The User Picker appears when you need to select or add a QuickBase user in certain areas of QuickBase.
Note that, in may places in QuickBase, the User Picker has been replaced by the QuickBase address book.
The first step is to click the dropdown on the upper left of the User Picker dialog box. Doing so displays some or all of the following choices (depending on your situation):
Users in your company. All the registered QuickBase users in your company (as determined by email address)
Select from Users in this Application. Returns a list of all users you've already shared the application with.
Select a Group. Returns a list of groups from which you can pick to add all or some group members at once. If you're a member of a group, it appears in this list. If you want to share with a group that you don't belong to (and as a result don't see in this list), you can search for it. To do so, select Search for a Specific User and type in the group name.
Select from Users in the Group: groupname. You'll have one of these entries for each group you're in. This selection returns a list of members in the group you select. If you want to share with members of a group that you don't belong to (and as a result don't see in this list), you can search for it. To do so, select Search for a Specific User and type in the group name.
Create a New User. Displays a Create a New User dialog box, which lets you enter the email address of the person you want to add. (This person does NOT need to be a registered user of QuickBase. If they're not, QuickBase creates a provisional user account and generates an email inviting them to register.) Once you type in the address, click OK and follow the instructions below for Adding the Users You've Found.
Note: If the person you want to add already has QuickBase account, and you'd like to search by screen name or full name (instead of their email address), select Search for a Specific User instead. Both these options let you "add" a user—even if that person has never registered with QuickBase.
Be careful when creating new users. If you're entering information on someone who's never logged into QuickBase to access your application, make sure you type the person's email address correctly. A typo results in a lost invitation and a bogus user account that you can't remove from QuickBase. If you've entered an incorrect email address, create an additional account using the correct email address. Even when you do so, there's a danger that others may mistake the bogus account with the real account (if they're very similar) and your user may miss invitations and alerts. If this confusion occurs, you must contact QuickBase support to resolve it.
Search for a Specific User. Displays a Search dialog box which lets you enter the email address, screen name, or full name of the person you want to find. (This person does NOT need to be a registered user of QuickBase. If they're not, QuickBase creates a provisional user account and generates an email inviting them to register.) Once you type in the name or address, click OK and follow the instructions below for Adding the Users You've Found. (If you're searching within your own company, you can also enter partial-string matches. For example, if your colleague's email address is Richard@imaginaryco.com you could search for Rich to find him.)
Tip: You can also click the Search button in the lower left corner of the User Picker to open the Search dialog box.
If you want to add multiple users, repeat your selection above as needed, until QuickBase lists all the users on the left side of the User Picker.
Once you've selected one of the menu items listed above (and completed any dialog boxes that appear), QuickBase displays a list of users in the Search Results box on the left side of the User Picker. If you're adding users to a group, click Done. If you're adding users to an application, select the user(s) you want and click the Add button. QuickBase displays all the users you've added in the box on the right. When you've added each one you want, click Save. If you're adding users to an application and you want QuickBase to generate an email informing users, click Save and Invite instead.
If you have an existing list of users with whom you want to share an application, you might prefer not to have to enter each user individually. You can share with a list of users by using the Import Users feature (accessible from the I Want To... menu on the Manage Users page.)
The Import Users page features a large text entry area where you can paste in a list of email addresses. The email addresses should be separated by either commas, semi-colons, or newlines. The addresses may be in the format: John Doe <jdoe@example.com>. QuickBase ignores the first part and just uses the email address.
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