Copy an Application with Data

QuickBase lets you have your cake and copy it too. You can easily create an exact copy of an existing application, including its data, fields, reports, users, custom forms, emails and roles. To copy an application along with its contents, you must have permission to view all the records in the application.

To copy an application with data:

1. Open the application that you want to copy.

2. In the menu bar on any application page, do one of the following:

   Select Customize > Application and click the Misc. tab.

   Or select Customize> Import/Export and then click the Copy this application radio button.

3. Click Copy application.

   1. Note: If Copy application isn't listed, then the Application Manager has not granted you permission to copy the application.

4. Enter a new name and description (optional) for the application.

5. Tell QuickBase what to copy.  To copy the application along with all its records, select Copy this application with data. (If you just want to copy the application's structure, select copy without data.)
   
   When you select copy with data, you can include file attachments or leave them out of the process. (File attachments often take up a lot of space, which is why you may want to leave them behind.) To copy with file attachments, turn on the Including file attachments checkbox. If you don't want to copy attached files, turn off the checkbox.

6. Choose one of the following:

• Copy users in their roles radio button duplicates the list of users and assigns them to their existing roles in the new application.

• Copy users and roles separately. Select this option if you don't want to share the new application with anyone, or expect to invite a different set of users. Your user list appears in the new application, but no user has access. The same roles are available but they're not assigned to any users yet.

1. Note: When you copy users in their assigned roles, you automatically grant them access to the new application. They're rarely aware of this until you invite them to access the new application.

QuickBase also lets you copy any cross application relationships you may have created. See Copy an application with cross-application relationships for more information.

Once you've created your copy, you may want to take some additional steps:

• Invite users. Even if you chose to grant users of the original application access to the new one by leaving their roles in place, you should bring the new application to their attention. If so, go to the Manage Users page and invite them.

• Enable existing emails. When QuickBase copies your application, it copies any automated emails you've set up, but disables them in the new application. If you want QuickBase to start churning out emails from your new application, you must actively enable them. (Read how to enable notifications, subscriptions and reminders.)

Note: If the application you're copying has a shared multiple-choice list that points to field in an outside application, the list will still draw from the field and application you specified when you set it up. However, if a shared multiple choice field points to a field within the same application, that shared multiple choice setup will be copied in its entirety. In other words, within the copied application, the shared multiple choice field points to the copied source multiple choice field. Read more about shared multiple choice fields.

Related Topics

• Copy the structure of an application

• Control the ability to copy an application

• Copy an application with cross-application relationships

• Importing data from another application

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