Quickbase Builder
A complete Guide to Navigate and Use Quickbase
VKIITS PRIVATE LIMITED
Prepared by,VKIITS Team.
Introduction
1.App planning Basics
Define your app purpose
Identify Users and Roles
Structure Your Data
Design Forms and Reports
Automate Workflows
Set Up Dashboards
Test and Iterate
2.App Management
Manage App Properties
Show App Info
Manage App Contents
Manage The App
3.Introduction to Forms
Key Field
Customizing Fields
Form Rule
Organizing a Form
4.Emails,Notifications and Reminders
5.Formula
Formula
Formula Resources
Formula Field types
6.Introduction to Relationships
Reference Field
Lookup Field
Summary Field
Reference Field
Report Link Field
7.Roles and Permissions
Key Aspects of Roles
Common default Roles
App Planning Basics
Planning an app in Quickbase involves defining workflows, structuring data, and configuring user access. Here are the key steps:
1. Define Your App’s Purpose
Identify the problem your app will solve.
Outline key workflows and business processes.
2. Identify Users and Roles
Determine who will use the app (e.g., Admins, Managers, Employees).
Assign permissions based on roles.
3. Structure Your Data
Identify tables (e.g., Customers, Projects, Tasks).
Define fields (e.g., Name, Status, Due Date).
Set up relationships (e.g., One Project → Many Tasks).
4. Design Forms and Reports
Customize forms for data entry.
Create reports for tracking progress.
5. Automate Workflows
Use Pipelines to automate approvals, notifications, and data updates.
6. Set Up Dashboards
Create personalized dashboards with key metrics.
Use charts, graphs, and summaries for insights.
7. Test and Iterate
Test the app with real users.
Gather feedback and make improvements
App Management
Delete this app and all its data.Manage App Properties
In App properties we can see Application name ,Description and Manager name.
We can change Date and Time options.
We can Change Timezone settings.
We can select security options
Show App Info
In Quickbase, the "Show App Info" option allows users to view key details about an application, including its name, description, owner, and other metadata. This feature is typically available to app administrators and helps in managing and understanding the app’s properties.
What Information is Displayed in "Show App Info"?
App Name & Description
Displays the name of the application.
Shows a brief description of its purpose.
App Owner & Administrators
Identifies the app owner (creator or primary administrator).
Lists other administrators who have full access.
Creation & Modification Details
Shows the app’s creation date.
Displays the last modified date.
App ID & Database Information
Each Quickbase app has a unique App ID, useful for API integrations.
Provides database size, number of tables, and record usage.
Subscription & Plan Details
Displays the Quickbase plan associated with the app.
Shows limits on tables, records, and API calls (if applicable).
Recent Activity & Logs (if applicable)
Tracks recent changes made to the app.
Displays logs of modifications by users.
Manage App Structure
Search for a term in this app’s structure(not data).This includes field,Reports and form tables,field properties , form properties and the like.
Move a table from a different app into this table
Find and apply ways to improve app performance
Manage App Contents
List and delete file attachments for any table in this app.
Delete, activate/deactivate, or change owner for all notifications, subscriptions and reminders in this app
View and manage all reports created for this app.
Add a button to a form that allows the user to either copy a parent record with its child records, or import specific child records into a parent record
Delete all data from a table in this app.
Manage The App
Transfer the management and/or ownership of this app to another Quickbase user.
Make a copy of this app.
Introduction to Forms
Key Field
In Quickbase, a Key Field is a unique identifier for each record in a table. It ensures that every record has a distinct value, allowing for accurate referencing and relationships between tables.
Key Field Characteristics:
Uniqueness: Each record must have a unique Key Field value.
Default Setting: By default, Quickbase assigns the Record ID# (a system-generated sequential number) as the Key Field.
Custom Keys: You can change the Key Field to another field, such as a custom Employee ID or Serial Number, as long as it maintains uniqueness.
Why is the Key Field Important?
Table Relationships: Used as the reference field in relationships between tables.
Data Integrity: Prevents duplicate records and maintains consistency.
Search & Filtering: Enables quick lookups and indexing.
Customizing Fields
We can customize fields on a form by editing labels.
Making fields required and adjusting other field properties.
Form Rule
Quickbase form rules allow you to create forms that behave differently based on specific conditions.
Field value:Triggers the rule based on the value entered or selected in a particular field.
The user:Triggers the rule based on the role of the user editing the form
The Record:Specifies that the rule should be triggers either when the record is opened or when it is saved.
Organizing a Form
Organizing a form in Quickbase means structuring the layout and arrangement of fields, sections, and elements to improve usability and efficiency when entering or viewing data. Quickbase allows you to customize forms to match your workflow and user needs.
Why Organize Forms?
Improves data entry speed and accuracy.
Reduces user confusion.
Enhances workflow efficiency.
Emails,Notifications and Reminders
Quickbase allows users to send automated email notifications, reminders, and subscriptions based on data changes within an application. This helps keep users informed and ensures timely action on important records.
Types of Email Messaging in Quickbase
Email Notifications
Triggered when a record is added, modified, or deleted.
Can be sent to specific users, groups, or dynamic recipients.
Example: Notify a manager when a project status changes to "Approved."
Reminders
Sent before or after a specific date based on a record’s field value.
Helps ensure tasks or deadlines are met.
Example: Send a reminder to a salesperson 3 days before a contract expires.
Subscriptions
Users receive scheduled emails containing reports with updated data.
Can be set to daily, weekly, or monthly delivery.
Example: A weekly report on open customer support tickets.
Formula
Formula
In Quickbase, a Formula is an expression that calculates a value based on data from one or more fields in a table. Formulas are used in Formula Fields to automate calculations, manipulate text, apply logic, and more.
A Quickbase formula consists of:
Field References – {Field Name}
Operators – +, -, *, /, AND, OR, etc.
Functions – If(), Left(), ToDate(), etc.
Formula Resources
Quickbase provides several resources to help users understand and create formulas effectively.
The Quickbase Community is a great place to ask questions, find solutions, and share formula examples.
Formula Field types
In Quickbase, a Formula Field is a calculated field that derives its value using a formula. The type of formula field you choose determines the kind of data it produces. Here are the main Formula Field Types in Quickbase:
1. Formula - Text
Returns text values.
Used for combining text, extracting substrings, or applying conditions.
Example:
"Hello, " & {First Name} & "!"
Returns "Hello, John!" if {First Name} = "John"
2. Formula - Numeric
Returns numerical values.
Used for mathematical calculations.
Example:
{Unit Price} * {Quantity}
Multiplies unit price by quantity.
3. Formula - Date
Returns a date value.
Used for date calculations (e.g., due dates, age, duration).
Example:
Today() - {Start Date}
Returns the number of days since the start date.
4. Formula - Date/Time
Returns a date and time value.
Used for precise date-time calculations.
Example:
Now() + Days(3)
Returns the date and time three days from now.
5. Formula - Time of Day
Returns a time value (hours and minutes).
Used for scheduling and time-based calculations.
6. Formula - Duration
Returns a time duration (in seconds).
Used for tracking time between events.
Example:
ToDays({End Time} - {Start Time})
Returns the difference in days between two date/time fields.
7. Formula - Checkbox (Boolean)
Returns true or false (Yes/No).
Used for logical conditions.
Example:
{Status} = "Completed"
Returns true if Status is "Completed."
8. Formula - URL
Returns a clickable URL.
Used to dynamically generate links.
Example:
"https://www.google.com/search?q=" & URLEncode({Product Name})
Creates a Google search link for the product name.
9. Formula - Rich Text
Returns formatted text (bold, color, links).
Supports HTML tags for styling.
Example:
"<b>Urgent:</b> " & {Task Name}
Displays the task name in bold if urgent.
10. Formula - Email
Returns a valid email address.
Used for automated email links.
Example:
"mailto:" & {Email Address}
Creates a clickable email link.
Introduction to Relationships
Relationship:In Quickbase, a relationship is a link between two tables that allows data from one table (the "Parent" table) to be referenced in another table (the "Child" table). Relationships help organize, connect, and manage data efficiently across different tables.
Reference Field
In Quickbase, a Reference field is a special type of field used in relationships between tables. It acts as a link between two tables, allowing data from one table (the Parent Table) to be referenced in another table (the Child Table).
How the Reference Field Works:
When you create a relationship between two tables, Quickbase automatically adds a Reference field in the Child Table.
This field stores the key field (usually Record ID#) from the Parent Table.
The Reference field enables you to pull related data from the Parent Table into the Child Table using Lookup Fields.
Example:
Parent Table: "Customers" (with fields like Customer ID, Name, Email)
Child Table: "Orders" (with fields like Order ID, Date, Amount)
When you create a relationship where each order belongs to a customer, Quickbase adds a Reference field (Customer ID) in the "Orders" table.
This field links each order to a customer and allows pulling customer details into the Orders table using lookup fields.
Key Uses:
Establishing relationships between tables.
Enabling lookup fields to display parent table data.
Supporting reporting and automation based on linked records.
Lookup Field
In Quickbase, a Lookup field is a field in a Child Table that pulls data from a Parent Table based on a Reference field. It allows you to display and use information from related records without storing duplicate data.
How a Lookup Field Works:
A relationship is created between two tables (Parent and Child).
The Reference field in the Child Table stores the key field (e.g., Record ID#) from the Parent Table.
A Lookup field is then added in the Child Table to pull specific fields from the Parent Table.
Example:
Parent Table: Customers (Customer ID, Name, Email)
Child Table: Orders (Order ID, Date, Amount, Customer ID (Reference field))
If you want the Orders table to display the Customer Name, you create a Lookup field that pulls the Name from the Customers table.
Key Benefits:
Avoids data duplication by referencing existing records.
Keeps data consistent—updates in the Parent Table reflect automatically in the Child Table.
Enhances reporting by allowing related data to be used in views, filters, and formulas.
Summary Field
In Quickbase, a Summary field is a special type of field used in a Parent Table to calculate aggregate values based on related records from a Child Table. It helps summarize data such as counts, totals, averages, and other calculations.
How a Summary Field Works:
A relationship exists between a Parent Table and a Child Table (e.g., "Customers" and "Orders").
The Child Table contains multiple related records (e.g., multiple orders for a single customer).
A Summary field is created in the Parent Table to calculate values from those related child records.
Example:
Parent Table: Customers (Customer ID, Name, Total Orders, Total Order Amount)
Child Table: Orders (Order ID, Customer ID, Order Amount)
A Summary field in "Customers" can:
Count the number of orders per customer (Total Orders).
Sum the order amounts for each customer (Total Order Amount).
Common Types of Summary Fields:
Count (e.g., Number of orders per customer)
Sum (e.g., Total sales per customer)
Average (e.g., Average order amount)
Maximum / Minimum (e.g., Largest or smallest order amount)
Benefits of Summary Fields:
Automates calculations based on related records.
Reduces manual data entry and prevents errors.
Enhances reporting and dashboards for better insights.
Reference Proxy
In Quickbase, a Reference Proxy field is an alternative field that users can select instead of the Reference field when choosing a related record in a form or report. It enhances usability by displaying meaningful information instead of a numerical Record ID#.
How a Reference Proxy Field Works:
When a relationship is created between two tables, the Reference field (usually storing the Record ID#) links the Child Table to the Parent Table.
Since Record ID# is not user-friendly, a Reference Proxy field allows users to pick related records using a more meaningful field, like a Name or Title instead of a number.
Example:
Parent Table: Customers (Customer ID, Customer Name, Email)
Child Table: Orders (Order ID, Customer ID (Reference field))
Instead of showing Customer ID (e.g., "123") in the Orders form, a Reference Proxy field lets users select customers by Customer Name (e.g., "John Doe").
How to Set Up a Reference Proxy Field:
Open the Reference field in the Child Table settings.
Select the Proxy field (e.g., "Customer Name") from the Parent Table.
Save changes—now, users see the proxy field instead of the Record ID#.
Benefits of Using a Reference Proxy Field:
Improves user experience by showing meaningful values.
Simplifies data entry and prevents errors.
Enhances reporting and filtering by making selections more intuitive.
Report Link Field
In Quickbase, a Report Link field is a special field used to create a dynamic link between records in different tables (or even within the same table) without requiring a formal relationship. It helps users quickly access related records by displaying a filtered report.
How a Report Link Field Works:
A Report Link field compares a field in one table with a field in another table.
It then displays a list of matching records from the second table as a report within the first table.
Users can click on the linked records to view more details.
Example Use Case:
Tables:
Employees Table (Employee ID, Name, Department)
Timesheets Table (Employee ID, Hours Worked, Date)
Setup:
Add a Report Link field in the Employees Table.
Configure it to match Employee ID in Employees with Employee ID in Timesheets.
This will show a list of all timesheets related to each employee.
How to Create a Report Link Field:
Add a new field and select Report Link as the field type.
Choose a field in the current table to match with a field in another table.
Save the field—Quickbase will automatically generate a report showing related records.
Benefits of a Report Link Field:
No need for formal relationships—great for ad hoc reporting.
Provides quick access to related data without cluttering forms.
Dynamically updates when new matching records are added.
Roles and Permissions
Roles: Roles are used to control user access and permissions within an application.Role determine what users can view,edit,add or delete in a Quickbase app.
Key Aspects of Roles in Quickbase:
User Permissions – Roles define what actions users can perform, such as viewing, editing, adding, or deleting records.
Table-Level Access – You can set permissions for each role at the table level (e.g., allowing access to certain tables while restricting others).
Field-Level Access – Some roles may be restricted from viewing or editing certain fields in a table.
Report Access – Roles control which reports users can see and use.
Custom Rules – You can create custom rules based on roles to enforce specific business logic.
Multiple Roles – A user can have different roles in different Quickbase applications.
Dynamic Permissions – Permissions can be dynamically adjusted based on conditions (e.g., a user can only edit records they created).
Common Default Roles in Quickbase:
Administrator – Full control over the app, including managing users, tables, and settings.
Manager – Can modify most data but may have limited app settings access.
User – Can add, view, and modify records as per their role settings.
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