How to Crush Deadlines with Automatic Reminders in QuickBase

Tips & Tricks
Nov 14, 2016
5 Min Read
How to Crush Deadlines with Automatic Reminders in QuickBase

How to Crush Deadlines with Automatic Reminders in QuickBase

Across all industries and verticals, meeting deadlines proves to be the most common of themes in improving processes. As a Sales Engineer, my goal is to help QuickBase builders begin imagining their processes in new QuickBase apps, and so I’ve seen time and time again that for these newcomers, setting date-based reminders is one of the first benefits they want to realize and leverage. In this blog post, I’ll get you started on how to keep yourself and your team on-time.

What you’ll need:

  • The table that needs reminders for deadlines (Projects, Tasks, you name it)
  • A User field to assign ownership – this person can be the recipient of said reminders
  • A Date field to capture your target date, due date or deadline
  • A checkbox or text multiple-choice field to track completion

Whatever you happen to be tracking, you’ll want to make sure you capture deadlines in a Date field. While it may sound obvious, I’ve seen plenty of folks start building and use just standard text fields for their data, but QuickBase will help you if you just let it know that you’re trying to track a point in time.

Next, if you haven’t leveraged this yet, you’ll likely want to create a User field to assign your Project/Task/Record that has a deadline. This allows you to select from Users that have been invited to your application. If you don’t use a field like this, you can always use the built-in field Record Owner, which captures the user that created and saved any given record.

Finally, you want a checkbox, text multiple-choice or some other type of field to mark completion of the record. You could even use another date field to capture the completion date.

With these three fields built, you can head into your table’s Settings to find Notifications, Subscriptions & Reminders to create a Reminder. Click New Email to prompt a new pop-up window, then choose Reminder. Give your reminder a name for your administrative organizational needs (“three days until due,” for example). For Remind Whom, select the user field you created earlier. Then choose how many days before or after your chosen date field this reminder should be sent. Finally, pay attention to the Additional Criteria. If you created a checkbox field called [Completed], you may want to say only send reminders if the following criteria are true; [Completed] is not equal to checked. If the person has already completed the work, this reminder doesn’t need to be sent, right?

You may want more than just one reminder for an upcoming deadline. In that case, save this Reminder and, on the Notifications, Subscriptions & Reminders screen, click the duplicate button next to your new email and edit the copy so that it has a different day threshold.

This is just one way to keep you and your team on time. You may also want to create a companion report that shows records that are due in the current week and don’t have [Completed] checked. You may even want to filter it so it only shows records belonging to the person logged in and viewing the report. For more ideas around collaboration and intelligent reporting, consider visiting our help page or our community forums.

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