Limits in Quickbase

APIs

You can group a maximum of 100 filters in any API call that queries data.

Maximum size of XML responses for API calls = 150 MB.

API_Authenticate calls have a maximum time limit of 4,380 hours or approximately 6 months (this applies to new tickets initiated on or after January 21, 2019).

Rate limitations on our API XML APIs do not have a hard protected limit, however, you will experience throttling around 10/sec per table unrelated to XML APIs. Using XML APIs can be the most common way that you can reach that limit.

For information about RESTful APIs, see https://developer.quickbase.com/headers

Actions

Number: You can create a maximum of 10 actions per table.

Size limit: The HTTP message sent cannot be greater than 4 MB. If the size is exceeded, the message is not sent, and the app manager receives an alert and email notification.

Rate limit: For any app, a maximum of 20 HTTP messages can be sent per second. If the rate is exceeded, subsequent messages are not sent, and the app manager receives an alert and email notification.

Note: Actions and Webhooks limits are the same.

All fields

When fields contain the following values, they can cause things like conditional dropdowns, report filters, formula queries, or other queries to function incorrectly. This includes Quickbase channel steps in pipelines. These values include:

• "AND"
• "OR"
• &

Apps

Maximum size of the total attachments when you copy an app = 75 MB.

When a user’s information is changed or added, certain formulas, fields, or pages may not display or return the updated information for up to two hours.

App variables

A variable's value is always treated as Text within a formula, unless you convert it to another data type using formula functions such as (ToDate()).

Authentication

By default, authentication tickets expire after 720 minutes (12 hours). You can change this using the API_Authenticate call; you can set the ticket's duration to a different value.

Branding

Maximum number of characters used to customize a header, footer, and sign-in message = 3,800.

Connected Tables (Sync)

Maximum age of events kept in a connected table's history = 30 days or, if none in the past 30 days, the most recent successful refresh.

Maximum number of minutes before a refresh times out = 20 hours.

Maximum number of automatic retries for hourly scheduled refreshes = 2 (once after 2 to 7 minutes, once after 15 to 30 minutes)

Maximum number of automatic retries for daily or weekly scheduled refreshes = 3 (once after 2 minutes, once after 10 minutes, once after 30 minutes).

Maximum number of cells you can import when you create a connected table = 1,000,000,000 (one billion). Cells are calculated by multiplying the number of records by number of fields.

Maximum number of fields in a table you can sync is approximately 399, depending on the field types and space consumed.

A QuickBooks Online company account can have only one authorized OAuth connection at a time from a Quickbase app. If you have a connection to a QuickBooks Online company and create a second one, the new connection is recognized and the old one expires.

There is a limit of 1 Admin Console connected table for each type.

Connected tables using the Access connector cannot be synced hourly.

Deactivated users will not be included in any results of the Admin Console sources. Denied users will not be included in the Access source.

Cross-app relationships

When you create a relationship to a table in another app, the relationship only appears in the child table's Reference list.

Permissions

• Only admins can create and edit dashboards

Size and Limits

• A dashboard can have up to 4 filters per tab
• A dashboard can have up to 15 tabs
• A tab can have up to 30 widgets

Widget limits by type

• 100 button widgets
• 15 rich text widgets
• 15 web page widgets
• 15 search widgets
• 50 KPI widgets
• 20 chart widgets
• 5 per report widget type (30 total)

Dynamic filters

Maximum number of dynamic filters in a report = 5

Maximum number of distinct values before a dynamic filter will appear as a search box = 99

For legacy forms - Maximum number of values shown for dynamic filters = 60

Dynamic filters configured for a report may not appear for a variety of reasons:

• If you're using the Use the dynamic filters defined in default report settings option for dynamic filters on that report, then the fields used as dynamic filters must appear in the first ten fields in your report. If this isn't the case, change the order of report columns.
• If a report contains no records, the dynamic filters will not appear.
• If a field has a value longer than 512 characters, dynamic filters for that field will be disabled and a message will appear to that effect.
• A text field that has fewer than 100 distinct values will display as options for the dynamic filter. If there are 100 or more distinct values, the dynamic filter will appear as a search box.

For legacy forms:

• If a field has 61-200 values, some values will display, and the last item in the list will be an All Choices link, which opens a dialog with all the choices available for that field.
• If a field has over 200 values, it will display with a message that there are too many values to use for filtering. If all the filterable fields have too many values to display, you are directed to a search page so you can search for and display a subset of your data.

Dynamic form rules (Legacy)

Maximum number of unique derived fields for all the dynamic form rules in a form = 40

Derived fields are calculated based on the values in other fields on the form, such as Formula fields, Summary fields, and Lookup fields.

Legacy emails, including notifications, subscriptions, and reminders

You can't email charts, map reports, or grid edit reports.

You can't subscribe to chart reports.

The total number of subscription and reminder emails that you send daily equals three times the number of users on your QuickBase service plan.

Maximum number of email addresses Microsoft Internet Explorer can have in a mailto link is 100.

An HTML email notification can have a maximum of 400,000 characters before it is truncated (the length of the entire HTML message, not just the number of characters in the body of the message).

Email subscriptions are limited to 4,000 recipients.

Emails can only be sent to verified users. 

Emails can't contain HTML in the body.

Emails have a body size limit of 1 MB.

Custom emails

Message limitations:

• 20 recipients
  Note: Groups and roles, which may contain multiple users, are considered a single recipient

• Email content: 1 MB—this includes text and HTML

Event limitations:

Emails are triggered by events, for example, record changes.

Emails contain details about these events. So if there are 5 changes to a single record, Quickbase sends 10 pieces of data: previous values and current values. This counts as a single event.

• If an event is larger than 1 MB, Quickbase truncates data values.

• Total email content must be under 20 MB. This is a sum of event data, HTML, and attachments.

• Quickbase sends emails for up to 50 events per 5 seconds per app. If there are more than 50 events in a 5-second time span, Quickbase sends an error email to app manager and notification owner.

A single event can result in many emails. For example, an email is set up to go to 20 different roles and each role has 50 users. A single event could result in 1,000 emails. To avoid flooding infrastructure and email providers, Quickbase throttles the emails:

• Quickbase does not send more than 100 emails per 10 seconds per app

• Quickbase uses exponential backoff

As a result, it takes more time to fully process 1,000 emails triggered by a single event than if there were fewer emails.

Excel import

You can import up to 25 MB (decompressed) from Excel.

Note that XLS files are natively compressed, and the file size you see on your system may not directly correlate to the decompressed file size.

File attachments

Maximum number of revisions for a file attached to a table = 100.

Maximum size of file attachments is 100 MB.

Max total size of file attachments allowed in an app being copied = 75 MB.

The browser cache timing for attached images is 2 hours. This means that the browser will wait no more than 2 hours before requesting the exact same file again

For performance and stability, a Quickbase server-side file service checks your file downloads. Because of this service, it may take up to 5 minutes for a permissions change or a deleted file to be reflected for an attached file. 

Forms

Maximum 100 characters for section names

Maximum 50 characters for page names

Maximum 50 characters for column names

Maximum 300 characters for field help text

Maximum 300 characters for alternate labels

Maximum 12 elements in a group

Maximum 99 pages per form

Maximum 50 sections per page

Maximum 500 fields per form

Maximum 6 columns per section

Users can undo a maximum of 20 actions

Form rules

Maximum 100 rules per form

Maximum 30 tags per form

Maximum 10 tags per form rule

Maximum 256 characters for form rule descriptions

Forms

Maximum number of items in a reference field drop-down before the record picker displays is 1,000. On forms, Reference fields and Reference Proxy fields typically open a drop-down when a user clicks on them. However, if the Master table contains 1,000 records or more, a record picker will display instead.

Formula field

102,400 characters, or 100KB

Gantt

Home Page

Maximum number of widgets per row on an app home page = 3

Maximum number of reports on an app home page = 9

Import

Maximum number of records when importing into a User field = 10,000

List User field

A user can select a maximum of 20 choices from a List - User field.

Map reports

You can't print or email Map reports.

Mentions in rich text fields

User's name are stored in the rich text data at the time the Mention users setting is turned on. This means that when a user changes their name in the app, the rich text fields do not update. 

You can tag up to 20 unique users per record in rich text fields.

Multi-select Text fields

Multi-select Text fields can contain a maximum of 100 choices. Each choice can contain a maximum of 60 characters.

When using a multi-select field, you can select a maximum of 20 choices.

My Apps

Lists 100 apps. After you access 100 Quickbase apps, the apps you used least recently are removed from the list.

Page tokens

If you enter data on a form and leave the form open for more than 60 minutes, you'll get a page token error.

Passwords

If your account doesn't have its own realm, the minimum password length = 8.

A standard password in a realm has a minimum of 7 and a maximum of 64 characters. You can adjust these default settings in Realm Policies.

A password reset link expires after 90 minutes.

Printing

Maximum number of records in a printed report = 500

Predecessor chain limit

Maximum number of records in predecessor chain = 100

Query filters

Quickbase allows only 100 initial filters.

In the API, a query can have no more than 100 parameters.

Realm settings

By default, a user is locked out of Quickbase for 10 minutes after 10 unsuccessful login attempts. You can change this in Realm settings.

The default session timeout is 720 minutes (12 hours). You can change this on the Realm Policies page.

Reports

When a user creates a report, if they choose a Format in the Options section other than Normal, the maximum report size is 25 MB.

Maximum number of records that are plotted in a Map report = 100 (as sorted according to the report)

Maximum number of columns in a Kanban report=15

Maximum number of cards (records) per column in a Kanban report=100

Maximum number of reports or charts on an app home page = 9

(mobile site) Maximum of reports on the mobile dashboard = 20

If a report takes longer than 30 seconds to run, it times out.

Temporary reports expire if no user has viewed them for two weeks. You can identify temporary reports reports by their negative QID (-1000001) and a ‘Temporary Report’ badge next to the Report name.

Recent reports are saved for 30 days.

Dashboards support both Kanban and Timeline reports

Report caching

Maximum cache time: 24 hours

Rich Text fields

Images inserted into Rich Text fields must be one of the following file types:

• .jpeg
• .jpg
• .png
• .gif
• .bmp
• .webp
• .tiff

Quickbase intelligently compresses inserted images to below 100KB each, and 200KB inserted at once. 

Inserted images are limited to 10MB pre-compression.

Total content inside a Rich Text field is limited to 1MB.

Limits of the sandbox feature are listed in Sandbox limitations and details.

Search

If the default report on a table’s home page contains more than 10,000 records, and the table’s home page is set to show the default report, Quickbase will display the Advanced Search form.

If you search for something in a table or report, and your search term is not found within 13 seconds, the search times out.

Search and replace in schema

Results found in this feature do not include forms built in the new experience. This means that forms built in the new experience can't be updated using this feature.

Shared multiple choice fields

Shared multiple choice fields can only be based on scalar fields

Summary fields

Text summary fields can only accumulate up to 150 text values.

If you use a foreign key (reference field) that is a derived field, summary fields are only supported in certain circumstances:

• The reference field and all dependent sub-fields are available to all roles, with no custom permissions.
• Summary fields that use other summary fields or lookup fields as a reference field are not supported.
• Summary fields that use a formula field as the reference field are only supported if they meet the following criteria:
  
  • The formula field only references normal data entry fields (known as scalar fields)
  • The formula field only uses the following functions. These functions cannot reference dates, datetimes, or users.
    • ToText()
    • Nz
    • ToFormattedText that does not reference a timezone
    • ToNumber
    • ToBoolean
    • Mathematical functions like log, mod, etc.
    • Text functions like right, left, mid, etc.
    • URLEncode
    • Duration conversions like ToDays, ToMSeconds, etc.

* Quickbase attempts to prevent builders from creating unsupported summary fields but cannot guarantee every scenario.

Tables

Table names are limited to 256 characters, including spaces.

The limit for maximum record ID in a table is 4,294,967,295.

There are no hard limits on the number of rows or columns a table can have. However, a single table cannot exceed 500 MB.

The amount of space each record uses depends on several factors, such as the number and types of fields in the table. Consult Quickbase Help for details on the data space consumed by each field type.

(mobile site) Maximum number of tables on the dashboard = 20

Users

User invitations

When you invite an unregistered user to an app, the link stays active for 180 days.

You can invite or import a maximum of 400 users at one time to an app (10 users for a trial user).

Visual Builder

Webhooks

Number: You can create a maximum of 10 webhooks per table.

Size: The HTTP message sent cannot be greater than 4 MB. If the size is exceeded, the message is not sent, and the app manager receives an alert and email notification.

Rate: For any app, a maximum of 50 HTTP messages can be sent per second. If the rate is exceeded, subsequent messages are not sent, and the app manager receives an alert and email notification.

Note: Actions and Webhooks limits are the same.

Sharing data across apps

Builders cannot create cross-app relationships, table-to-table imports, or shared multiple choice fields if it will result in a group of apps dependent on each other that take up more than an 50gb of estimated memory. Learn more.

Quickbase blocks users from clicking URL actions that exceed 16,000 characters.

Note: Other network hops like browsers and firewalls may block URLs at much lower limits.

Individual record steps—15 calls per second per table 

Bulk steps—1 call per second per table

The number of unique triggers using the Quickbase channel that you can create on a given table.

90 unique Quickbase triggers per table. This limit is per table, not per user per table.

Additionally, you could also have up to 10 Quickbase Webhooks per table. For more information see Quickbase Limits.

The size of one record in a table.

Pipelines has a limit of 100 MB for handling files. However, some specific Channels may only be able to handle less. For example:

Docusign: 25 MB

Please check the Limits section of that specific Channel's Help page for more details.

The number of instances of a triggered pipeline that will run in parallel, the rest are queued.

The number of steps in a pipeline.

Affects any channel that has a dynamic schema.

Changes to field name

Affects any channel that has a user-customizable schema.

User Tokens

Affects any channel that uses a user token.

Number of fields selected from a table for a field

Webhook rate limits

Webhook payloads

Pipeline tags