You can use Quickbase to manage data and files. Attach a document or other file to a Quickbase record to easily collaborate with others and share or edit information.
You can use a file attachment field to:
- Check-out documents: You can prevent other users from accidentally overwriting your changes by reserving documents. When you're done making edits, you upload the new version and then release the reservation to make the file available for other users to edit.
- Track versions of documents: Quickbase automatically stores old versions of your documents for easy reference and retrieval. You can specify the number of versions Quickbase saves (by default, Quickbase saves 3 versions). To learn more, read the Managing the Revisions list section in this article.
- Search documents: You can search for a name or snippet of text that a file may contain.
To get started, read about how to add a file attachment field to your app.
You can upload any file type (.jpeg, .docx, etc.) in file attachment field.
- If you want to restrict what file types can be added to your app, consider using a custom data rule. Read the File attachment fields: restrict file types community article for more details.
Managing the Revisions list
You control how many revisions your file attachment field stores.
To set your revision preferences:
Access the field properties for the file attachment field.
Within the File Attachment field options section, choose one of the following:
Keep all revisions. This option tells Quickbase to keep all revisions up to a limit of 100. You may not wish to do this, since old, unneeded versions of files may use large amounts of your file attachment space.
Keep the last __. Type a number in the box. Quickbase then stores that number of revisions. When you create a file attachment field, Quickbase automatically sets this number to three. If you don't want Quickbase to store any old copies of a document, set this number to 1 and Quickbase will save only the current version.
Note: If you enter a lower number than the one that's already there and your users have been saving file attachments to this field, Quickbase deletes the oldest versions of all stored documents. For example, if the current number is 5 and you decide to change the number to 3, the two oldest versions of every document in this field are deleted.
Grant users access to revisions.
If you want users to see revisions and replace a current file with an older version of a document, turn on the Allow users to make older versions the current version checkbox.
Tip: If you delete attachments to comply with space limitations, your app statistics may take about a day to register the change.