Let Users Edit Records across Multiple Tables from within a Single Form

Often your end users want to enter all pertinent information together, even if the data lives in separate tables. For example, when you create a new meeting, you want to add related agenda items at the same time and save all those records in a single click. You can easily grant the ability to add data to multiple tables from within a single form.

Enter it all on a single screen. This meeting record features an embedded report of related agenda items.
Even though agenda details live in a separate table, you can add them at the same time you create the meeting.
To add a new agenda item, start typing in any blank line at the bottom of the
embedded report.

Enable the creation and modification of detail records from within a master record:

To grant users the ability to add and edit related records, embed report(s) of related detail records on the master form and make it editable. This means the report appears in grid edit mode when the master form is in add or edit mode.

When NOT to enable this feature

Before you enable spreadsheet-style editing and adding of related detail records, be sure that's what you want. This feature can really help your users work faster and more efficiently, but there are a few reasons that an application manager may not want to implement grid edit on a form. Don't enable this feature if:

  1. If it doesn't already exist, embed a report of detail records on the master form.

  2. Make that report editable.

    Within the form builder, select the report link field for the embedded report and turn on the Editable checkbox in the right-hand pane.

    In this illustration, Tasks is the report link field that shows a report of related task records.
    When you select the Tasks field on the left, QuickBase shows the field type (Report Link) at the
    top of the right-hand pane along with info and controls including the Editable checkbox.

  3. Remove old URL - formula "add detail record" fields.

    If your form already featured an embedded details report, you probably also included a URL formula field that let users add a new detail record. (These fields look like buttons or hyperlinks.) Since users will be able to edit and add detail records directly through the editable embedded report, you should remove the old URL formula field.

    When you make an embedded report, like Agenda Items, editable, you should remove old
    Formula-URL fields that used to accompany the report. In this case, you'd remove the Add
    Agenda Item
    field from this form. Doing so will cut down on user confusion.

  4. Save changes.

    Click Save & Done to save and return to the form.

The master form now lets you edit and add detail records spreadsheet-style.

NOTE: Editable reports don't display in Grid Edit mode when you merely display the master record form. Like any other data-entry field on the form, embedded Grid Edit reports are only editable when you're editing or adding a master record.

Related Topics


This page refers to an older version of QuickBase. Online help is now located at http://www.quickbase.com/user-assistance/default.html.


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