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RikkiRyan's avatar
RikkiRyan
Qrew Member
2 years ago

Document Status Colors and Reporting

Hi! An old company I worked for used Quickbase years ago and I'm trying to replicate something they did with documents. Can someone help me achieve the need below?

  • Process need: When we upload files to our Documents table, we want a YELLOW status to appear. When they are reviewed, we'd like to approve (GREEN) or reject (RED) them. If the doc is not uploaded, we'd like to see a GRAY status box.
  • My start: 
    • Created the following fields:
      • "Document Name"
        • Multiple Choice (Ex. "Permit" could be selected here)
      • "Approved"
        • Checkbox
      • "Rejected"
        • Checkbox

    • Created the following fields for EACH document listed in the multiple choice field:
      • Ex. "Permit: Uploaded"
        • Formula - Date:

          ToDate([Date Created])
      • Ex. "Permit: Status"
        • Formula - Rich Text:

          If(IsNull([Permit: Uploaded]),  "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/226-rect_gray.png\"></div>",

          If(([Approved] = false and [Rejected] = false), "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/229-rect_yellow.png\"></div>",

          If([Approved] = true,  "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/228-rect_green.png\"></div>",

          If([Rejected] = true, "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/227-rect_red.png\"></div>"))))

  • My problem:
    • Everything above works great to see individual doc statuses, but I cannot figure out how to create a report with columns to see a list of ALL documents, their uploaded dates, and their statuses (since I could only figure out the above by making "Uploaded" and "Status" fields for each doc):
      • Document Name | Document Uploaded | Document Status


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Rikki Ryan
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  • I should have added - I needed the "Uploaded" and "Status" for EACH document to be able to use these fields for reporting in other tables.

    Also, I solved my own problem - but if anyone runs into a similar issue, I will leave this thread here.

    Solution: I added a general "Document Status" Formula - Rich Text field to use as a column in reporting on all doc statuses:

    If(IsNull([Date Created]),  "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/226-rect_gray.png\"></div>",

    If(([Approved] = false and [Rejected] = false), "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/229-rect_yellow.png\"></div>",

    If([Approved] = true,  "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/228-rect_green.png\"></div>",

    If([Rejected] = true, "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/227-rect_red.png\"></div>"))))



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    Rikki Ryan
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