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Email Button On Form - To Not Include PHI

  • 1.  Email Button On Form - To Not Include PHI

    Posted 07-01-2021 08:56
    Our organization often has to email our contacts regarding a request they have put in.  Ideally, one would suggest using the native Quick Base email button, however, I had to disable this button for our group due to PHI (protected health information) being shared when using the native button.

    After reading through a few other posts here, I don't know that I'm finding what I'm looking for.  My use case is to simply have a button on my form that a user can click to send an email regarding the record they are viewing.  Some of our points of contacts have access to the application and others don't.  The email address it would go to will either be the email address listed in the embedded Contacts child table on the form or the record owner.

    Any help is appreciated.

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    Danaya Bryant
    Business Analyst
    The van Halem Group
    Atlanta GA
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  • 2.  RE: Email Button On Form - To Not Include PHI

    Posted 07-01-2021 09:15
    Let's start with the basics.
    Are you looking to trigger a native email Notification?

    Or perhaps you want to trigger the users native email client (like gmail or Outlook) to populate an email compose screen with the  TO, and SUBJECT and BODY filled in and have the user just send a normal email, but with a helpful start by having their email mostly composed for them.


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    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
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  • 3.  RE: Email Button On Form - To Not Include PHI

    Posted 07-01-2021 11:48
    Hi Mark!  I think that's the tricky part to answer.  A native email notification seems to work for our contacts who have access to the application.  While on the other hand, triggering the users native email client would be great for the ones who don't, that we need to send an email to...so I'm guessing both would sort of be needed.  Thoughts?

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    Danaya Bryant
    Business Analyst
    The van Halem Group
    Atlanta GA
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  • 4.  RE: Email Button On Form - To Not Include PHI

    Posted 07-01-2021 13:07
    Are you aware that a native email notification set to Type open when you are first building the notification can go to any email address even if they are not users?

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    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------



  • 5.  RE: Email Button On Form - To Not Include PHI

    Posted 07-01-2021 13:09

    It is not obvious from the on screen help but you can list individual fields which are of tape email in square brackets in the recipients box. 


    [email 1]

    [email 2]

    [email 3]



    ------------------------------
    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------



  • 6.  RE: Email Button On Form - To Not Include PHI

    Posted 07-01-2021 14:08
    I've entered outside email addresses and it says can't send to external recipients or something like that, but I suppose it's because it's not set to open as you've mentioned. 

    So if I were to change that, how would I keep that notification from containing my entire form which contains PHI which we wouldn't want to do for HIPAA reasons?

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    Danaya Bryant
    Business Analyst
    The van Halem Group
    Atlanta GA
    ------------------------------



  • 7.  RE: Email Button On Form - To Not Include PHI

    Posted 07-01-2021 17:56
    Are two hurdles you need to pass in order to send an external email.

    The first is completely in your control and that is to make a brand new notification but select type open for the radio button at the very top. You cannot convert a Recipient type notification to be an Open Type after your first create it.

    And you should be able to either type in a manual email address or as I described above to carefully type an email one or more email fields in square brackets in that box.

    However if that does not work then you need to put in a ticket to Support and ask them to open up your realm to send external emails. I believe for new accounts they default that ability to be turned off.

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    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------