Now, you're ready to share your application with others! You can grant access to anyone with an email address and an internet connection. Because QuickBase lives entirely on the Web, users you invite need no software other than a Web browser to see and use your application.
If you're adding only one user and are certain of the user's email address, you may want to use Quick Share to quickly share your application. (Click here to learn more about Quick Share.)
However, if you're adding more than one user, you should probably choose to use the Manage Users screen when sharing your application. Using the Manage Users screen allows you to browse the list of your existing application users before you add a new user. This can be helpful if you want to avoid adding a duplicate record for an existing user, or if you want to assign an existing user to more than one role.
Tip: People you want to invite do not need to have existing QuickBase user accounts. If you invite someone who's never registered before, QuickBase creates a provisional user account. You can ask QuickBase to send the user an email at any time (read how below). Once your invitee clicks the link in the email and registers with QuickBase, your application opens in their browser.
Using the Manage Users screen, QuickBase lets you add new users, assign them to roles, and invite them all in one step. When you click Add from the Manage User screen, the Add User dialog appears:
From the Add Users dialog, you can:
Add users and assign them to specific roles.
If you want to add several users and assign them to the same role, you can enter multiple users here. Separate user entries with commas or semicolons. You can also click Enter or tab between entries. (Note that, if you have a long comma-separated list of users that you want to paste in, it'll be easier to use Quick Share.)
If you want to add users to more than one role, click Add users in another role.
Access the QuickBase address book to browse or search for users and groups. (Note that you can also create groups using the QuickBase address book.)
Choose to invite users at the same time you add them. QuickBase provides you with a sample text you can use, but you can also choose to change this before you send it out.
If your email domain has been registered with QuickBase, QuickBase tries to help you find existing QuickBase users within your company.
QuickBase auto-suggest checks to see whether the email domain you used to sign in has been registered with QuickBase. If it is registered, QuickBase displays a dropdown containing possible matches it finds as you begin typing user names, email addresses, or screen names on the Add Users dialog.
For example, if you sign in to QuickBase with this email address:
joe@mycompany.com
...QuickBase checks to see whether the @mycompany.com email domain has been registered with QuickBase. If it has been, QuickBase displays a dropdown of possible matches within your company as you begin typing the users name on the Add Users dialog.
You can select any user you want to add from the dropdown. (Click here to learn how to register your company's email domain with QuickBase.)
Within the menu bar on any application page, select Share > Manage Users.
Click Add. The Add Users dialog appears.
Identify the users and/or groups you want to
add in the box provided and select the appropriate role. Note that
you can specify several users or groups on the same line if you want
to assign them to the same role. Be sure to separate each user with
a comma or semicolon.
If you want to add several users and assign them to different roles,
click the Add users in another role
option. A new line appears, allowing you to specify additional users
and assign a different role.
For each user, you can enter email address, name, or QuickBase screen
name. If you have registered your email domain with QuickBase, QuickBase
provides suggested matches it finds within your company. If you have
not registered your email domain with QuickBase, you must enter exact
email addresses or use the address book to find users. Click here
to learn how to use the address book.
Ensure the Send an email option is selected.
Either accept the default text, or compose a new email message.
Click Send. QuickBase adds the new users to your application and sends an email message inviting them to the application.
If you want to add users without sending an email invitation, make sure the Send an email option is not selected on the Add Users dialog. QuickBase adds the user to your application, but does not send the email message with the invitation. You can send an invitation later using the Invite option on the Manage Users page.
If you have a long list of users who need to access your application, you probably don't want to enter each person individually. QuickBase can help. QuickBase lets you share with many users at once through the Import Users feature. To do so:
In the menu bar on any application page, select Share > Manage Users.
Click the I Want To... button on upper right of the page and select Import Users.
Add Users. You can add a maximum of 400 users at one time.
Depending upon how long your list is, do one of the following:
Paste a list of addresses. If your list isn't too long, you can type or paste in a group of email addresses. The Import Users page that displays features a large text entry area where you can do just that. Separate these addresses with a semi-colon, comma or carriage-return. For example, you could copy and paste a long list of addresses from the To: field in one of your email messages. If any of these addresses show up in their extended format (like John Doe <jdoe@example.com>) don't worry about it. QuickBase can parse the list of addresses and deliver your invitation. So paste away!
Import addresses from a file. If you have an enormous list of users, pasting may not be much of a help. In this situation, you're better off importing email addresses from a file. To do so, click the Import from a File button at the bottom of the dialog box. Browse to and select the file containing your addresses and click OK.
Click Next.
QuickBase displays a table listing all the users in your list. If any users have existing QuickBase accounts, their screen names also appear. (Users you want to add do NOT need existing QuickBase accounts. See Tip above.)
Share your application.
Finish your import and invite users all at once. QuickBase offers the following options:
If the list contains all the correct names, click Confirm. Email invitations go out to those who are new to QuickBase. Those with existing QuickBase accounts receive an alert on their My QuickBase screen.
If you want to generate an invitation email to all users (even those with an existing QuickBase account), click Confirm and Invite.
If the list contains a mistake, click Start Over. QuickBase returns you to the previous page where you can make changes to your list.
Tip: When your application has lots of users, you may want to organize them in groups to make your job easier. For instance, if you're adding a lot of users at once, you could create a group, add users to it and then share your application with that group. After that, use groups to determine who can see what information in your application by assigning a role to each group.
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