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Client access to certain quickbase records

  • 1.  Client access to certain quickbase records

    Posted 06-17-2019 08:16
    We keep clients invoices in QB, and send them by email as PDF attachments. I would like to keep sending emails to clients, but have links to their invoices rather than attachments.

    Last time I looked into this, I either had to make application accessible to everyone on the internet or give clients login names. The former means clients can access someone else's invoices by changing url (by mistake). The latter is too expensive. I could create 1-2 additional logins, if this can help find a solution.

    I would be grateful for any pointers.

    Arkady

    PS: As a much lower priority, it would be nice to give each client access to invoices we issued for them.


  • 2.  RE: Client access to certain quickbase records

    Posted 06-17-2019 10:56
    If you look at the field properties for the file attach,ent field with the invoice, you will see a checkbox

    Allow access to this file attachment from a Quick Base link without signing in

    So check the box and then set up an Open type Notification (which can go to any email address, not just users) and include a link in your email to the record.

    There are some techniques to get the link in the email looking a bit more pretty than the usual Quick Base URL, but that is a different question when you get that first part working.

    Then just figure out how you want to trigger sending the invoice. For example checking a checkbox or pushing a button.


  • 3.  RE: Client access to certain quickbase records

    Posted 06-17-2019 13:05
    Thank you. 

    I think I did not describe the current process properly. We have an exact form (EF) that we save (or "print") as a PDF document. We then email it as an attachment from Outlook or another email application (not directly from QB). 

    I would like to send client a url that would show a document looking like an EF before it is saved as a PDF.

    Do you think this is possible?

    Kind regards,

    Arkady


  • 4.  RE: Client access to certain quickbase records

    Posted 06-17-2019 14:55
    If you use the 3rd party add on from Juiced called Exact Forms Plus, then the system will generate the PDF  and you can email a link to that PDF.

    https://www.juicedtech.com/exact-forms-plus


  • 5.  RE: Client access to certain quickbase records

    Posted 06-17-2019 14:57
    ... or else you can also use a different additional add on from Juiced called Courier and actually send the PDF by email as an attachment.


  • 6.  RE: Client access to certain quickbase records

    Posted 20 days ago
    Arkady - SmartEmailReminder for Quick Base might work for you.  It won't be a link to the invoice, but instead the invoice could be nicely formatted rigth inside the body of the email message directly (i.e. no attachment).  Have a look here: http://www.softtechexperts.com/smartemailreminder.html.  Contact me directly for more info on how this could work.  I actually use this myself for automating annual invoicing.

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    Joe Acunzo
    Quick Base Solution Provider
    SoftTechExperts
    joe.acunzo@SoftTechExperts.com
    203-481-1222 ext. 316
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