Discussions

Expand all | Collapse all

Email Reminders to Users

  • 1.  Email Reminders to Users

    Posted 04-01-2019 20:17
    Is there a way in QuickBase to remind users to submit an attachment or fill out a form? I have explored the automation, but it does not seem to be able to send email reminders to users. Thank you for your time! -Newbie 


  • 2.  RE: Email Reminders to Users

    Posted 04-01-2019 20:25
    There are Subscriptions and "Reminders" which can be sent out Automatically.

    Here is some help on Subscriptions.

    https://help.quickbase.com/user-assistance/about_subscriptions.html

    If you can create a report filers by where the current user is the one who needs to be reminded, then you can create a single report and set it up to go on a Subscription to all users.  Then only users with records on their report will receive an email




  • 3.  RE: Email Reminders to Users

    Posted 04-01-2019 22:05
    Is the issue that users are forgetting to fill these things out when submitting the record and need to be reminded to go back when the error is noticed? Or are they following a process that requires them to go back days later and update a record?

    Depending on the answer to that there are a few things you could do.


  • 4.  RE: Email Reminders to Users

    Posted 04-04-2019 16:16
    My predecessor in my position was emailing users outside of QuickBase and having them fill out questions on a word document. Since they all use QuickBase, I am trying to think of a way to remind users to fill out this form monthly via QuickBase. Then I need to compile the information, and report the responses to someone else which I can do with the above response. 


  • 5.  RE: Email Reminders to Users

    Posted 04-02-2019 20:45
    I often build "missing fields" formulas which do not prevent a user from saving a record; but do visually remind them that things are missing.  This is especially prevalent when a Form is divided into TABS.  If you force users to put data in by making fields required in a Form, you are probably opening the door to "bad data" entry or preventing users from different roles from editing records.

    The advantage with a formula like this is that you can list all the fields that need to be populated; and as they are the message adjusts.  You can also use this on reports - a good way to setup subscriptions to "Record Owners" or "Last Modified By" users when the missing-fields message is populated (or a longer version would be a report with filters that look for empty values across ANY of the required fields).

    Harassing people by email generally leads to a "notify@quickbase.com" ignore behavior, so something onscreen to remind users while they are in the record to finish it before saving is usually more productive.

    For attachments, build a checkbox that looks for the file attachment field to be populated; then look for that checkbox value to evaluate if it is still missing.


  • 6.  RE: Email Reminders to Users

    Posted 04-04-2019 16:28
    Thank you! I didn't think of the ignore behavior potential. I currently send email reminders and they ignore that unless I remind a few times.