Where is my file attachment field?

If you have a company logo or some file attachment field that you want to pass down to a child record you have probably found that QuickBase doesn’t list file attachment type fields as a choice when adding lookup fields (like passing a logo from an account table to an opportunity table).

A customer commented to me about this a few days ago and I recall saying… “This is QuickBase, you can do anything with QuickBase”.

Well you can pass file attachments if you want to create a Formula Text field and reference the original attachment field. The Formula Text field will be visible as a lookup field selection and able to be passed by the relationship between the company table and the opportunity table.

Watch video example

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  • Mark Shnier

    Great Tip. Thx once again.
    Mark Shnier

  • Frank Kirschner

    You don't say what the “&[File]&” entry represents. I tried this technique, and got an error, telling me that there's no such field as File.

    • Kirk Trachy

      Frank, the [File] refers to the field in your record that holds the file attachment. For example if you had a field name called Resume, you would change [File] to [Resume]. If you had a field called Picture you would substitute [Picture] where you had [File]. The formula is going to give you a link that when clicked goes to that specific field.

  • Kirk Trachy

    Hi Frank – thanks for the feedback. [File] is a reference to the original file attachment field you want displayed. If you called your file attachment field [Resumes] or [File Attachment] then this will display the link to those attachments in those fields. In this example I have called it [File] and it is a file attachment type of field. Each Wednesday, Thursday and Friday at 2pm Eastern time we discuss various ways that people want to customize their QuickBase applications. All are welcome. They are free and open to all discussion. We model examples like this all the time. To register: http://www.quickbase.com/webinars/.

  • Frank Kirschner

    I figured it out. “File” is the name of the File field. When I copied and pasted the html into Notepad for editing, the quotation marks changed to a version that QuickBase didn't like. The errors I was getting were related to that. When I typed over the quotes, it worked fine.

    Thanks.

  • Rae-Anne Moss

    Thanks Kirk. I'm trying to get this to work, but keep getting the following error message:
    'Error
    Formula error — Unknown field

    This table does not contain a field called VEnglish Resume. To see available fields, click the Fields & Function dropdown to the right of the formula box.'

    I've followed the instructions, and replaced all the entries for my particular app.

    It seems like its not finding the field in the table. Any ideas?

    • Kirk Trachy

      Rae-Anne: The [File] refers to the field in your record that holds the file attachment. For example if you had a field name called VEnglish Resume, you would change [File] to [VEnglish Resume]. If you had a field called Picture you would substitute [Picture] where you had [File]. The formula is going to give you a link that when clicked goes to that specific field. It is important to get the field name exact. To make sure you have the exact spelling and spaces in the field name, a good practice is to highlight the [File] and hover over “Fields and Functions” and select the actual field your file attachment is so the selection is not mis-spelled or mis-spaced.

  • Misty Edwards

    I have followed this tutorial and it seems self explanatory but I’m getting nothing. I have a file attachment field called Attachment. I then have the formula text field as shown in the above tutorial called URL to Attachment. My company is on its own realm, so we basically use another URL for everything. For example, we don’t go to quickbase.com to log in, we go to mycompany.quickbase.com to log in. My formula is below. We I go to view in the child table, there’s nothing there, it is blank.

    “&[Attachment]&”

    • Misty Edwards

      But when viewing the new formula text field in the parent table, it does open the attachment. Something is happening between the relationship or in the child table.

  • Datta

    Followed it to the T I think, but still this error….
    Does this no longer work?

    “Your request to download a file from the application “App Name” failed because the specified “Entry Name” doesn’t exist or had been deleted. “

  • Cynthia

    Got it working. How do I get the attachment to show up in a new window? This option is under the URL field type, but this is just a TEXT type field.

  • Kirk Trachy

    Cynthia: You can add a target=”_blank” to the link so that it opens in a new window. If you add this to a formula text box, be sure and escape the quotation marks by putting a in front of them so QuickBase knows you really want the quotation marks. It looks like this: target=”_blank”. See the image example on where to insert it.

  • Morgan

    Worked like a charm!  Thanks!

  • Mabel

    Hi Kirk,

    Is there a way to reference the _current_ version of an image, if you have an images table?  I uploaded a new version, and now the URL is different.  Yes, I could hard-code the v0 to now be vc, but is there a generic way to reference it so it will still work if I update the image again?

    Thanks!

    — Mabel 🙂
     

  • Mabel

    Hi Kirk,

    Is there a way to reference the _current_ version of an image, if you have an images table?  I uploaded a new version, and now the URL is different.  Yes, I could hard-code the v0 to now be vc, but is there a generic way to reference it so it will still work if I update the image again?

    Thanks!

    — Mabel 🙂
     

  • Mabel

    P.S. It looks like I’m getting some weird caching effect, where QuickBase isn’t updating what v0 points to.  If I log in as another user on a different browser, I get the correct image.  Anything I can do about _that_?

    — Mabel 🙂

    • Kirk Trachy

      Hi Mabel:  Check if your browser is set to cache images.  Many times in the interest of speed a person’s browser settings will cache the image so it doesn’t have to work so hard.  In this situation, your browser may not know you really want it to refresh.  The URL looks the same so why refresh it?  Try adjusting your browsers cache and let us know if you are still having an issue.  Our support group is available to you at http://support.quickbase.com.  Let us know if this doesn’t address your need.  Kirk Trachy

    • Kirk Trachy

      Hi Mabel:  Check if your browser is set to cache images.  Many times in the interest of speed a person’s browser settings will cache the image so it doesn’t have to work so hard.  In this situation, your browser may not know you really want it to refresh.  The URL looks the same so why refresh it?  Try adjusting your browsers cache and let us know if you are still having an issue.  Our support group is available to you at http://support.quickbase.com.  Let us know if this doesn’t address your need.  Kirk Trachy

  • I’ve used the following as the formula in a Formula – URL field to create the link to the File Attachment field “RiskFactors” in the “Changes” table:

    ” & [RiskFactors] & “

     The results appear at first to work, as both fields appear on a report with a hyperlink to the correct file (judged by the name of the file showing). So clearly, the formula above succeeded in FINDING the attachment. However, trying to use the hyperlink results in a “Your request to download a file from  [Application Name] failed because the specified Change doesn’t exist or had been deleted.”

    Examining the hyperlinks themselves (right-clicking on them and using Copy Shortcut) shows two problems:

    1) The shortcut produced by the above code does NOT include the file
    name – it ends up being a URL to the location where the file is stored
    only. The shortcut for the file attachment field itself includes the file name. (This may be due to using v0 to get the most current version of the file; I wanted to confirm that as being the case.)

    2) The Record ID in the attachment file field’s URL is in od32 format, whereas the formula above produces the integer. (I’ve looked through the blogs and found where it is explained how to convert from one to the other, but I can’t figure out how/where to install the code described so that I can reference them in my Formula – URL field.)

  • Luis R.

    This seems to be helpfull in earlier quickbase versions. Now it seems that they’ve changed the addresses, meaning that you can’t use numeric values, you can only use some letter values, I guess I’ll have to create my very own converter in order to achieve this… Once I manage to get it done, I’ll post my solution here!