Create a Relationship

You can create a relationship between two tables within an application, or even between two tables in separate applications (though these applications must reside within the same billing account). If you're not quite sure what a relationship is or why you might want to create one, read about relationships to find out.

If you're creating a relationship between two tables in different applications, you first need to open communication between them. To do this, you'll open one application and give the other application permission to create a relationship with it. After that, follow the steps below for creating a relationship.

To create a relationship:

  1. Open the application that contains the tables you want to relate. (If you would like to create a relationship between two applications, see the next section.)

  2. Open table relationships in one of the following ways:

  3. On Relationships tab, click the New Relationship button.

  4. Select the other table in the relationship from the dropdown.

    To select a table from a different application, choose <Select another table> from the dropdown. Then select the application containing the table and click OK. Next, select the table and click OK. Your selection appears in the dropdown.

  5. Click Next.

  6. Select the option that describes the type of relationship you want to create, and click Next.

    Within the Create Relationship - Step 2 (of 3) screen, you're telling QuickBase which table should be the detail table and which should be the master table. The detail table draws and displays values from the master table in a one-to-many relationship. One record in the master table could apply to many records in the detail table. For example, one Project may have many Tasks associated with it. (For help with this choice, read about relationships.)

  7. Set relationship properties. The Create Relationship - Step 3 (of 3) screen shows you how QuickBase will set up your relationship. It provides some basic information and lets you make a few choices.

  8. Once you've made your choices on the Step 3 (of 3) screen, click Create.

  9. Tell QuickBase if you want this relationship's fields to appear on forms.

    QuickBase displays a prompt that asks you if you want features of this relationship to show up on data-entry and display forms. Master and Detail forms offer different options:

    Turn on the checkbox for each form you want to feature relationship fields and click OK. QuickBase displays the Relationships tab.

To see the details of the relationship you just created, click its name. QuickBase displays the Relationship Properties page, where you can do the following:

For details on these fields and more, see About Relationships.

To give permission to create a cross-application relationship:

  1. Open the application that contains the master table that you want to relate. (Don't know what a master table is? Read about relationships.)

  2. In the menu bar, click Customize > Application.

  3. On the Properties tab, click Cross-Application Relationships to expand the section.

  4. Click the Add Application button.

  5. From the list of applications that appears, select the application with which you want to create a relationship and click OK.

  6. Select a role.

    If you need to limit access to certain records in the master application, this is an important step. Your choices here depend upon what roles you've set up for this (master) application. The role you choose affects what information is available to the detail application. For example, say your HR department maintains an application to track information on all your employees. Your sales department has a separate marketing application and they would like to create a relationship with the HR application to populate some of their fields. However, you don't want the sales application to be able to see confidential employee information. The answer is to create a role called "sales" in the HR application that limits the report to only those fields you want salespeople to see, like name and telephone extension. Then, grant the sales application the ability to create a relationship with the HR application, specifying that it can only access the HR application in the "sales" role.  

    If you want Sales users to be able to add a new HR master record from a Sales detail record, you also must give the Sales users create permissions in the HR master table; the role you specify in this step does not control the Sales users ability to create new master records from within detail records.

    Note: Creating a relationship with a master table does NOT give users of the detail application automatic access to the master application, nor is it necessary to do so. For example, users of the Sales application just discussed could see only HR information that the relationship draws into the Sales (detail) application. Additionally, they can only see it from within the sales (detail) application. QuickBase would prohibit Sales users from directly accessing records in the HR application unless the manager of the HR application had explicitly shared the application with those users.

  7. Click Save.

  8. Open the other application—the one you didn't set permissions on. This application should contain the details table.

  9. Follow the steps in the previous section to create the relationship.

Related Topics


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