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Glossary for New Admins
Table of Contents 1. Roles in your Account 2. People at Quickbase You Interact With 3. Database Terms Used in Quickbase *You can also download these basic database terms here. User Roles in your Quickbase Account Account Admins These are the people at your organization who will have the ability to manage your account’s users, designate other admins and roles, manage security settings and account level permissions, and work with Quickbase on billing changes. There are two types of Account Admins, Full Management and Support level: Full Management – This type of admin has ALL administrative permissions. This includes the ability to control your access rights and any other account-level permission settings as well as make changes to your billing. Tip: We recommend every account have at least 2 Full Management Account Admins at all times. Support Level – This type of admin can manage most aspects of your account, but does not have the ability to make changes to your billing plan or to control administrative access permissions (like the ability to create and control the powers of other admins) Learn more about your account admins and managing users on your account here Realm Admins This role allows someone to manage security settings for a realm, such as password requirements, single sign-on settings, advanced encryption, as well as some other user management settings depending on their plan. They also possess the ability to view all pipelines on your account. This role can be added to an Account Admin or it can be given to users who do not have other admin permissions. Tip: We recommend each account have at least 2 users with the Realm Admin role to provide coverage for vacations, sick times, and transitions. App Admin This person can change the structure of an app, such as updating tables, fields, forms, etc. Each app can have one or more app admins and we often recommend there be at least two app admins so that they can cover for each other. A user can be assigned as admin to one or more apps directly in the app or can be an App Admin by granting them the permission to create new apps on your account directly. End Users This is a term we use to talk about the users at your account who do not have any of the above admin roles. They are the people from your organization you will invite to your apps to use them in their day-to-day work. You can share one or more apps with these users and app admins can create custom roles and permissions for what they can access in each app to match the data and access they need for their work or take advantage of the built-in roles that come in an app by default. Learn more about our built-in roles and working with custom roles here Quickbase Humans You will Interact With Account Executive (AE) Your Account Executive at Quickbase (often referred to as your "AE") serves as your point of contact when you want to talk about your Quickbase account, plan, and billing. They will help you with your renewals and exploring when it is time to expand your usage. You have likely already met them during the sales process but you can also find their contact information in your Admin Console. Customer Success Manager (CSM) Customer Success Managers, or CSMs for short, work with customers to explore how Quickbase can be more effective in their specific circumstances, help with planning and optimizing usage, and understanding the value they are getting from Quickbase. You likely met someone from our customer experience team during your sales process. Note that, post sale, if your account has an assigned CSM, you can find that person's contact information at the bottom of your Admin Console. If your account does not have an assigned CSM, you can always request to speak with one via your AE. Tech Support Engineers Tech Support Engineer are here to help with technical questions on the platform when you find yourself stuck or are running into issues. You can connect with a rep by creating a support case here. Database Terms Used in Quickbase Table A table is a container of similar items or objects and information about each of the items. For example, a table might hold information related to your customers, projects, or equipment. It is like a tab in a spreadsheet. Record A record is a single entry in a table containing information about one item or object. A table in your app is made up of records. It is like a row in a spreadsheet. Field A field holds an individual data value. Using our example above a field might list the Name of your customer, the status of a project, or the serial number of a piece of equipment. Together, a set of fields containing information about one item forms its record. A field is like a column in a spreadsheet. Form A form is a layout of fields used to add, view, or edit one record at a time. Think of it as a digital version of a form you might fill out in your office. A table can have multiple forms that can be customized for specific users and uses with only the fields that are needed for that use. Learn more about creating forms here Report A report allows you to filter the records and fields you would like to view from a table allowing you to focus on specific information. For example, you could show only customers who are currently active, you could show all projects that are in progress, or show all equipment bought in the last year in a report so long as that data is in your record. You can also choose which fields you would like to see for the records being displayed in your report. Learn more about creating reports here Dashboard Dashboards can be created in Quickbase to display data and reports drawn from your apps, helping you to consolidate important data for your users. You can create multiple dashboard tabs and configure each to display just the data and reports you want to show. You can also set up dashboards that are unique to different roles in your app to tailor their experience. Learn more about dashboards here Relationship Relationships are connections between tables that allow the tables to borrow data from each other and support creating connections between your data. For example, a customer table could be related to a contact table so that each customer record could have multiple contacts from that company while a Project table could be related to a Tasks table so that each Project can have a number of tasks related to it with their own fields and data. Relationships allow Quickbase to go beyond what a spreadsheet can do when it comes to having related information and finding data insights on those relationships. Learn more about creating table-to-table relationships here Key Field A key field holds a unique identifier for each record in a table. Quickbase automatically creates the Record ID# key field and populates it with unique values. For some uses of Quickbase you may want to explore implementing your own custom key field0likes0CommentsQuickbase Resources
Table of Contents 1. Quickbase Help 2. Qrew Community 3. Quickbase University 4. Quickbase Events Page 5. Technical Support Cases 6. Quickbase Service Notices 7. Product Feedback Starting up with any new platform can feel a bit overwhelming but we have a number of resources available as you get settled in Quickbase. These resources are great for new admins and app builders but will also be here to help you throughout your journey with Quickbase. If you plan to be active in your Quickbase account, we recommend you bookmark them, so they are always on hand. Quickbase Help Articles If you’re wondering what a feature is for or how to use it, this is the place for you. Think of this as the user manual for Quickbase with articles on specific features and topics. Qrew Community Your problem may have been solved by a member of our community, The Qrew. Explore Qrew Discussions, where experienced Quickbase developers share tips and tricks. You can search for a solution or post your question for discussion. Quickbase University Quickbase University helps you build better apps with on-demand and live training resources. When you are ready, we also offer a certification program that can help you solidify your skills or make sure your team members are ready to take on the important job of helping you build better workflows. If you are looking for a place to get yourself or your new app builders started with training, we recommend our Quickbase Quickstart course. Quickbase Events Page This page is a great place to find webinars and Qrew Meet-Ups that interest you. Whether you are looking to learn more about the product and best practices or find other Quickbase users to network with we have an event for you. We hope to see you there! Technical Support and Support Cases Whether you're troubleshooting an error or need guidance configuring your account, our dedicated technical support team is here to assist you. Think of this as your direct line to expert help and quick fixes to keep your Quickbase environment running smoothly. When you are facing a technical challenge our support team is here to provide you with professional support. Quickbase Service Notices When we schedule downtime for an upgrade or experience an outage, you can get live updates here. Product Feedback We take your feedback to heart and believe that our builders can help shape the future of the platform. We’d like to know what’s important to you so we can create the best product. Don’t worry if you don’t have feedback yet, just know we are here when you're ready to share it.0likes0CommentsSingle Sign-On (SSO) & Security Settings
As a new admin getting started with Quickbase, you may be working with your IT team to make sure authentication and security settings in Quickbase align with your organization’s policies. In this article we will go over a few of the common security features available on our Business and Enterprise plans to help customers configure their account’s user authentication and security. Table of Contents 1. Quickbase Single Sign-On (SSO) and SAML 2. Password, Sign-in, and Security Policies 3. Who can create apps and integrations 4. Manage Pipelines channels 1. Quickbase Single Sign-On (SSO) and SAML Business and Enterprise Plans Single Sign-On allows users to access multiple systems and websites with a single set of user credentials (like a username and password), making it easier for them to log in. For organizations and IT teams, SSO can give them the ability to centralize how they manage users by connecting to a central Identify Provider (IdP) like Okta, OneLogin, Microsoft, Duo, and many others. This allows them to control users’ access to multiple systems, including Quickbase, in one place and streamline user management. Many Quickbase customers use our SAML authentication feature. Security Assertion Markup Language, or SAML, is a standardized way to tell external applications and services, such as Quickbase, that a user is who they say they are. SAML makes single sign-on (SSO) technology possible by providing a way to authenticate a user once and then communicate that authentication to multiple applications. Your realm administrator can enable user authentication to a Quickbase realm using SAML. Additionally, you can use SAML authentication to give approval status to any user in your realm, making it easier to manage access. When a user authenticates through SAML, signing in to Quickbase is typically handled through your corporate sign-in process but this set up does require some configuration. SAML authentication process The basic steps to set up SAML authentication to Quickbase are: Configure an Identity Provider (IdP) (Your IT team might already have one) Configure SAML within Quickbase, or if you need help with implementation contact Quickbase Technical Support or the team helping you with your onboarding. SAML, SSO, and realms Only one SAML configuration is possible with a single Quickbase realm. There are three configuration options you can use in a Quickbase realm: No SSO - All users gain access via Quickbase authentication All SSO - All users go through a single SSO configuration Some SSO - Some users authenticate through the SSO configuration, while some specific users are allowed to use Quickbase authentication instead SAML Resources SAML Authentication Overview Help Doc Configuring SAML Authentication 2. Password and Sign-in Policies On Business and Enterprise plans While your account may not decide to make use of SSO and SAML to control user access, you may still want to set up a password policy for your account. This allows you to set a standard for the minimum length of your password, when it needs to be reset, and other sign-in policy settings. You may also decide you want to leave it to the defaults that Quickbase uses and can change these policies at a later time if needed. How to set your realm's password, sign-in and security policies You will need to be a realm admin to access your accounts Policies tab To find these settings you will want to head to your Admin Console. You can use one of the following options to access your Admin Console: Select Admin Console from the global navigation menu In the Account Admin section on the My Apps page, click Manage my account. From the My Apps page, click Quickbase Admin, then Manage my realm If you aren’t a realm admin as well as an account admin, the drop down under Quickbase Admin reads Manage my account. It takes you to the admin console but may not let you access the Policies tab Once you are on your Account Summary page you would then click the Policies tab. *If you do not see this tab, you may not be a realm admin on your account Many of the settings on your policies page help you align Quickbase to your own organization's security policies. Tip: When in doubt on how they should be set up, we recommend connecting with your IT team to help you set up a plan for how Quickbase should be configured. In the Policies tab you will find options to set up: Password Policies – Setting a minimum password length, when your passwords expire, when you allow a password to be repeated, and more. Sign-in Policies - Setting session limits, limit sign-in retries, and requiring 2-step authentication. IP Policies - Whether you would like to apply any IP restrictions to your realm Security Policies – Settings to prevent external redirects, block embedding in iframes, restrict adding new users to your account to only realm admins, and more. Learn more about the full security policy options here 3. Who can create apps and integrations To configure who can create apps and integrations on your account you will want to head to your Admin Console, specifically your Permissions tab. You can use one of the following options to access your Account Console: Select Admin Console from the global navigation menu. In the Account Admin section on the My Apps page, click Manage my account. From the My Apps page, click Quickbase Admin, then Manage my account If you are a realm admin as well as an account admin, the drop down under Quickbase Admin reads Manage the realm. Select the Permissions tab from the menu You may already be familiar with your Permissions tab as the place you can set up who has admin access to your account. This is also where you can set up several default permissions for the users on your account. Specifically, we are going to talk about how you can control who is able to create a new app or access Pipelines in your account. Many accounts are set to allow all users to create apps and access Pipelines, but you can also set it to only specific users are able to create apps or access Pipelines using the options shown below. If you chose to only allow specific users to have these permissions, you would want to add them to the Permitted Users and Groups table at the bottom of the Permissions page. If you don't see the person you are looking for, you can click the Add user, group, or email domain group button and, in the User Picker that appears select the users or groups that need to be added to the list. Once you find the user(s) you would like to edit, you can set whether they can Create Apps using the Create app column on the report and if they can access Pipelines with the Build pipelines column. When you make changes to their permissions, they are saved immediately. Tip: We do recommend that accounts have at least 3 users with create permissions to help share the work of creating new apps for your account and cover for vacations or future transitions and that you have at least two users who can access Pipelines for the same reasons. 4. Pipelines channels available On Enterprise plans Quickbase Pipelines allows app builders to build integrations to other popular cloud-based software tools and automate important tasks in Quickbase. Sometimes, admins choose to restrict which channels, a specific pre-built integration, their account can use to help ensure proper compliance with your data governance policies and prevent data leakage. Role needed: account admin or realm admin To view a list of all available channels: In our waffle menu in the upper left-hand corner of the screen when you are signed into Quickbase, select Pipelines. Select Channels - this opens a list of all available channels. To manage which channels are available in Pipelines from the Admin Console: On the My Apps page, select Quickbase Admin in the upper right, and then select Manage the realm or Manage the Account, as your case may be. This opens the Admin Console. In the Admin Console, select the Pipelines tab from the menu. From the Pipelines section of the Admin Console, the realm or account admin can turn access to channels on or off. Note: If a channel is turned off, any pipeline using that channel has a limited time to complete before being canceled and blocked in the future.0likes0CommentsConfiguring Your New Account
Table of Contents 1. Accessing your Account Summary Page 2. Setting up your Account Properties 3. Your Account Permissions 4. Reviewing and updating your Billing Account Admin 5. Setting Default Permissions for your Users 6. Further Resources These settings will decide who can create new apps, build automated workflows, and administer your account as well as technical settings like how each new app handles things like currency symbols and time zones by default. During your trial or initial account creation some of the defaults were set up for you, but now that you are a customer you will want to make sure they align with your business. Accessing your Account Summary Page To access these settings, the first thing you will want to do is open your Account Summary page. This page is your command central as an admin and you will be able to find settings and reports that will be vital for keeping track of your account. Tip: We recommend bookmarking this page if you are going to be a primary admin for your account so you can find it easily. You can use one of the following options to access your Account Summary page: From the global navigation menu (aka waffle icon), select Admin Console. In the Account Admin section on the My Apps page, click Manage my account. From the My Apps page, click Quickbase Admin, then Manage my account If you are a realm admin as well as an account admin, the drop down under Quickbase Admin reads Manage the realm. It takes you to the admin console, but you need to then click Account Summary to navigate to the Account Summary page. Now that you are on your account summary page, you can see your account’s current set up for Account Name, time zone, and formatting in the center of the page. If any of these options need to be adjusted you can do so in your Account Properties page by selecting the More drop-down menu at the top right of the page and selecting Edit Account Properties. You can learn more about your Account Summary page here. Setting up your Account Properties On this page, you will be able to choose several important options for your account including your Account Name, Billing Contact email address, time zone, and formatting. You can also find our terms of service if you ever need to review them. Account Name – This field lets you set the name your account should be under. Typically, this is either your organization’s name or the name of the group in your organization using Quickbase. Billing Contact Email Address - This could be the billing department of your org or a team member who is taking care of monitoring your bill and storing your invoices. This field is only used to set up who receives your invoice, it does not provide this email address with any admin permissions for your account. (The Account Permissions section below will cover how to add this user as a Billing Admin if they need admin abilities) Time Zone - Choose the time zone that will be used to display dates and times for all apps owned by the account unless an app is set with a custom time zone. Formatting Defaults - Choose the currency symbol, position, number format, and date format to be used across all apps owned by the account by default. Your Account Permissions From your Account Summary page, you can find a section labeled Permissions in the menu bar to the left. This page is where you can set up users who should have admin permissions in your Quickbase account and decide on several important default permissions. Reviewing and updating your Billing Account Admin One of the most important roles in your account is going to be your Account Admins. These admins can manage your account’s users, security settings, account level permissions settings, and billing changes. To set up your admins, head to the section labeled Permitted users and groups. You will be given a list of all of your current users or groups with specific permissions. From this list you can edit their admin or special permissions here. If you don't see the person, you are looking for you can click the Add user, group, or email domain group button and, in the User Picker that appears select the users or groups that need to be added to the list. Once you find the user(s) you would like to edit, you can do so by: Setting Manage Account permissions to Full Management or Support for the user you're granting administrative rights or No to remove access their account admin rights. Select Support-level if you want to let this person manage most aspects of your account, but do NOT want them to be able to change your billing plan or control administrative access permissions (like the ability to create and control the powers of other administrators as discussed in this topic). Select Full Management if you want to grant the person ALL administrative rights. Doing so gives the user all the abilities and power you have as the Billing Account Administrator. This includes the ability to control your access rights and any other account-level permission settings. Select No if this user should not be an account admin but should be granted other account-level permissions like access to app creation or pipelines. When you make changes, they are saved immediately. Tip: We recommend having at least 2 Full Management Admins on your account to help cover for vacations, leave, or changes to your team without interruption as only full management account admins can access number of important account settings and make billing changes. Setting Default Permissions for your Users On your Permissions page you can also set up default permissions for all of your users that impact who can build apps, create automated workflows known as pipelines, and use features such as plugins and user tokens. Allowing all users to create apps and pipelines allows you to source ideas and new apps from more of your team, while restricting access to specific users will give you more control over who can create apps and workflows in your account. Tip: When thinking about these permissions we recommend you look at your organization’s policies for tools and have a chat with your IT team on how they like to set up permissions. If you decide to set any of these permissions to specific users, you will want to use the same steps you used to add in a new account admin above but instead configure that account to only have access to the capabilities you want them to have. For example, below you can see Evan has the permissions needed to Create apps but not to create pipelines while Kyle cannot create new apps but can create pipelines. You can access the settings listed above at any time using these steps but setting them up to align to your team’s needs early will make moving on to building apps and managing your account much easier. Further Resources Account Summary Help Page Admin Console E-Learning On Demand Understanding Quickbase Admins Adding a Billing Account Administrator1like0CommentsGetting Familiar with Quickbase Navigation
In this article we will introduce you to the global navigation bar in Quickbase and the important pages and tools you can access there that will make navigating and using Quickbase easier as you get settled. Table of Contents 1. Your Global Navigation Bar 2. Accessing User Preferences 3. Finding Quickbase Help & Creating a Case with Technical Support 4. Using the Quickbase AI Console 5. Accessing the Admin Console 6. Finding the Template Library 7. My Pipelines Page Using Your Global Navigation Bar Your global bar is where you can find a number of pages and tools that are helpful to you including your User Preferences, Quickbase Help and Technical Support, AI tools, Admin Console, and more. It appears at the top of your screen and will look something like the image below. Now that you know where to find the global navigation bar let's dive into what you can find in it. Accessing User Preferences Your User Preferences page is where you can change your personal information, find information on your user account, and tell Quickbase how to display certain screen elements. To change your preferences: Click the user dropdown on the global bar, then click Profile. On your profile you will find a section for your user preferences and your user information where you can update your email address, the name you use on your account, and control certain screen elements. Note: Users control their own accounts, which means that only a user can change their own account information (for example, username, email address) unless your account has enabled SSO (Single Sign On) to manage users. Billing Account Administrators and Application Managers DO NOT control user account information. Finding Quickbase Help & Creating a Case with Technical Support You can use the help icon in the global bar to search our Quickbase help resources, open or manage a support case with our technical support team, or give product feedback. Using the Quickbase AI Console Quickbase artificial intelligence (AI) features streamline your work by helping you complete complex tasks like creating apps, building pipelines, generating reports, and getting insights on your data. You can access Quickbase at any time from the global bar by looking for the sparkle icon. Accessing the Admin Console The Admin Console is your command central as an admin and you will be able to find information, settings, and reports that will be vital for keeping track of your account. Tip: We recommend bookmarking this page if you are going to be a primary admin for your account so you can find it easily. You can use one of the following options to access your Account Summary page: Select Admin Console from the global navigation menu. In the Account Admin section on the My Apps page, click Manage my account. From the My Apps page, click Quickbase Admin > Manage my account If you are a realm admin as well as an account admin, the drop down under Quickbase Admin reads Manage the realm. It takes you to the admin console, but you need to then click Account Summary to navigate to the Account Summary page. If the Admin Console doesn’t appear for you in the menu above, you may not have account admin permissions for your account. Template Library Our Template Library has a collection of templates you can browse and install in your account including apps, formulas, and Jinja snippets that are used with Pipelines. While you are signed into Quickbase you can find our Template Library by clicking on the waffle menu in the top left corner of the page and selecting Exchange. My Pipelines Page The My Pipelines page provides you with a place to get an at-a-glance look at all your pipelines. This is where you can see the automations and integrations you have built using Pipelines. You can also use this page to create a new pipeline, edit an existing pipeline, or check for any errors or pipeline information you need. While you are signed into Quickbase you can find the My Pipelines page by clicking on the waffle menu in the top left corner of the page and selecting Pipelines. If you don’t see this option in your waffle menu, that might mean you do not have permissions to build Pipelines in your account. If you aren’t familiar with Pipelines and building automations and integrations in Quickbase you can start learning more here.0likes0CommentsSecure Links for Instant Access and Full Control
CharlieMurawski dives into how secure links work. Learn how to create secure links with unique URLs using an access key. Watch as we walk through a demo where we create access keys, generate links, and show you how to give and revoke access quickly with secure links. This feature allows temporary, controlled access to records, making it easy to share information securely with external users.2likes0CommentsMerge Imports
Thanks to this Qrew Tip from StephanyMendez1, you can learn how to use merge imports, require unique fields, and seamlessly add new data into your app! The merge import process enhances data accuracy by ensuring unique fields, streamlines updates by importing data from CSV files, and enriches your database with new information.0likes0Comments
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