Create a Record Change Notification

The steps you follow to create a record change notification depend upon who you are. Application Managers or users with Full Administration rights have more options than regular users of an application. Managers can send to multiple recipients, while users can only send to themselves.

To create a notification:

  1. In the menu bar on any application page, select Customize > Create a new > Email > Notification. If your application has multiple tables, click the name of the table for which you'd like to create a notification.

    Or, to create a personal email only:

    In the menu bar on any application page, select Customize > Personal Automated Emails. On the upper left of the list, click the New Email button. On the resulting dialog, select Notification. If the application has multiple tables, select the table, then click Create.

    The New Notification screen displays.

  2. Name the notification.
    In the Notification Name text box, enter a name for the notification that you are creating. QuickBase uses this name to identify the notification.

  3. If you're an application user (not a manager), skip ahead to Step 6. If you're an application manager, choose the Permission Type by clicking one of the following radio buttons:

    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 or craft a custom notification.

  4. Select recipients. In the Notify Whom box, select the appropriate option.

  5. Tell QuickBase when to send the notification.
    In the Notify When box, select the appropriate trigger for sending the notification. You can send a notification when:

    In addition to these options, you can impose very specific conditions, which also must be met to trigger the notification. For example, maybe you want to be notified only when a task's Status field is modified. To add conditions like this, click the Additional Criteria link to the right of the Notify When box.  Select the When specific fields change radio button to display a list of fields. Turn on the checkbox(es) next to the field(s) you want to know about. When you turn on a field's checkbox, any alteration to that field triggers an email.

    If you want, you can go even further and set additional conditions in order to trigger the notification. For example, say you want QuickBase to notify you only when the Status field changes to "On Hold." To do so, follow the steps for creating filter criteria using the QuickBase Report Builder.

  6. Compose the body of the email by selecting a message type.

  7. Compose the subject line of the email message.

  8. Set message format.

  9. Tell QuickBase if you want it to include a copy of the record.

  10. Tell QuickBase whether single-record or multi-record operations should trigger the notification.

  11. Set the "From" email address to have the notification email come from a person or from QuickBase. To set this option, click the + plus sign to the left of the Advanced Options heading (if you haven't already). Then, within the From Address section, select one of the following options:

  12. When you are done customizing your email message, click Preview. When you're satisfied with the results, click Save.

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