When you create a report using the Report Builder, you can specify columns for the report, or simply use the default columns. You can change all of the defaults Quickbase uses when creating reports. You can specify:
Which columns to display
The order of those columns
The field used to sort the report, and the default sort order
- The color coding to use
Where default report settings are used
The reporting defaults you set determines the layout of your report when you create a report using the Report Builder without specifying any custom columns, dynamic filters, or sort order. Quickbase also uses the default settings in these locations:
When the default report is shown (on the table home page)
On the results of any app Search operation
On the list of child records displayed by clicking a report link field or summary field in a parent record
On a details table in an Exact Form
On query result reports returned by the Quickbase API (API_DoQuery without specifying a clist parameter)
Setting reporting defaults
You set reporting defaults for a table on the Default report settings page:
Click a table in the Table bar.
Click Reports & charts.
On the Page bar, choose Reporting defaults > Default report settings. The following sections describe the reporting defaults you can configure.
Specifying default columns
In the Default columns section, you can specify which fields will be used in reports by default. Select fields in the Available move them into the Default columns list. Click Save on the Page bar to save your changes.
Specifying the order of default columns
The order of the fields in the Default columns list is the order default columns will display in a report as well as the order of the fields when you export data from a table. You can reorder the selected fields.
New reports will use the new field order. Existing reports are not affected, unless they are configured to use the default columns.
Specifying default dynamic filters
Dynamic filters are the set of filters that appear on the left side of the table home page and on certain reports. The Default dynamic filters section lets you indicate whether to show these filters, and which fields to use. You can choose to use the defaults that match the order of default columns (Set automatically), hide all dynamic filters (None), or specify which fields to show (Custom).
You can specify up to five default dynamic filters.
Specifying the default sort order
To specify the default sort order:
In the Default sort order section, select how to sort the fields, in ascending (Sort from low to high) or descending (Sort from high to low) order.
Select the field to sort on.
Click Save on the Page bar.
When a field is set as the default sort field, a green double-arrow icon () appears next to it in the Fields list.
Specifying default color-coding
You can specify default color-coding for field values for all table, Kanban, and calendar reports in your table by selecting colors or writing a formula in the Color-Coding section.
Select the field you want to assign default color-coding choices to. Quickbase automatically creates up to 10 unique color assignments.
Customize color assignments by:
Choosing a different color from the color palette
Selecting a different field value from the dropdown
Selecting the Remove icon to remove the color
Adding a color by selecting a field value, then selecting a color
Enter your own color as an HTML color name, like “orange"; in HTML hexadecimal format, like “#3399CC”; or in HTML RGB format, like “rgb(0,128,255)”
Writing a formula
You can set more complex default color-coding by writing a formula. A formula can use conditional logic based on multiple fields. For example, records created today could be assigned one color, while older records could be assigned other colors based on who created them.
A formula can also use variables for colors. For example, the formula might refer to a separate table where each record represents one color.
To write a formula:
- Select Write a formula.
- In the formula editor, enter a formula that defines color assignments.
- The formula must tell Quickbase the conditions needed to assign a color. In most cases, formulas use IF or CASE statements to define the conditions.
- The formula must return the colors as text, either as an HTML color name like “red” or an HTML hexadecimal color number like “#FF3333.”
- Select Save.
If a record matches more than one condition in your formula, the condition that is listed first in the formula determines the color.
You can assign a color to a blank value, like “Use blue when there’s no priority.”
Select None to remove default color-coding set either by selecting colors or with a formula.