How does your staff communicate? How do you keep track of who's doing what? Do your colleagues need to pass off tasks? If so, how do they know when it's time to start their share of the work?
QuickBase can automatically notify one or all of your users when information in a record has changed. Or, if you'd prefer, the message could go out when a record's been added or deleted—or all of the above. Record change notifications are emails that QuickBase sends out when a trigger you specify has been met. The missive can include a custom message from you or just the generic explanation composed by QuickBase. The notification can even feature a copy of the record itself. When creating a record change notification, you tell QuickBase the conditions under which the program should send the notification and who should receive it.
Application Managers can create notifications for any and all users of the application. Application Users can create record change notifications for themselves. Application managers can edit, delete, or deactivate any notification that has been created, including those created by users of their application. Users on small business plans (who haven't been granted administrative rights) cannot create notifications, however.
Notifications can help you keep track of what's happening in your application. For instance, a very controlling application manager may want QuickBase to notify him whenever a record has been changed in any way, or added or deleted. Another manager may just want help delegating work, so asks QuickBase to notify a user only when that user appears in a task's Assigned to field.
Notifications also let you apply very specific conditions to trigger the email and also target only appropriate individuals for receipt. For example, imagine that your QuickBase application tracks deliveries for your company. When a delivery's status changes to "Ready for shipment" you want QuickBase to automatically send a notification to the person listed in the "Driver" field. No problem. QuickBase can automate communication based on what data a record contains.
QuickBase can even let you know when larger changes occur. For example, if someone changes multiple records during the same operation (like an import), QuickBase can send you a single email notification summarizing all of the changes. (Note that the option to notify a user listed in a specific field is not available for this kind of notification.)
QuickBase can send two types of notifications:
Recipient. Use this type of notification to send notifications to users who participate in your application. QuickBase knows what you want these users to see, based on the roles you've assigned each one. This knowledge lets QuickBase construct each notification based on each individual's role, showing only those fields and records you've granted them the right to see.
Open. If you want
to send a notification to someone who doesn't have access to your
application, use an open notification. This type of notification lets
you type in an email address and send information or a record from
your application to anyone. Because you can send this message to anyone,
QuickBase doesn't know if you want any fields or records to be hidden
or restricted. The viewer can see all fields and information in the
record(s). Only application managers can create this type of notification.
Note: Do not use open notifications to send sensitive information. Because open notifications can be sent to individuals who aren't users of your application, QuickBase doesn't check permissions or hide any information from recipients (even if one or more recipients are users of your application). The only way to control what fields display in an open notification is to specify a custom form for the notification (Read about forms) or craft a custom notification.
There's actually a third type of notification, but chances are, you'll never see one. All notifications created before October 29, 2004 are old-style notifications. This notification format is outdated. You cannot create new notifications of this type, but you can edit existing ones. These notifications include all fields in the form unless a role has No Access to that field, in which case, the field does not appear in the notification. QuickBase supports this type of notification only for backward compatibility.
A notification won’t be sent when its owner no longer has permissions to access the table or the app. This could happen because the user doesn’t have administrative rights any more, or the user has been removed from the app (for example, if they’ve left your company).
Open the table that contains the notification.
Click SETTINGS, then click Notifications, subscriptions, & reminders.
The email list appears. The title and owner of notifications that won’t be sent are displayed in red, and the notification’s icon changes to indicate this as well. You can make a copy of the notification so it’ll continue to get sent (with you as the owner). Or, if you’ve decided it’s OK for it not to be sent, you may want to delete or deactivate the notification.
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