Create a report subscription

Set up a report subscription to receive a copy of a report in an email. Both app users and app admins can set up report subscriptions. App admins can send subscriptions to multiple recipients, while users can only send subscriptions to themselves.

This article covers how to create a report subscription and report subscription options.

Create a report subscription

1. Open a table, then select Reports in the page bar. Open the report you want, then select the More menu on default table reports (new style). The new subscription is available in More menu for all legacy style reports (including charts).

   OR 

   Select a table from the sidebar > Settings. Then select +New next to Notifications, subscriptions, & reminders. Select Subscription, then select Create.

2. In the Subscription Name text box, enter a name for the subscription. Quickbase uses this name to identify the subscription.

3. Create the subscription using the options described in the Email subscription options section.

4. Select Save on the page bar.

Email subscription options

Set up the report subscription on the New Subscription page. On this page, you specify the report to send, frequency, recipient, what to do with empty reports, and report format.

Select a report

You can create subscriptions for both shared and personal reports. After choosing a report, you can select the icon next to the report name to display the report in a new browser tab.

If you have created the subscription using More > New subscription while viewing a report, that report name will appear here.

Set up subscription frequency

You can send reports:

• Daily
• Weekly—Specify a day of the week
• Monthly—Specify which day(s) of the month the subscription should be sent

Select recipients

If you are an app manager (a user with full management rights on the application), you can choose yourself, all users with access, users in one or more roles, or a specific list of users.

If you do not have full management rights on the app, you'll be able to choose only yourself.

Choose what to do when the report is empty

You have the option to send an email even when there are no records in the report. If you do not choose this option, the email does not send if the report is empty.

Report format

Reports can be sent as:

• Plain text in an email
• Email with a PDF file attachment
• Email with a CSV file attachment

May 20, 2025 PDF updates

May 20, 2025, we'll introduce a new system to generate PDFs for report subscriptions. The new system uses fixed page sizes and gives admins more control over formatting. However, existing report subscriptions with PDF attachments may need layout adjustments to display fully.

Adjust the layout

1. Select the report subscription you want to edit.
   • You'll likely need to edit reports that include lots of columns and are very wide. 
2. Select a standard page size.
   
   • The default size is A2. For wide reports, try a larger size like A0 or A1. Reports that are very wide are best sent as a CSV attachment.
3. Select page orientation: portrait or landscape.
   
   • The default orientation is landscape.

Supported page sizes

App admin options

App admins can create new subscriptions from the Notifications, subscriptions & reminders settings page.

App admins only can specify additional details about the email:

• The email address that should appear in the From field in the email:

• If you want the subscription to come from Quickbase, choose notify@quickbase.com.

• If you want the subscription to come from the application manager, choose The application manager.  

• Custom text for the subject and body of the email. If you don't specify anything here, Quickbase uses a generic message.

Rename a report subscription

1. Edit the subscription.

2. In the Subscription Name text box, enter a new name for the subscription.

3. Select the Save button in the page bar to save your changes.

Copy a subscription:

1. Select Settings in the page bar for the table that contains the reminder you want to copy.
2. Under Workflow & Permissions, select Notifications, Subscriptions, & Reminders.
3. Select the Copy icon () to the right of the subscription you want to copy.

Quickbase creates a copy of the subscription and adds "copy" to the end of the name. Quickbase will append “copy” for the first copy, “copy 2” for the second, “copy 3” for the third, and so on.

Send a test subscription

After saving the subscription, you can send a test to the recipients to make sure that it will be sent and all the intended recipients will get it.

To send a test subscription:

1. Edit the subscription, then select the Save button in the page bar to save your changes.

2. Select Send Test Email on the page bar. Quickbase will send the test email three minutes later. If the confirmation message shows that the email was sent, check with the recipients to make sure they received it.

If the subscription is deactivated, no test email can be sent.

Related topics:

• Find out about report subscriptions

• Edit an email

• Delete an email

• Deactivate an email

• Email a report to someone

• Transfer ownership of an email