To display your records in calendar format:
Open the QuickBase Report Builder page.
You can do so in one of the following ways:
In the menu bar on any application page, select Customize > Create a new > Report. Then select the table whose records you want to view.
In the table bar on any application page, click the name of the table that you want to create a report for and within the menu that appears, select Create a New report.
In the Report Type section,
select Calendar.
QuickBase displays calendar design options.
Tell QuickBase how to display events on the
Calendar.
Use controls in the Calendar section to design the
events that appear on your calendar. You can:
Show one-day events. If your calendar shows events that take place in less than a day—like meetings, for instance—make a selection in the Create a calendar report based on the field dropdown. Select the date field that schedules the event. (You'll select the event label in a minute. See the select fields to display bullet below.)
Show longer durations by selecting Start and End dates. If you want to show events that stretch over many days, like tasks or projects, you must tell QuickBase which date fields bookend each event. Set the beginning by selecting the field that marks the start from the Create a calendar report based on the field dropdown. Then, within the End Field dropdown, tell QuickBase which date field marks the finish of the event.
Select fields to display. What information do viewers need to know about each event? In the For each day section, you can select up to three fields. The values of these field display for each record. However, the report's "maximum characters" setting (see next step) may truncate these entries. If so, expand the character limit, or just let your viewer's know that they can pass their cursor over any record to get more information. (Show me.)
Select month to display. Do you live in the present, or do you prefer to get the jump on next month's activities? Click this dropdown and select the month you want to display (any viewer can easily switch to another month once they've displayed the report.) You can select the report to always display the current month, the month before that or the coming month. You can also specify a particular month by selecting A specific month and then selecting the month and year you want the report to show.
Set display options.
Some additional options set the display and behavior of event records.
You can:
Set Maximum characters per item. Use this box to enter the maximum length of the record description. For best display results, you should set the maximum length to no more than 100 characters, especially if you expect several items to display per day. (QuickBase allows you to specify up to 500 characters per item.)
Set Maximum items per day. If you have a lot of records to fit into each date on your calendar, you may want to put a cap on the number that should appear. When you do, QuickBase displays a more... link at the bottom of the list so viewers know that there's more to the story. For best display results, you should set it to no more than 10 items per day. (QuickBase allows you to specify up to 500 items per day.)
Include an Add a record button. Turn on this checkbox, and your users will be able to add records directly from the calendar report. The "button" in question is really more of a link. It appears in the upper right corner of each date's box. Note: If the calendar report you are creating is based on a built-in date field (like Date Created or Date Modified), you cannot select this option.
Show weekends. Turn this checkbox on to show Saturdays and Sundays. Turn it off to hide weekends. (You can also show and hide weekends directly from the Calendar report itself. Read how.)
Display each record in the calendar as:
text only. This option makes your report most like your mother's old paper calendar. The record won't display as a link. But you'll retain the tool tip feature that appears when viewers mouse over linked records.
a link to edit the record. Selecting this option displays the event as a hyperlink. When clicked, the link opens the record in edit mode.
a link to display the record. This is QuickBase's automatic setting. This display mode shows the item as a hyperlink which opens the record's display form.
Tip: If your table contains a URL field that you're fond of, you can display that instead. To display a URL field on your calendar as a hyperlink to its destination, do the following: Make sure the URL field is the only field displayed on your calendar. From the Display each record in the calendar as drop-down list, select text only.
Tell QuickBase what records you want to see.
If you want your calendar to show only a certain kind of record or
only records that meet specific conditions, you can tell QuickBase
so in the Report Builder's Filtering section. For
example, maybe you only want to show projects belonging to a certain
department. Or maybe you'd only like to see tasks that are not completed.
To make choices like this, go to the Filtering section
and select the Only records that meet certain criteria radio
button. Then make the selections you want. (Read
how.)
If you want, create a custom formula column
for the report.
Adding a Custom formula column brings the power of QuickBase formulas
to report design. Read why you'd
want to add a custom column and learn how.
When you're done, click Display to view the results of your modifications. If you don't like the results, click the Customize this Report link on the upper right of the page to return to the Report Builder.
Save and/or display the report.
If you've displayed the report, you can save without returning to the report builder. To do so, go to the New report menu above the report (shaded in gray) and click Save.
To save the report in the Report Builder, click Save. Then type in a name for the report and tell QuickBase if you're saving a Personal report (which will be available only to you) or a Shared report (which other users of the application can access).
To display and save at the same time from within the Report Builder, click Save & Display. QuickBase prompts you to name the report. Also tell QuickBase if you're saving a Personal report (which will be available only to you) or a Shared report (which other users of the application can access).
About Saving Shared reports:
You can only save a shared report if the manager of the application
has granted you permission to do so. When you save a shared report,
you don't need to share it with absolutely everyone. QuickBase prompts
you to select the roles that should see it. To share with all application
users, select All Roles. (An Application Manager
can change which reports a particular role can access at any time.
To learn how, see Specifying Which
reports a User Can Access.) To help others understand what your
report shows, type in a description. If you want the description to
display above the report, turn on the Show description when
displaying report checkbox.