\")
\n
\n \n\nWebhooks can trigger actions (such as sending notifications to team members in Slack or updating records in other systems) when a record is updated or deleted.\n\n \n\nWith the webhook connector, you can send HTTP requests to external services, pass data in JSON or XML format, and receive responses in Quickbase (usually to confirm the data was received). \n\n\n### The Importance of Webhooks\n\nThe main reason for using Webhooks is to avoid having users enter data in multiple places. \n\nThe Webhook ensures the same data is communicated to other systems in real time (instead of having a user enter data repeatedly in different places). possibly forgetting to update one system or even entering the data incorrectly from one system to the next. \n\n\n### When to Use Quickbase Webhooks\n\n\n\n - You have an available API.
\n - You need to enter data into multiple systems automatically from one entry point.
\n - You need real-time notifications to other services or applications.
\n - You need an alternative to Quickbase Pipelines for creating, updating, or deleting records.
\n
\n\n### When to Not Use Quickbase Webhooks\n\n**You use too many webhooks.**\n\n\n\n- Quickbase has a hard limit of 10 webhooks per table. \n\n\n**There is a high volume of events.**\n\n\n\n* If your application generates a large number of events that trigger webhooks, it can put a strain on the receiving server.\n* _**Note:** In such cases, you should consider polling the API to retrieve the data periodically as Quickbase limits webhooks to 50._\n\n**The message is too large.**\n\n\n\n* Quickbase limits payload size to 4MB. \n\n\n**The records are too large.**\n\n\n\n* Quickbase sets a hard limit on the size of a record triggering a webhook to 1MB. \n\n\n**The application requires a synchronous response.**\n\n\n\n* Webhooks are asynchronous, meaning that the response is not immediate. \n* If your application requires a synchronous response, such as in a payment gateway, webhooks may not be the best option. \n* _**Note:** In such cases, you may want to consider a different approach, such as a direct API integration._\n\n**You need to guarantee delivery.**\n\n\n\n* Webhooks rely on the reliability of the network and the endpoint to deliver messages. \n* If your application requires guaranteed message delivery, webhooks may not be the best solution. \n* _**Note:** In such cases, you may want to consider a different approach, such as a message queue or a retry mechanism. [Pipefy](https://quandarycg.com/pipefy/) and [Workato](https://quandarycg.com/workato-solutions/) both offer this feature._\n\n\n### Benefits of Webhooks\n\n\n\n* **Webhooks broadcast information users enter once in a single place to numerous places in real time.** This increases productivity and reduces the need to poll or check for updates. \n * Unlike polling (which creates constant server traffic) webhooks are event-based and generally require fewer resources.\n* **With webhooks, applications can respond to events as they happen without waiting (i.e. polling on a schedule).** This leads to more efficient workflows and improved performance. \n * For example, an email service can automatically send a welcome email when a new user registers.\n * You can also create multiple child records (for example, a questionnaire) from a single event.\n\n\n### Challenges of Webhooks \n\n\n\n* **It can be difficult to tell if a webhook fails.** Only the developer who created the webhook receives an email notification if there is a problem. \n * Other developers must go to the webhook section of the table settings and review the error history. \n * If the receiver (endpoint) is down, messages can be lost unless there’s a retry mechanism in place. \n\n* **If a webhook source is high-traffic, it can overwhelm the receiving application**. This is especially true if there’s no throttling in place. \n * Rate limits might need to be enforced to prevent overloading your systems. \n\n* **If the structure of your app or the service you send data to changes, you will likely have to update your webhook as well.**\n\n\n## How to Create a Webhook in Quickbase \n\nHere is a step-by-step guide for creating a webhook in Quickbase. Follow these steps to create a successful webhook automation every time.\n\n\n### Step 1: Create a +New Webhook\n\nGo to the **Table Settings** for the table where the user will trigger the webhook. Look for the Webhooks section and click the **+New** button *(See Fig 1*).\n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/c481e8d1f6f19b6a7508ece2c33b6e6bca6ddbe9-561x204.png\")
\n
\n\nFig. 1\n
\n\n\n\n_**Note:** The interface is very similar to the Quickbase Notifications interface (See Fig. 2)._\n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/48212628a9575058ee6ac3d10f867fda10dcbe59-351x362.png\")
\n\n
\n\nFig. 2\n
\n\n\n\n\n### Step 2: Name the Webook\n\nGive your webhook a concise and meaningful name so you will remember what it does. Your future self and any developers who follow you will be grateful for a detailed description.\n\n\n### Step 3: Set the Trigger\n\nYou need to be specific with the webhook trigger. Do you want the webhook to fire when a record is modified, added, or deleted? Some combination of those or all three? If you want it to fire when a record is modified, is it when any field changes or just a particular field? \n\nThink carefully about what causes your webhook to fire. Then, set the trigger *(See Fig. 3)*. \n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/6719a70d1d598ca05b5fc1405489b107c11000d4-194x204.png\")
\n
\n\nFig. 3\n
\n\n\n\n\n### Step 4: Set the Endpoint URL\n\nSet the endpoint URL your webhook will hit. \n\nFor example, if you want to create a record in another table in Quickbase, enter the full URL, including the tableID (without any additional modifiers). \n\n**In this case:** \n\nhttps://myrealm.quickbase.com/tableID \n\n**NOT:** \nhttps://myrealm.quickbase.com/tableID?a=td \n\n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/e6f4bcb9841e3a2ec65cb37a793de8b0b4dc80ba-624x42.png\")
\n
\n\nFig. 4\n
\n \n\n\n_ **Note:** You can add dynamic data to your URL based on fields and markers from the application and table (See Fig. 4)._\n\n\n### Step 5: Select the HTTP Method\n\nSelect the HTTP Method you want to use *(See Fig. 5*). \n\nFor example, you will use POST for Adding, Modifying, or Deleting records in Quickbase. \n\n\n \n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/ec6392347a80e4dbf80f4bc10cbafeffadaa2ca9-91x124.png\")
\n
\n\nFig. 5\n
\n\n\n\n_**Note:** You will most often use POST. Still, you should know what kind of method your endpoint requires._\n\n\n### Step 6: Select Message Format\n\nSelect the message format you want to use (*See Fig. 6)*. Again, this might depend on the requirements of the URL endpoint. Make sure to read the documentation. \n\nIn Quickbase, the HTTP API Methods are set up to receive [ XML](https://www.w3schools.com/whatis/whatis_xml.asp). The newer API Portal is set up to receive[ JSON](https://www.w3schools.com/whatis/whatis_json.asp). \n\n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/76ef938c9a131d59f79649c3a5278246076c1336-126x126.png\")
\n
\n\nFig. 6\n
\n\n\n\n\n### Step 7: Set Message Headers\n\nNext, set your[ Message Headers](https://developer.mozilla.org/en-US/docs/Web/HTTP/Headers). You will usually use the[ HTTP API Methods](https://helpv1.quickbase.com/api-guide/intro.html), API_AddRecord for example *(See Fig. 7)*. \n\n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/598af6dae5df534183cf7939a301f9fb0c5938f2-624x84.png\")
\n
\n\nFig. 7\n
\n \n\n \n\n\n### Step 8: Enter the Message Body\n\nEnter the[ Message Body](https://developer.mozilla.org/en-US/docs/Web/HTTP/Messages#body). Remember that each tag in the XML must have a corresponding closing tag. \n\nThe starting parent tag is <qdbapi>. \n\nYou should include a security token (either user or app token depending on your app setup). \n\nNext, include the fields on the record that you want to create or update. You can either use field IDs or names for this. You can either hard-code data within the tags for each field or supply dynamic values from the fields in the table where the webhook lives, placing the field name wrapped in brackets within the tag *(See Fig. 8).*\n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/120ae0ccfbb1e3a69919b1f90be79685fbb569a2-351x134.png\")
\n
\n\nFig. 8\n
\n\n\n\n\n\n### Step 9: Save and Test the Webhook\n\nNow, you are ready to save and test your webhook. After you click **Save** at the bottom of the webhook form, you will be taken to the list of Webhooks for that table. \n\nMake sure the **Active** checkbox is checked *(See Fig. 9).* Then test the webhook by adding, modifying, or deleting a record (depending on the entry criteria you set up in step 3). \n\n \n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/62c6cd0b3ee2aed04497392d7eb4830f3441bc14-142x110.png\")
\n
\n\nFig. 9\n
\n\n\n\n\n\n### Step 10: Check for Errors\n\nIf there are any errors, you will see an exclamation mark in a red circle by the name of your webhook *(See Fig. 10).* \n\n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/27c203dd8ceef3b9ec9ec23488eb4c621407a4d5-176x86.png\")
\n
\n\nFig. 10\n
\n \n\n \n\nIf you see the error icon by the name of your webhook, you can find the details at the top of the webhook page next to the **New Webhook** button *(See Fig. 11).*\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/bbc443adcedcc3808051d6642b446ceafe5cf72c-343x60.png\")
\n
\n\nFig. 11\n
\n \n\n \n\nError messages are simply numeric error codes *(See Fig. 12)*. Refer to the[ Quickbase Error Codes Guide](https://helpv2.quickbase.com/hc/en-us/articles/4418287674516-Error-codes) for details on the error. \n\n\n\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/ec263c4ff9d296f399868c05d8f887e1011c1288-567x79.png\")
\n
\n\nFig. 12\n
\n\n\n\n\n \n\nThat’s it. \n\nCongratulations on making your first webhook! ","slug":{"current":"quickbase-developer-guide-webhooks-101"},"categories":[{"id":"-dc095853-fb86-5354-8647-e35dd8636ed2","title":"Quickbase Outside Of The Box","slug":{"current":"quick-base-outside-of-the-box"}}]}},{"node":{"id":"-582b1cdb-096c-5eef-9f22-7351d780dc1b","title":"How to Set Up Notifications in Quickbase | BEGINNER","metaDescription":"Notifications are useful when alerting team members that a record got added, changed, or deleted in Quickbase. Follow this guide to learn how you set up notifications. ","body":"There are numerous ways to use notifications in Quickbase. \n\nFor example, notifications need to be sent anytime a record gets added, changed, or deleted in [Quickbase](https://quandarycg.com/quick-base-solutions/). You should also send notifications when clients add new tasks in the **Issues Table** or when a project is urgent.\n\nBy setting up notifications for these events, you will alert relevant teammates and keep everyone on your team in the loop. This will lead to more successful projects with fewer issues and faster completion time.\n\n## What Are Quickbase Notifications?\n\nA Notification is an automatic email sent by Quickbase to let specific users know under specific conditions when a record in a given table is added, updated, or deleted.\n\nThere are two types of notifications in Quickbase:\n\n1. **Recipient:** Use this type of notification to send notifications to app users. You can create notifications based on user roles, showing only the fields and records they can access.\n\n2. **Open:** Open notifications send emails to people who do not have access to your app (done by typing in their email). \nThe notification recipient can see all fields and information in the record(s). \nOnly application managers can create this type of notification. \nYou can control what fields display in an open notification by specifying a custom form or creating a custom notification.\n\n - \n The notification recipient can see all fields and information in the record(s). \n
\n - \n Only application managers can create this type of notification. \n
\n - \n You can control what fields display in an open notification by specifying a custom form or creating a custom notification.\n
\n
\n\n ![](\"https://cdn.sanity.io/images/55lcecww/production/097e2ee029777aa86db89b7e49b35b2d8fe1bcce-553x65.png\")
\n
\n\n_**Note**: A notification will not be sent when the owner no longer has access to the table or the app. The user may no longer have admin rights or have been removed from the app (for example, if the user has left your company)._\n\n### When Not to Use Notifications\n\nDo not use notifications when a user needs to be reminded or receive a consistent report. In those cases, you would use an automated **Reminder** or **Subscription Email**. \n\n## How to Set Up Record Change Notifications (Step-By-Step)\n\nYou can easily create record change notifications in Quickbase by following these steps.\n\nApplication Managers or users with Full Administration rights have more options than regular users of an application. Managers can send to multiple recipients, while users can only send to themselves.\n\n_**Note:** The steps in this procedure may be different if you do not have access permission to modify records._\n\n**Step 1:** Choose between a General or a Personal notification (A or B).\n\n - \n General Notification: Open the table that contains the record that you want. Click Settings, click the New button above Notifications, subscriptions, & reminders, select Notification, and click Create.\n
\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/289be83cfd0123554f5c07c7331b9da1b2439f71-305x132.png\")
\n
\n\n \n - \n Personal Notification: Select My personal settings in this app from the user dropdown on the Global bar. Click My email notifications, subscriptions & reminders, then click +New Email. Select Notification and click Create.\n
\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/dd2af9509b7c51a505d4b4c85cb64fdd004cd439-626x552.png\")
\n
\n \n
\n\n**Step 2:** Select a Permission Type from one of the following options:\n\n\n- Recipient: Use this type of notification to notify users who participate in your application. Quickbase knows what you want these users to see based on the roles you assign each. This lets Quickbase construct each notification based on each individual's role, showing only those fields and records you granted them the right to see.\n
\n- \nOpen: Use this option to notify someone who does not have access to your application (non-users). \n
\n
\n\n_**Note:** Do not use Open Notifications to send sensitive information because they can be sent to individuals who are not application users, potentially compromising security._\n\n\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/707b587f7efd0db47ec3700bc23edf632c067dba-778x380.png\")
\n
\n\n**Step 3:** In the **Notification Name** text box, enter a name for the notification.\n\n**Step 4:** Select recipients from the **Notify Whom** list:\n\n- Me: This will only send you the notification.
\n- All users with access to <table name>: This choice will notify all users with access to the table.
\n- A specific list of users: Use this option to choose a specific set of users or groups. Separate entries using a semi-colon, comma, or carriage return. Click the Browse Users button to select users with the User Picker. You can also send a one-time message out to all email addresses that appear in a table report.
\n
\n\n_**Note:** If you're creating a Recipient notification, the email entries must have access to your application._\n\n\n- Me when I am listed in the field <name>: Quickbase lists a choice like this for each user field in the table. If you want Quickbase to send the notification only when you are the user listed in a specific user field, select this option.
\n\n- The user listed in the field <name>: Sends the notification to all users listed in a particular user or list-user field. For example, you can let team members know their assigned tasks have changed (or whatever record change(s) you choose in the next step). To do so, select the option for the Assigned to field.\n
\n
\n\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/8bcbb96472f58c58f351c33f0936a53223651381-690x483.png\")
\n
\n\n**Step 5:** In the **Notify When** box, select the actions that trigger a notification. You can send a notification whenever a record changes.\n\nIn addition to these \"record changed\" options, you can impose criteria users must meet to cause the notification. For example, you may only want a notification when someone modifies a task's Status field.\n\n**Step 6:** Click the **Additional Criteria** arrow to the right of the **Notify When** box.\n\n**Step 7:** Under **AND when**, select one of the following options:\n\n- When any field changes: Send this email notification about changes to any field.
\n- When specific fields change: Opens a list of fields you can select and sends this email notification about changes made to the fields that you select from the list.
\n
\n\n**Step 8:** You can create even more filer criteria under **AND When the following conditions are true after the change**.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/0ed40a4e470aac896d4f33e0cec89abe4c1ff6d9-770x330.png\")
\n
\n\n\n**Step 9:** Select one of the following message types from the **Message Type** list:\n\n- Default: Generates a simple notification informing viewers who made the change, what it was, and where they can find it. It also includes some text explaining that Quickbase sent the email automatically. To see the default message, click Preview in the Page bar.
\n- Custom message: You compose the message yourself.
\n
\n\n_**Note:** If you include a file attachment field in the message and that field has been set to allow open access, the file is available to anyone who clicks the link in the notification email._\n\n\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/c1f250253d7f1cbfbdc6eb007f87c356f6d6a481-812x158.png\")
\n
\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/8124d128f4f6850ccd96ccb46a8ea4974025ab38-952x707.png\")
\n
\n\n**Step 10:** If you want Quickbase to compose the subject line, leave the **Subject** field blank. Otherwise, type the subject of your email in the field.\n\nA Fields and Markers list appears to the right of the box. You can insert field references and other information from your application into the subject line by selecting or searching for the field(s) you want.\n\n**Step 11:** Select one of the following options for the Message Format:\n\n- HTML: Your messages appear in a specific font with special formatting, such as bold and italics. Most email programs can handle emails in HTML format.
\n- Plain Text Only: All email programs understand plain text format. If you're sure that most recipients use email programs that can't read HTML emails, select this option.
\n
\n\n_**Note:** Even if one of your recipients can only receive text-based emails, you can still select HTML because the format will change automatically. This is why you can see both modes when you preview the notification in HTML format._\n\n\n ![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/e2967cd7bb52329cfe6030fbe96d59e63821d820-571x147.png\")
\n
\n\n**Step 12:** Tell Quickbase if you want it to include a copy of the record:\n\n- If you select Default in Step 9, Quickbase will compose your notification message.
\n- Under the Single record options section, select the Include a copy of record checkbox to include a copy of the record in the message.
\n
\n\n_**Note:** If you include a copy of the record and the record has a file attachment field set to allow open access, the file is available to anyone who clicks the link in the notification email._\n\n**Step 13:** Select a form from the **Form to use when displaying the record** dropdown to display the record in a custom data-entry form\n\n\n ![](\"https://cdn.sanity.io/images/55lcecww/production/398b6aa5b62bbd441fb5cb5630911b9dd9732f28-742x280.png\")
\n
\n\nUnder **Advanced Options**, you can select additional optional settings.\n\n**Step 14:** Choose when to send the notification under **Operations**.\n\nImagine that you do not want Quickbase to send out the notification when someone makes changes to many records in grid-edit mode (or the opposite). Maybe you want Quickbase to notify you only when several records change at once (for example, someone imports a large number of records). Whatever your preference, you would tell Quickbase what kind of edit or add operation will cause the notification under Operations.\n\n**Step 15:** Set which email address the notification should be sent **From**:\n\n- The application manager (your email address): this is the default setting.
\n- notify@quickbase.com: If Quickbase recognizes your company as the owner of its email domain, select application users from your company list. You can use this list to send an email to someone else. For example, your manager may be the public face of your application while you handle all management tasks, such as creating notifications. This user must be an individual who has access to your application. If you email someone else, they will receive an alert from Quickbase.
\n- The user listed in the field <name>: This option appears if you set up single-record operations to send notifications. Select a User field from the application so that Quickbase sends the email notification from the user in that field.
\n
\n\n_**Note:** Quickbase will only send the notification from this user if there is a value in the field for the record and the user listed there has access to the table and has the company’s domain in their email address. Otherwise, Quickbase will send the notification with the app manager's email address and send an email to the app manager notifying them that the email was sent out using their address._\n\n\n ![](\"https://cdn.sanity.io/images/55lcecww/production/c5112918202b8fe5fb150a3c549384f0a144f79e-637x257.png\")
\n
\n\n**Step 16:** Click **Preview** on the Page bar to view a preview of your email, or click **Save** to save your changes.\n\n## Conclusion\n\nWhen a table is updated with a new, modified, or deleted record and someone or a group needs to be aware of it, the Notifications feature in QuickBase is your solution. \n\n\n","slug":{"current":"how-to-create-quickbase-notifications"},"categories":[{"id":"-dc095853-fb86-5354-8647-e35dd8636ed2","title":"Quickbase Outside Of The Box","slug":{"current":"quick-base-outside-of-the-box"}},{"id":"-14942e20-302e-57b3-a12c-de473ea4cc86","title":"Admin / Application Set Up / Security","slug":{"current":"admin-application-setup-security"}}]}},{"node":{"id":"-28adead1-cc4f-5fbf-a580-3705ad2e341c","title":"Mastering Pipefy Interfaces: A Comprehensive How-To Guide | BEGINNER","metaDescription":"Discover how to create and customize Pipefy Interfaces for efficient data management. This step-by-step guide covers essential elements and practical use cases.","body":"The Interface feature in [Pipefy](https://www.pipefy.com/) is a powerful tool that helps you interact with and manage data. Think of an Interface as Pipefy’s version of a dashboard—a customizable space where you can view, access, and manipulate information all in one place. \n\nWhile it shares similarities with dashboards in other low/no-code platforms, Pipefy's Interface brings its own unique set of capabilities tailored to streamline workflows and enhance user collaboration.\n\nWe'll dive into key insights on how this feature works, explore a practical use case to illustrate its benefits, and [guide you through a step-by-step process](https://quandarycg.com/pipefy/) to help you implement it in your own Pipefy environment.\n\n\n## Overview of Pipefy’s Interface\n\nYou can create multiple interfaces tailored to specific roles, with each interface containing its own set of pages. These pages function as tabs, allowing for easy navigation between them. \n\nThe available elements serve as customizable components. You can drag and drop them into the workspace, allowing you to design your interface to suit your needs.\n\n\n ![](\"https://cdn.sanity.io/images/55lcecww/production/a0600cb45cf7036a0fdf506e723a9678e7a2d61b-1316x573.png\")
\n
\n\n## Getting Started: Use Case Description\n\nIn this example use case, we will be using the template process for HR Recruitment.\nBefore getting started, you’ll need to create a free account in Pipefy. \n\nOnce you are in, you’ll need to set up your Company. In Pipefy, each realm is called a “Company”. \n\n\n ![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/57f3ba47ddd53371063ccdd700c1c0c380b184ac-526x546.png\")
\n
\n\nFor this tutorial, let’s select Human Resources as the process we want to manage. For your template, select the **Human Resources Workflow Processes Pack**.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/c1e56e7e98e7fff28d82f8cb9d16cb963af2a776-1084x666.png\")
\n
\n\nOnce you select this, the platform will direct you to the first pipe. You can return Home by clicking the Pipefy logo.\n\nLet’s create an interface that allows the user to access all candidates who have been qualified and have accepted the job and complete the onboarding for that candidate, all in one place! \n\nWithout the interface, the user must search the **\\[HR\\] Recruitment pipe** for applicable candidates and then navigate to the onboarding pipe to onboard the candidate.\n\n## Steps to Implement Interfaces\n\n**Step 1:** To begin, navigate to **Interfaces** in the top menu bar. \n\n\n ![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/c16904789b428e22efb782138a5f642f31c3bc86-870x80.png\")
\n
\n\n**Step 2:** Create a new **Interface**. Name it “Recruitment Dashboard” or something along those lines.\n\n\n ![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/906d5e8c2053becac8ec2e30ca9948e62a373d52-519x329.png\")
\n
\n\n**Step 3:** Go to **Settings** to name the first page and create the header. You have the option to show or hide the header. The header displays the page title, description, and cover photo.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/325604232eb466cbe8c0a55b8b75e098a3cd3d82-1359x641.png\")
\n
\n\n**Step 4:** Return to the **Elements** tab to add to your interface. With the header, we have the title and a divider already in place. Let’s display some data! Drag the Data element to the workspace and adjust sizing. \n\n**Step 5:** For this interface, you want to display data from the **Recruiting** pipe. Select the **\\[HR\\] Recruitment pipe**.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/3f16ed8372a69219c6bceedc090b9154f2639867-1250x643.png\")
\n
\n\n\n**Step 6:** The data element displays a table on the interface. You can customize the data by actions, records, and fields. \n\nLet’s start with actions. \n\nIf you turn the actions off, you will not be able to click into any individual records. With actions on, we have the option of opening the record in a new tab or viewing it within the interface. \n\nWhen we select the option to view record details, we then customize the record view. Select the option to view record details, then in the dropdown, select **+New record detail template**.\n\n\n\n ![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/331205a5431ff94fd5d7958624cf01a59fbbb2d0-346x332.png\")
\n
\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/0811d8ce63c16d6af0979a21cd83789b11f3384a-345x397.png\")
\n
\n\n**Step 7:** The record detail template is the layout of the record details when a user clicks on a record on the table. You can completely customize how you display and organize these fields. \n\nYou also have the option to add any of the elements to your record view as well by clicking on the **General** tab. \n\nLet’s put a few fields on the template and head back to our Interface to customize our data table further. Once you have created the perfect layout, click on the arrow next to **Recruitment** to return to your Interface.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/d2ea0d222b189345618bba32bde65ec3d94f3973-1381x563.png\")
\n
\n\n**Step 8:** Click on the data table to continue editing. Now that you have your layout, let’s customize which records you will display on your table. The options are to show all records or to filter records. \n\nLet’s **filter** your records. Select the filter option, then open the dropdown to create your filter. \n\n\n ![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/cfb21d2083fa3cf7793a1a40785974575e5a7f7e-701x265.png\")
\n
\n\n**Step 9:** For this use case, you want to see all candidates ready for onboarding. Let’s create a condition where the **Label** is “Qualified” and the candidate accepted the job. \n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/bf47185150d97ec2d0056757b9f4d3a00337f666-693x280.png\")
\n
\n\n\n**Step 10:** Once you have your filter, you can allow users to use filters on the data table. Let’s leave this on.\n\nThe options for filtering on the table depend on the displayed fields. Let’s add some fields to your table. Click **+Add field** and select fields. For this use case, let’s display the position, recruiter, the assignee responsible for interviewing, and the status label.\n\n\n ![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/aec03dd4544848712d9db513a80efe01853ffb9e-324x241.png\")
\n
\n\n**Step 11:** Let’s add a form beneath your data table. Adding a form embeds a start form from the selected pipe. In this use case, let’s add the **\\[HR\\] Onboarding start** form. \n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/81bcc6ce6de437df2264c340f4c0bb40f9b59aba-1420x785.png\")
\n
\n\n**Step 12:** Add in any more elements you would like to your interface! In the **Elements tab**, drag and drop elements like **Text**, **Links**, **Dividers**, **Images**, **Embed**, or **Forms**. \n\n\n\n- Text Element: Add descriptions, instructions, or headers within the interface.
\n- Link Element: Embed clickable links to external resources like websites or documents.
\n- Divider: Visually separate different sections of the interface.
\n- Image: Embed images such as logos or visual aids.
\n- Video: Add video content for training or guidance.
\n- Embed: Insert external content, like web pages or interactive tools, using URLs.
\n- Form: Embed a Pipefy form directly, such as an HR onboarding form.
\n
\n\n**Step 13:** Once you are ready, click **View Live** to test out your new interface. \n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/8d91f3cf9b1bf7f97215827d6fabab802b03c393-242x53.png\")
\n
\n\n\n**Step 14:** Click into a record to view your record detail layout. Return to the interface by clicking the arrow next to **Recruitment**. \n\n**Step 15:** Click on your form to view the user experience. With the new interface, a user can quickly see which candidates are ready for onboarding and then complete the **\\[HR\\] Onboarding form to Onboard** the candidate.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/09549755f71b6092d640278c7aa2369134db9580-604x587.png\")
\n
\n\n## Conclusion\n\nPipefy’s Interface feature empowers users to tailor their experience and streamline processes within the platform. In this tutorial, we developed an interface that optimizes the workflow of onboarding candidates from recruitment. With various templates at your disposal, you can easily create interfaces for any workflow. \n\nDive in and explore the possibilities—customizing your Pipefy environment has never been easier!\n\n","slug":{"current":"pipefy-interface-guide"},"categories":[{"id":"-f68d4f8a-0604-5b70-a9d0-441d118b24ba","title":"Pipefy Knowledge Center","slug":{"current":"pipefy-knowledge-center"}}]}},{"node":{"id":"-b078d9e8-c370-50a1-98ae-f17d720a10e3","title":"Creating High-Quality Quickbase Forms (with Examples)","metaDescription":"This is how you create a high-quality form in Quickbase and a few examples of what not to do. Follow this guide to create better forms.","body":"Forms allow users to view, add, and edit data in [QuickBase](https://quandarycg.com/quick-base-solutions/). Creating a form is straightforward. However, creating a well-designed form requires thoughtfulness and attention to detail. \n\nIt is easy for anyone to put fields on a QuickBase form and call it a day. As an expert consultant, you should strive to do more than the basics. This article will show you how to build a form in Quickbase. We will also examine examples of poor, average, and high-quality forms.\n\nThere are forms anyone can build. And there are forms you should build. You will learn how to build the best forms in Quickbase.\n\n## Why You Use Quickbase Forms\nForms are the main way of interacting with a single record in Quickbase. The form UI is straightforward, allowing for rapid app development.\n\n**You should use forms to:**\n\n - Add, edit, or view data.
\n - Interact with a single record.
\n - Interact with a record’s child data via an embedded report.
\n\n - If you need filtering (reports or dashboards may be more appropriate).
\n - If users must add many records simultaneously, filling out a form could be tedious.
\n\n - Group similar fields together into sections or tabs
\n - Minimize the amount of scrolling and clicking around
\n - Insert custom HTML elements
\n - The client’s corporate branding
\n
\n\n\nIf there is budget available, you should create and present multiple versions of a form to the client. This will help them decide which version best fits their needs.\n\n\n_**Note:** Some clients may like sections, while others may like tabs._\n\n## Form Creation Steps\nYou can create forms in QuickBase by first going to a Table’s Form Settings and clicking New Form in the top right:\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/3ad0adb6882624c33130d4c4fff9d4563f905ca2-1951x785.png\")
\n
\n\n\nBuilders have the option to create new UI forms or Legacy Forms. \n\nThis is an important choice because the form style should be consistent across an app to provide a reliable user experience. \n\nAs of 2024, many Quickbase apps have been built using the “Legacy” forms. These forms have UI elements that may appear slightly dated. However, they load quickly. If you create a form for an existing app with other Legacy forms, then this is the recommended approach. If you create a new app from scratch, the new UI forms are likely a better option. \n\nThe general concepts of organization and thoughtfulness are the same regardless.\n\nOnce you select the form type, you should enter a name. Including the current date in the form name is an effective way to handle multiple versions. \n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/f8193d9068b6eef77c07ec89fdf86d59018fee0c-1365x925.png\")
\n
\n\nOnce you initialize the form, you improve the design by configuring the Elements, Properties, and Dynamic Form Rules.\n\nElements are the various fields, tabs, and sections that make up the form:\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/fdeb218853a00741bbc2aa7c4e585ce223931c89-1246x661.png\")
\n
\n\nProperties is where designers can rename a form and specify general page behavior. \n\nMany of these options come down to personal preference. However, we recommend you remain consistent across the app.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/5598eca683968695db5e658d1dc15970c43c250c-1169x716.png\")
\n
\n\nDynamic Form Rules are powerful logic statements that can control how people use the form. \n\nThey can control aspects such as required fields and detailed business logic. For example, it can warn users if they enter a given Project’s Start Date before the current date.\n\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/599a528b635e4f86ac0609dde73502be2ed886bc-1272x867.png\")
\n
\n\n## Bad Quickbase Forms\nYour form should be more than a collection of fields placed on the page with little effort. You also want to go beyond the standard form that Quickbase generates when you add fields to the table. \n\n**Here is an example of a bad Quickbase form:**\n\n ![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/48c57f92d908b9052e570f98073dd6cf57c78772-881x1036.png\")
\n
\n\nNotice how the form does not group fields into sections, tabs, or the same line. Additionally, there is no customization or uniqueness.\n\nEven though it’s a bad form, it is functional. The form displays all the required information. It allows users to add, edit, and view tasks. Bad forms may be acceptable if there are very few fields on a table (e.g. less than 5) or if a table does not need extensive form interaction. \n\n_**Note:** For tables with more than the minimum interaction, a basic grouping of fields should at least be performed._\n\n## Acceptable Quickbase Forms\nAcceptable Quickbase forms require some thought to ensure they deliver a better user experience. \n\nThe form usually captures relevant information and optimizes the user's options. However, it lacks elements of customization that improve the overall experience and make the form remarkable.\n\n**This is an example of an acceptable Quickbase form:**\n\n ![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/87a91fefd86244e72a180c278046b48470b7923b-1081x1059.png\")
\n
\n\nNotice how the form groups the fields into appropriate sections, adding relevant form fills on the same line for a better user experience. As a result, users can quickly find the right information, and they do not have to scroll as much as the first form.\n \nHowever, the form is boring and barebones. This form may be acceptable for some use cases, depending on client preferences (some clients prefer simple forms), budget, workflow needs, and table complexity. \n\n## High-Quality Quickbase Forms\nEvery client has different, specific preferences. A high-quality form combines those requirements with best practices and a high level of design.\n\n**This is an example of a high-quality form:**\n\n ![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/3c12c46cc6bf5d056b002aefe7624ac08ca4fa77-1600x932.png\")
\n
\n\nNotice how the form uses tabs to group fields but keeps the **Import Project Details** and **Task Details** above the tabs so users can always view them. \n\nThe form uses Custom section headers to insert the client’s brand color onto the page. It also has the same brand color with various shades for the tabs. \n\n_**Note:** The HTML needed for these custom section headers is simple and does not require extensive coding knowledge:_\n\n ![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/6d874efe983af652dab657cc7d92b946e6d1c3d6-1448x511.png\")
\n
\n\n[Quandary’s Consultants](https://quandarycg.com/quandary-build/) use custom section headers on their forms. However, this is not required. In fact, the “Acceptable” version of this task form may be preferred by some clients due to its simpler layout. \n\nWhat makes a form “good” can be subjective, as client needs and expectations vary. Still, it is important to consider how the users will access the form to ensure the optimal experience.\n\n## Quickbase Form Creation: Best Practices \n\nTo create high-quality Quickbase forms every time, you must follow a set of best practices. This ensures your users have an optimal experience and the client is satisfied with the outcome.\n\nThese are the best practices we use when creating forms at Quandary:\n\n1. When updating forms in a live app, work from a copy of the form (never the original).\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/e673277335846d74e51144ac30cb264453a57b8d-1746x781.png\")
\n
\n2. Create an Admin/Dev tab or section for fields that end-users don’t need to see (but are useful for debugging issues) and hide this tab/section with a dynamic form rule.\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/2bb6ae7c4e990720f68c92f148210e2e4c7aac71-1044x842.png\")
\n
\n3. Turn off the “automatically add fields to form” under properties once a form has been designed.\n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/f5c880ac5a0c21cb4e4064cb43f03c8b37e2accc-1141x778.png\")
\n
\n4. Hide field labels for buttons. \n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/e32a56326bb013b47138a7946f602b03ba3c6def-1098x690.png\")
\n
\n5. Don’t use too many tabs or sections. Users can get lost. If you need numerous forms or tabs, consider multiple forms instead. \n6. Use “breadcrumb” style links for forms on child tables that are many relationships deep. In the example below, “Remediation Plans” is nested below three levels of parent tables. Links to the parent records are placed at the top of the form so users don’t get lost. \n\n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/bb54292591ccc10bc40199370fa8aec8699f65fd-920x412.png\")
\n
\n\n - List required inputs in a Formula-Rich Text field to help users know what to fill out so they can progress to the next status or phase in the form:
\n\n ![\"Showing](\"https://cdn.sanity.io/images/55lcecww/production/5fc0966419fc5ea60bda3339479c3f89675170d6-954x309.png\")
\n
\n
","slug":{"current":"creating-high-quality-quickbase-forms"},"categories":[{"id":"-dc095853-fb86-5354-8647-e35dd8636ed2","title":"Quickbase Outside Of The Box","slug":{"current":"quick-base-outside-of-the-box"}}]}},{"node":{"id":"-c41c1109-10d1-5e33-bd6e-df813e938f07","title":"How to Set Up Reminders in Quickbase | BEGINNER","metaDescription":"With Quickbase, you don't have to forget about an event or task ever again. Follow these 9 simple steps to set up reminders for you or your team.","body":"Reminders in Quickbase allow you and other registered Quickbase users in your realm to receive messages in your emails about dates, which can be filtered by various conditions.\n\n[The possibilities](https://quandarycg.com/quandary-build/) of reminders are endless. For example, you can use reminders to inform your team about an approaching event or ensure a new hire completes their onboarding steps on time. You can even let a project lead know that their task is overdue with reminders.\n\n## Why Use Quickbase Reminders?\nA reminder is an emailed message from [Quickbase](https://quandarycg.com/quick-base-solutions/). While initially set based on dates, you can also set them up with various conditions, such as statuses or specific users. Reminders send a report of all records that fit the set criteria.\n\nThe benefits of using reminders are task tracking and accountability. You can send them out if you don’t want a team member (or yourself) to forget something important. On the other hand, you should not use reminders if the date or span of time for an event is not important.\n\nYou can only create and edit reminders if you have full admin access. And you can only send them out to registered Quickbase users.\n\n## How to Create a Reminder in Quickbase\nYou can create an automatically emailed Quickbase reminder to your specifications in 9 steps.\n\n**Step 1:** Select the table from the table bar that contains the date field you want to use for the reminder. Click **Settings**. Then, click **+** next to **Notifications, subscriptions, & reminders**. \n\n\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/5344799f0492d466d7155679571b88b025a61d3c-447x407.png\")
\n
\n\n**Step 2:** Select **Reminder**, then click **Create**.\n\n\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/765e3aae7a3ef693984dbbc26c43ed40b944f431-512x446.png\")
\n
\n\n**Step 3:** In the Reminder Name text box, enter a name for the reminder.\n\n\n![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/4a320e0794cdf123b87702d7314bad129b34d954-512x68.png\")
\n
\n\n**Step 4:** Select recipients from the **Remind Whom** list:\n\n\n- Me: Send the reminder only to you.
\n- All users with access to <table name>: Sends the reminder to all users with access to the table.
\n- A specific list of users: Sends the reminder to a specific set of users or groups. \n
\n - Type the email addresses, user names, or group names of registered Quickbase users.
\n - Separate the entries using a semicolon, comma, or by entering each user/group on a separate line.
\n - Click the “Browse Users” button to select users with the ”User Picker”.
\n - Email addresses are pasted into the field as text. If the email address changes, you must update the reminder manually.
\n
\n \n- Me when I am listed in the field <name>: Quickbase lists this choice for each user field in the table. If you want Quickbase to send the reminder to you only when you are the user listed in a specific user field, select this option where the field name is the one you want.
\n- The user listed in the field name: Sends the reminder to all users listed in a particular user or list-user field. For example, you can let team members know their assigned tasks have changed (or whatever record change or changes you choose in the next step). To do so, select the option for the assigned field.\n\n
\n
\n\n\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/a1b45091951826bbe78b30d72136913e48d5ed67-637x321.png\")
\n\n_**Note:** Reminders can only be sent to registered Quickbase users._\n\n**Step 5:** On the **Remind When** line, use the following options to set up when you want to send the reminder:\n\n
\n- Enter the number of days before or after the date that Quickbase will send the reminder.
\n- Select Before or After from the list to the right of Days.
\n- Select the field you based the reminder on from the date in the field list. For example, Finish Date or Start Date.
\n
\n\n\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/4e3f2db18e6eb03f672e1eabaffb3719de665f43-512x46.png\")
\n\n**Step 6:** Optionally, under **Additional Criteria**, set up a filter to specify conditions that send a reminder.\n\nFor example, you may want to specify that Quickbase sends a reminder if the status is ”Incomplete”.\n\n
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/6463c52864cfad9dc0677beb7dc4cbc88755e000-662x222.png\")
\n\n**Step 7:** Optionally, type your **Subject** and **Message** to customize the email. If you like the text that Quickbase provides, make no changes.\n\n
\n![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/6a3f697f2fe9197315e0b8436d4915c89f36ab1b-908x383.png\")
\n\n**Step 8:** Under Email Options, choose the email address you will send the reminder from:\n
\n- notify@quickbase.com
\n- The application manager (your email address)
\n
\n\n\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/b310efd123a968414a6d6d75b8c8df1039504d60-766x210.png\")
\n\n**Step 9:** Click **Preview** on the Page bar to view the email before you save it, then click **Save**.\n\n
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/9cbc563b1b4c4d1ef0f869f0b1329e0bace9003f-292x62.png\")
\n\n_**Note:** The reminder email includes the default report for the table. You may want to ensure the settings for the default report are suitable for those receiving the reminders._","slug":{"current":"how-to-create-quickbase-reminders"},"categories":[{"id":"-14942e20-302e-57b3-a12c-de473ea4cc86","title":"Admin / Application Set Up / Security","slug":{"current":"admin-application-setup-security"}}]}}]}},"pageContext":{"slug":"quick-base-outside-of-the-box","previous":{"id":"-b055b1e3-c062-5785-865b-8ca556d0886f","title":"Quickbase News","icon":"fa fa-bullhorn","slug":{"current":"quick-base-news"}},"next":{"id":"-8fc0a1e5-ff85-5026-a772-2cf6f31be45c","title":"Quickbase Knowledge Center","icon":"fa fa-pie-chart","slug":{"current":"quickbase-knowledge-center"}}}},
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![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/10628bcd56fe16a451e3d6a5f16b58f3c3845f7b-1284x459.jpg\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/26cc2853020ac2272cac55124810ebe846443a0c-640x372.jpg\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/69a1c5fd03191ef9ad6139b0015fb99ec82eb770-719x321.jpg\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/04cd65a72cde8156e94e5a354e5732520da73d7f-1571x306.jpg\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/43180b2a6d907ece34243b22af2672af29b47f6f-721x513.jpg\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/a627b212856bd9183bab946103ae84fd5890fe55-1193x647.jpg\")
\n![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/905f8fea273b2f921a29761330371152d05eb1ec-1182x74.jpg\")
\n![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/73511ba923e6f0a0441178ad4bc82bbe503718fa-635x111.jpg\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/fc582294f0e00490131ce25829d87ad6bbb8117c-457x226.jpg\")
\n![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/6f7768350697fa24819f874958c6193a144ff1f6-1248x562.png\")
\n![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/6f2743fb5006998da6b779c173116efdaced2248-140x175.png\")
\n![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/4436c46eddc36a90fab8a5bb79c62228655fd73e-1047x475.png\")
\n![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/5bfbc94c5af6b82a6178a7488e788325decfa2fa-1246x552.png\")
\n![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/9145806f0874ee2555cbca32aeb8022811389a04-1199x622.png\")
\n![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/36abd269f8cdd674d94341e5efc9a1eea996aaef-997x449.png\")
\n![\"Pipefy](\"https://cdn.sanity.io/images/55lcecww/production/471fc13bd3c6729878815306ba20951932fb9e6b-1074x477.png\")
\n![\"This](\"https://cdn.sanity.io/images/55lcecww/production/a987e068cdb5d04a3fcb0a9a5c96aba3b8697d86-1147x591.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/512a67f26090c57704b98bf4e029b2a9b9f767dd-640x428.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/d4576979223605a9b92e8c30ef2723d5a2f6043a-767x558.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/ad54d0447684720181ef809bad4574ee1cbf62fc-803x466.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/0b42cc994672a1d2befb98eb4b8217b54e818a76-900x392.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/4849e7fb8cba75f9447e62eedddd3cff85b03059-621x429.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/5dff4f0ebe1df6a08b947cf8c87e174571796ad8-543x382.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/d5f3e3cb9b7711901ced2e84d8e3a8b0ed0aff81-542x406.png\")
\n![\"Quickbsae](\"https://cdn.sanity.io/images/55lcecww/production/393e67e6dea671bcc7ab39a7830d540253714287-550x480.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/b0ccc105033936ad95ba4a2064f49a9c20cb0f40-610x434.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/75d0495895e157001cc1a32bd550bf6a3fc58a5e-584x369.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/122210dc53ac31f94c94e45c5ad4a9a9825adeb0-643x442.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/a2c1507edcf69aa0935a48490369e64cec5326af-469x290.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/8d6f80ae91072d94ef3467f1c1b1c2dfbb8c2548-523x350.gif\")
\n![\"This](\"https://cdn.sanity.io/images/55lcecww/production/ea2e4f68f7c34dac3ef8497928961900aea2856a-523x372.gif\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/5f095696090962b967c804c6113fd68414a66aad-592x470.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/863f9bb55901e3b71eb4ccc11e761067a3b7cb0e-776x513.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/1e020915500309e272bc58f6aeb1a63c527d52ad-477x351.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/a8b096dfcba937060c1b7e58a3ae0af15ddff649-668x507.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/696ac0a0f86d651b63af5f38248cbe46850ec902-428x281.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/83f8a621136f0457155961a5b9ca2f881e8f0f8f-508x418.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/b03cfd98985dd1547ce058c82f74e1bd59780429-416x267.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/22ee824da3aeae32af095d49f1fd3009611d69af-512x342.png\")
\n![\"Dropdown](\"https://cdn.sanity.io/images/55lcecww/production/ea5ca6a187e1b4edea9c6e8bd5a7ebaf33de3b78-655x515.png\")
\n![\"How](\"https://cdn.sanity.io/images/55lcecww/production/0bc763590ee2a1387ff0c4023a0038df3d2096a2-457x339.png\")
\n![\"The](\"https://cdn.sanity.io/images/55lcecww/production/fce4afc3784fe126689bb850a274aafd390e5e3b-417x288.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/24da95ca9dd5a6323b4e24ce3dca8f464b974851-170x318.png\")
\n \n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/5e24e547d42c68e2ae2347e1c6747b709c53f2b0-288x284.png\")
\n \n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/60bc08bb10821754e6e756fa1376dde02407f143-168x236.png\")
\n \n ![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/f2a7d4bc783b50b0b7417e76ba628aea057432a1-336x128.png\")
\n \n ![\"Gif](\"https://cdn.sanity.io/images/55lcecww/production/0b90d5626fd530010bbc02f01e85bbbb24817470-346x516.gif\")
\n![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/1879c4a74d40648063a999f78d3271e1f5144e38-364x269.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/5c2d5a7ea682c9f94391d437c0537be3f18c6ae4-455x426.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/bf988eaf2af1c56a7fef630373bbcb1ab03e29f7-532x417.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/08eeaef4dcd6e2445ea7707bb5b10e7a109373bd-296x271.png\")
\n![\"Quickbase](\"https://cdn.sanity.io/images/55lcecww/production/14b0cf9c76dbb73ad2056625b8cb8906c77902bf-450x528.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/d468acd18149a5d305e1fa57ae762a43d9262882-842x377.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/6650d176cd395909e28ab2d9e9c4abdd1910c544-569x490.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/729af1e7916045938d30065c430cde02f0611f35-430x282.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/28c2d1c1fd2d1952cd168a6bfe98961a7c75f5c7-977x387.png\")
\n![\"Example](\"https://cdn.sanity.io/images/55lcecww/production/ae010b0242645e06c74b30a0b20eeaa641f1d7ac-892x173.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/b4d43a581245b5d0ec9e1a886f171646ebaeb291-394x158.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/dd2d01d8d8597773ccb4fb8585b1df9cebfaef4b-445x497.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/20a4f5ce4d9867c38734687905f137c2f72ea607-504x98.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/8e306387c4a218a9ac81897738090b99286aefc0-244x75.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/4244fc38103cdba0e6e182c6fb80ec11407a64b2-271x339.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/560da8abaf0ba0d82c63ad28934e45951867cbcd-670x296.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/80f12287342e9329690d11ff83c10ac8eacd9aad-573x107.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/e8784e843aab5398335880a0e82e6eafdf49f398-414x165.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/d99e9c4508fd17d846538720af645cbfa2bc7270-396x78.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/f4655b37f679b95a0981255be4871afe7bbee69b-466x90.png\")
\n![\"Detail](\"https://cdn.sanity.io/images/55lcecww/production/7e1bfca8507b647528353e4d398a297c8704ca6d-322x110.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/fea07b4a644489baec40cebdcce5a3ea6ba06b98-440x405.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/8d767d5d301d16d89f3e7aed6cf366d7cb995bb8-522x99.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/4ba3b71fecb6a9bc94b699ad785054994494ec41-497x74.png\")
\n![\"Detail](\"https://cdn.sanity.io/images/55lcecww/production/2ec9d416baa13595a859b045b2f378d7d7ca0613-612x46.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/9796c88a70989292b46b40a6ce22c918cc8cf8fb-246x266.png\")
\n![\"Screenshot](\"https://cdn.sanity.io/images/55lcecww/production/f80e24f65400a8cce31eee45314b3300407909d2-481x208.png\")
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\n