Quickbase Foundation
A complete Guide to Navigate and Use Quickbase
VKIITS PRIVATE LIMITED
Prepared by,
VKIITS Team.
Introduction
1.Navigating Quickbase
2.Quickbase builder concepts
Software design concepts
The application lifecycle
Builder philosophies
3.Introduction to database
Building blocks of database
Database interaction
4.App planning Basics
The Framework
5.Plan your App
Planning your quickbase app
Define the purpose of your app
6.Relationships
7.Roles and permissions
Key aspects of roles
Common default roles
8.Reports
Types of Reports
Key features of Reports
9.Dashboards
Key features of Dashboards
10.Forms
Key features of Forms
Types of Forms
Navigating Quickbase
Quickbase:It means flexible,no code/low code platform.It solves Unique business problems by building custom solutions called Apps.
App is made up of Tables, Forms, reports and dashboards.
Key benefits:
Build applications quickly without coding
Automate workflow and processes
Manage data securely
Integrate with other tools like Google sheets,Slake,Salesforce.
Quickbase Builder Concepts
Software Design principles
When building an app ,There are three key design principles to keep in mind.
1.Security
Limited access:It means giving each user the minimum amount of access needed to perform their job.
Backend Governance:Consider backend governance.You should document app requests to ensure efforts are not duplicated.
Data sharing:Ensure appropriate data is being stored in your app and only appropriate people can edit structure.
2.Scalability
Build for Growth:Your app will likely grow and expand in complexity and size over time.It means how to document changes and enhancements made to your ap
Iterate Forward:Iterate your app.The first release of your app can be the minimum workable solution.you can always gather feedback and change the app for future releases as requirements change.
Data Searchability:Quickbase sets most fields to searchable by default so users can find data.
3.Maintainability
Consistency:Develop realm guidelines,such as app,table and field naming conventions,to ensure consistent user and builder experiences.Also, assigning different teams app colors-functional employees can easily identify apps.
Role-based experience:Leverage quickbase ability to assign landing pages,forms and reports by roles to personalize the experience of different roles.
Keep it Clean:Decide early on how you would like to organize and audit content to keep your app clean and relevant.
a.Use roles and permissions
b.Set guidelines for organization
c.Assign responsibilities
The application lifecycle
In the ever-evolving world of software development, mastering the application lifecycle is crucial for success.
1.Gather Requirements:Developers collaborate with stakeholders to understand the needs,objectives,and functionalities of the application.
2.Model Data:Here, developers design the structure and relationships of the data that will power the application,ensuring efficiency and scalability.
3.Build:Developers bring the vision to life by writing code that translates the requirements and data models into functional software.
4.Testing:Before we can launch,rigorous testing is essential.
5.Release:With confidence in the application’s stability and functionality,it's time to unleash it into the world,ready to make a positive impact.
Builder philosophies
1.Stay Flexible:Apps change over time as your skill sets grow and your end user needs change.
2.Fix one Problem:Focus on your highest priority problem statement .You can always
make changes to your app as new problems or requirements come up.
3.Keep learning:The skills you gain can change how you design your app’s structure.
Introduction to database concepts
Database:A database is an organized collection of related information.It is like a workbook with information divided across related sheets.
Building blocks of database
Table:A table is a container for similar items and information about each of those items.Tables are like spreadsheets we viewed in part one.There are two types of tables.
From scratch
Using connected data
Record:A record is a single entry in a table containing information about one item or object.It is like a row in a spreadsheet.
Field:Which contains an individual data value.It is like a column in a spreadsheet.All the fields containing information about one item make up that item's record.
Key field:It contains a unique identifier for each record in a table. The values in the tables key field are never repeated. Quickbase creates a key field called “Record ID#” for you.
Relationships:Relationships are connections between tables.These allow tables to borrow data from one another.
One-to-one
One-to-many
Many-to-many
Database Interaction
Form:A form is a formatted layout in one record.Forms are used to add , View and edit records.
Report:Reports are formatted layouts of records of summary information about records.It also in tables and charts. They can provide information about data.
App Planning Basics
The Framework
Requirements Discovery:This foundation ensures strong user adoption,scalability and maintainability.
Business purpose
Identify requirements
Recognize stakeholders
Process mapping:In this you will capture your existing process and identifier areas for improvement.This will help you create a more efficient and user-friendly app.
Data modeling:it's a visual representation of how different elements of your app interact with each other.
Plan your APP
Planning Your Quickbase App
Before building an app in Quickbase, it’s important to plan its structure and functionality to ensure it meets your business needs. Here’s a step-by-step guide to planning your app effectively:
Define the Purpose of Your App
Ask yourself:
What problem will this app solve?
Who will use it? (Employees, customers, managers, etc.)
What type of data will it manage? (Projects, inventory, customers, etc.)
Relationships
Relationships:This connection provides many benefits of using relationships such as reducing database sizes,reducing data entry and maintenance,reducing errors , and enabling workflow automation.
Parent table:A parent table is the table on the “one “side of a one-to-many relationship.
Child table:A child table is the table on the”many”side of a one-to-many relationship.
Lookup Field:A lookup field brings additional information about the parent table records into the child table.
Reference field: A reference field links two related tables and must contain unique values often the parent tables record ID number.
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.
Participant – Can add, view, and modify records as per their role settings.
Viewer – Can only view data but not edit or add anything.
Reports
Reports:In Quickbase, reports are used to organize, analyze, and display data stored in a Quickbase application. Reports help users extract meaningful insights by filtering, sorting, and visualizing data.
Types of Reports in Quickbase:
Table Report – A simple grid-style report displaying records with selected columns.
Summary Report – Aggregates data (e.g., counts, sums, averages) to show insights at a higher level.
Chart Report – Visualizes data using bar charts, pie charts, line charts, etc.
Calendar Report – Displays records with date fields in a calendar format.
Timeline Report – Shows records in a Gantt-style format, useful for project management.
Kanban Report – Organizes records into columns based on a field (e.g., status in a workflow).
Map Report – Plots records with location data on a map.
Crosstab Report – A pivot-table-like report that compares multiple data points.
Key Features of Reports in Quickbase:
Filtering & Sorting – Customize reports by applying filters and sorting records.
Grouping & Aggregation – Summarize data to display totals, averages, or other calculations.
Dynamic Reports – Reports can be updated in real-time as data changes.
Custom Formulas – Add calculated fields to enhance reports.
Permissions – Control who can view or edit reports based on user roles.
Export & Sharing – Export reports to Excel, PDF, or CSV and share them with team members.
Dashboards
Dashboard:A Dashboard in Quickbase is a customizable workspace that displays key reports, charts, and other widgets in one central location. It helps users quickly access and analyze important data without navigating through multiple tables or reports.
Key Features of a Quickbase Dashboard:
Customizable Layout – Arrange reports, charts, and other widgets based on user needs.
Multiple Widgets – Add different types of reports (tables, charts, summaries, calendars, etc.).
Interactive Filters – Users can apply filters to adjust the displayed data dynamically.
Role-Based Access – Different dashboards can be shown based on user roles.
Real-Time Data Updates – Dashboards refresh automatically to reflect live data.
Embedded Content – Include external content like webpages, text instructions, or images.
Action Buttons – Add buttons to trigger workflows, navigate to forms, or update records.
Forms
Forms:In Quickbase, forms are used to display and enter data into a table. Forms provide a structured way for users to interact with records, ensuring accurate and efficient data entry.
Key Features of Forms in Quickbase:
Customizable Layout – Arrange fields, sections, and elements to improve usability.
Field Controls – Set required fields, default values, and validation rules to ensure data accuracy.
Dynamic Form Rules – Create conditions to show/hide fields, auto-fill data, or trigger actions based on user inputs.
Role-Based Access – Control which users can view, edit, or submit forms.
Embedded Reports & Links – Display related records, charts, or external content within the form.
Action Buttons – Add buttons to automate workflows, navigate between records, or trigger scripts.
Mobile-Friendly – Forms adjust to different screen sizes for easy data entry on any device.
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