The steps you follow to create a record change notification depend upon who you are. Application 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.
Note: The steps in this procedure may be different if you do not have access permission to modify records.
To create a record change notification:
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Complete one of the following tasks to create a notification:
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Open the table that contains the record that you want. Click Settings, click
above Notifications, subscriptions, & reminders, select Notification, then click Create. -
To create a 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.
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Select a Permission Type from one of the following options:
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Recipient – Use this type of notification to send notifications to users who participate in your application. Quickbase knows what you want these users to see, based on the roles you've assigned each one. This knowledge lets Quickbase construct each notification based on each individual's role, showing only those fields and records you've granted them the right to see.
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Open – If you want to send a notification to someone who doesn't have access to your application, use an open notification. This type of notification lets you type in an email address or choose the email addresses in an Email Address field in your app, and send information or a record from your application to anyone.
Warning: Do not use Open notifications to send sensitive information. Because open notifications can be sent to individuals who aren't users of your application, Quickbase doesn't check permissions or hide any information from recipients (even if one or more recipients are users of your application). The recipient can see all fields and information in the record(s). The only way to control what fields display in an open notification is to specify a custom form for the notification or craft a custom notification. Only application managers can create this type of notification.
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- In the Notification Name text box, enter a name for the notification. Quickbase uses this name to identify the notification.
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Select recipients from the Notify Whom list:
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Me – Sends the notification only to you.
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All users with access to <table name> – Sends the notification to all users with access to the table.
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A specific list of users – Use this option to choose a specific set of users or groups. Displays a text box which lets you type in email addresses, user names, or group names. Separate entries using a semi-colon, comma, or carriage return. Click the Browse Users button to select users with the User Picker. Email addresses are pasted into the field as text. This means that if the email address changes, you will need to update the notification manually.
Warning: If you're creating a Recipient notification, the email addresses that you enter must have access to your application. If the email addresses do not have access to your application, Quickbase doesn't let you save the notification. To fix this, share your application with these users or create an open notification instead.
Tip: If you create an Open notification, you can send a notification to email addresses that appear in your data in an Email Address type field. To do so, enter the name of the Email Address field in square brackets. For example, to send a notification to an email address specified in a field named "email," enter: [email].
This field reference method works only when a SINGLE record changes. It does NOT work as expected when multiple records change at that same time. Email with all the changed records is sent to all email addresses that appear in every changed record.
However, you can also send a one-time message out to all email addresses that appear in a table report. Read how. -
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 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.
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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 tasks assigned to them have changed (or whatever record change(s) you choose in the next step). To do so, select the option for the Assigned to field.
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In the Notify When box, select the set of actions that will result in a notification. You can send a notification whenever a record is changed.
In addition to these "record changed" options, you can impose criteria that users must meet to cause the notification. For example, maybe you want to be notified only when a task's Status field is modified.
To add additional criteria
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Click the Additional Criteria arrow to the right of the Notify When box.
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Under AND when, select one of the following options:
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When any field changes – Sends this email notification about changes to any field.
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When specific fields change – Opens a list of fields that you can select and sends this email notification about changes made to the fields that you select from the list.
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Under AND When the following conditions are true after the change, you can create filter criteria.
For example, say you want Quickbase to notify you only when the Status field changes to "On Hold." you can create a filter to do that.
The following figure shows the Additional criteria options in the Notify When section:
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Select one of the following message types from the Message Type list:
You can compose the message yourself, or let the program to do it for you.
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Default – Generates a simple notification which lets viewers know 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.
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Custom message – You compose the message yourself.
Caution: 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.
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If you want Quickbase to compose the subject line, leave the Subject field blank. Otherwise, type the subject of your email in the field.
A 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.
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Select one of the following options for the Message Format:
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HTML – Your messages appear in a pretty font with special formatting like Bold and italics. Most email programs can handle emails in HTML format. Even if one of your recipients can only receive text-based emails, you can still select HTML. The format will change automatically and the viewer will be able to read the message. For this reason, when you click the notification Preview button with HTML format active, preview displays in both modes.
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Plain Text Only – All email programs understand plain text format. If you're sure that the majority of recipients use email programs that can't read HTML emails, select this option.
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Tell Quickbase if you want it to include a copy of the record:
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If you selected Default in Step 6, Quickbase composes your notification message.
Under Single record options section, select the Include a copy of record checkbox to include a copy of the record in the message.
Caution: If you include a copy of the record, and the record has a file attachment field has been set to allow open access, the file is available to anyone who clicks the link in the notification email.
Select a form from the Form to use when displaying record dropdown to display the record in a custom data-entry form.
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Under Advanced Options, select the following options:
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Operations – Choose when to send the notification. Imagine that you don't want Quickbase to send out the notification when someone makes changes to many records in grid-edit mode. Or maybe it's just the opposite. Maybe you want Quickbase to notify you only when lots of records change at once, for instance, someone imports a large number of records. Whatever your preference, tell Quickbase what kind of edit or add operation will cause the notification.
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From Address – Set the "From" email address that the notification is sent from. See Choosing a "From" address for your notification (below) for more information.
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Click Preview on the Page bar to view a preview of your email, or click Save to save your changes.
Choosing a "From" address for your notification:
Choose one of the following options:
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The application manager (your email address) - this is the default setting.
- notify@quickbase.com
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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 for someone else. For example, your manager may be the public face of your application, while you handle all management tasks (like creating notifications). This user must be an individual who has access to your application. If you send an email for someone else, they receive an alert from Quickbase.
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The user listed in the field: (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.
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 sends the notification with the app manager's email address and also sends an email to the app manager notifying them that the email was sent out with their address.