This month, spring into action with new, no-code QuickBase actions that automate your workflows! Connect to data stored on SFTP servers and automatically refresh it in QuickBase connected tables. Set defaults, like collapsed sections, and see more about your users, including when they were invited to an app and their email addresses.
Automate QuickBase workflows with ease using QuickBase Actions
Using QuickBase actions, it’s easy to have QuickBase automatically add records or edit related records in a QuickBase table when data is added, modified, or deleted. No coding required – just choose when, what, and where from options in a dropdown list.
For example, you might want to create a QuickBase action that automatically adds a record to the Customers table when the status of an Opportunity changes from Open to Won. To do this:
- Open table Settings, click QuickBase actions, and click New action.
- Select when you want QuickBase to perform an action. In this case, When the status of an opportunity in the Contacts table changes to Won…
- Then, tell QuickBase the action to perform. In this example, add a record to the Companies table. You can choose a related table in any app in the same realm, as long as you have permission to add a record in the table.
- Now tell QuickBase what fields you want to add or modify. In this case, QuickBase will automatically create a new record and copy the value in Contact Full Name field from the changed record in the Contacts table into the Customer Name field in the Companies table.
You can choose to add, modify, or delete values for multiple fields in the new record.
Editing related records using QuickBase actions
You can also use QuickBase actions to edit related records. For example, if you are tracking Projects and Tasks, and the priority of a Project changes to High, you might want QuickBase to automatically set the priority of the related Tasks to High as well.
In this example, the value from the Priority field in the Projects table (High) is automatically copied to the related Tasks. Any notifications set on the Priority field are triggered by this change too.
QuickBase actions also work with custom report links.
QuickBase actions are pre-configured actions that either add a record or edit a related record. They are triggered when data changes in a QuickBase app and perform an action in another QuickBase table in your realm.
Webhooks can call any QuickBase API or third-party API. You might create a webhook to kick off a Workato workflow or create a Slack notification. To configure a webhook, you need some knowledge of API calls.
Connect to CSV files on your SFTP server
In addition to Box, Dropbox, and Google Drive, you can now connect to CSV data stored on your SFTP (Secure File Transfer Protocol) server and automatically refresh it in a QuickBase connected table. QuickBase Sync for SFTP is the latest offering in the QuickBase Sync native integration capability. SFTP enables the transfer of files between two systems over a secure connection.
Following the same workflow as connecting to Box, Dropbox, and Google Drive, create a new connected table and connect to a folder containing CSV files. Drag and drop to select the fields you want to connect, filter the data you bring into QuickBase, and set a schedule to automatically refresh the data.
Note: Your SFTP server must use the default TCP port 22. Connecting to SFTP servers through a firewall that uses IP-filtering is not currently supported.
Faster fixes for issues refreshing connected tables
If your QuickBase Sync connected table refreshes automatically based on a schedule, we’ll notify you right away if there’s a problem refreshing your data, so you can get started resolving it immediately.
For all connected tables, new and existing, connection owners and app managers will each receive an email notification if a scheduled refresh is unsuccessful.
To opt out of the email notification, you can edit the refresh options for your connected table. In the Schedule section, clear the Email me if there’s a problem refreshing my table checkbox.
Note: In all cases, regardless of whether you receive email notifications of unsuccessful scheduled refreshes, if refresh attempts continue unsuccessfully, we’ll send an email alert and change the refresh schedule for that table to manual. You can view the connected table History for details and access troubleshooting tips that may help you resolve the problem. After you resolve the problem, you can reset the refresh schedule to automatic.
Improved default behavior for search
We made improvements to how search behaves by default, and how you can configure that behavior. We also made changes to the default choices for Advanced search.
Define the default behavior for global search in your app
Clicking Search in the global bar, from an App home page, searches within every table in the app for a searchable field that contains the value you type in the search box. Depending upon the size of the app and the search, this may impact performance.
With this release, you can now set the default behavior for global search within an app to Match the search term exactly, rather than match any terms that contain the typed value.
This option is available to app builders in the app settings area. Go to App properties, then look for Performance options in the Advanced settings area of the page.
Advanced search defaults
Advanced search is available from Search on the global bar and on home pages of tables containing more than 10,000 records. We changed the default search option from <Some field> contains to Select a field. This encourages users to select a “contains” search only when necessary and may improve performance.
Show sections on a form as collapsed by default
You can now make it easier for your users to complete forms by showing specific sections as collapsed by default.
For example, you may want users to fill in the customer information, and then add contact details. This example shows the Customer section expanded and other sections, like Contact Info, collapsed by default.
Users can expand collapsed sections when they are ready to complete them.
To set a section as collapsed by default, select the Collapse this section by default checkbox on the Section Heading properties.
Get more insight into users who have access to your app
You use the Users page to add users to your application and control their access. You also use this page to add and manage groups and domain groups.
With this release, you can now see how a user was granted access to your app, as an individual or via membership in a group. In the following example, Chris Baker has access to this app via his membership in the Sales group, while Colleen Garton was granted access as an individual user. Group members from a domain group don’t display here.
For users given access to an app as individuals, the date they were invited to the app displays now displays in the Date Invited column.
You can filter users by:
- Users with individual access, users with group access, users with no access
- User status or role
- Users who are shown in User pickers
- Users who belong to a specific group
Have more control over security settings within your realm
Realm admins now have two new security options:
- Prevent embedding in iframes
- Prevent external redirects
Note: Before changing these settings, review your apps, especially if they contain custom automation or integrations, as those may depend upon QuickBase being embedded in iframes or redirecting to external sites.
You can access these options in the new Security policies area of the Policies tab.
- Prevent embedding in iframes
When checked, iframes embedding QuickBase pages (reports, forms, home pages, custom code pages, etc.) from this realm will display as blank. This applies whether the iframe is attempting to display an embedded view of an app on the quickbase.com domain, or on an external website.
- Prevent external redirects
When checked, any redirects within formula fields or links will be ignored if they are outside the quickbase.com domain. Enabling this setting will likely break links.
Test as a user is now read-only
Last month, we enabled app admins (Admin permission required) to test as a specific user who has access to the app, with the exception of app managers and users who are also account admins. In this original release, when testing as a user, app admins could add, modify, save, and delete records as that user.
After listening carefully to initial feedback, we’ve changed the behavior of test as a specific user. Now, when testing as another user, you can see everything that a specific user can see, but you can’t change data or create new tables.
We’ve added in-product messaging to make it clear that when testing as another user, you can’t make changes to QuickBase data, like adding, editing, deleting, importing, or creating new tables.
This change means that you may not be able to completely test a workflow or all functionality when testing as another user. We understand that being able to make data changes when testing as a specific user is valuable. We are actively exploring how we might re-introduce this aspect of the feature while also providing the right level of visibility and control.
Email addresses of all users are now visible
It’s easier to collaborate and automate workflows now that the email addresses of all users are visible. Previously, we did not display the email address of users who had set a username and were not in the same company (registered set of domains) as the current user.
We’ve made this change throughout QuickBase, so formulas, like UserToEmail and UserListToEmails, tooltips, alerts, and reports will now display the user’s email address.
Enhancements to the Webhooks History page
On the Webhooks History page, an icon now displays if a webhook had errors recently. Quick Base displays a table with the error history for the last 30 days. It includes the:
- Webhook name
- Run time
- Response code
- Message returned
You can now search this list to filter the results and export a webhook’s error history as a .csv file.
What’s Fixed in QuickBase?
We continue to focus on quality. Here are the issues we fixed this month.
|QBE010304||In some cases, the tooltip showing detailed information about a chart section is obscured by the labels on the chart. This issue has been resolved.|
|QBE010314||In some cases, charts could be saved with duplicate names. This issue has been resolved.|
|QBE010616||In some cases, reports could be saved with duplicate names. This issue has been resolved.|
|QBE011140||Mobile only: Setting a conditional filtered field to read-only may cause other fields on the form to become disabled. This issue has been resolved.|
|QBE011169||The Users tab is not shown to the app manager when they are not assigned a role. This issue has been resolved.|
|QBE011180||Mobile only: When Log the edits to this field was selected for a Text-Multiple Choice field, form rules were not behaving as expected. This issue has been resolved.|
|QBE011187||The error message displayed for a blank custom message body when editing notifications was incorrect in some cases. This issue has been resolved.|
|QBE011207||When adding a usertoken to a webhook message body the % characters before and after the usertoken were not being included, resulting in an access denied error when the webhook was triggered. This issue has been resolved.|
|QBE011216||When changing the owner of an email notification, subscription, or reminder, the dropdown list of users was not visible. This issue has been resolved.|
|QBE011213||Searching for a role within the “Test as a Role” search box only worked when the search text was lower case. This issue has been resolved.|
|QBE011233||The Webhooks History page displayed the time in Eastern Standard Time, regardless of the app timezone. This issue has been resolved.|
|QBE011243||When using Test as user, if you selected to test as an unregistered user, then the registration screen displayed. This issue has been resolved.|