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tdhoffman's avatar
tdhoffman
Registered
5 hours ago

Email each user their record

Hello! I'm new to Quickbase and have been using the API to speed up operations at my company. We have a report that is generated weekly whose records need to be sent to each user. Typically, this is done by manually clicking into each record, clicking the "Email" button, and sending the record to the related email address.

Is there a way to do this process in bulk? Ideally, I would like to do one of two things:

  1. Create a button in Quickbase that sends all users their records at once. I've found this guide and this guide, but neither seems to be the functionality I'm looking for. I'd like something that does exactly the same thing as the "Email" button described above, but for all users in the report.
  2. Use the API to send all these emails. I don't think the API offers email functionality, but I could take all the emails from the report and use Python to email the records. This would also require some way to carry over the formatting from a Quickbase email, which we rely on for readability.

Does anyone have experience with this or other solutions for sending many emails with user-specific data? Thanks!

email

2 Replies

  • MickeyPotito's avatar
    MickeyPotito
    Qrew Member
    2 hours ago

    Have you tried looking into Pipelines? There is an email functionality to set up different kind of triggers for e-mails.

    We use it in our company to notify our technicians when they are added to a job/removed/date changed etc. 

    You can set it up to trigger every, say, Friday, and match the records to the user. Assuming each record has a user field attached to it. 

  • MarkShnier__You's avatar
    MarkShnier__You
    Icon for Qrew Legend rankQrew Legend
    50 minutes ago

    Here are some thoughts. F for example your use cases that you're emailing each employee a list of their weekly tasks then you can probably do this without any kind of automated pipeline. So if the relationship is one employee has many tasks on the task can have a look up field for the user ID of the assigned employee, then you can simply make a report of My Tasks  filtered by where the assigned employee is the current user and then you can set up a subscription report to go to all employees once a week. You will find that each employee only gets a report of their own tasks. 

    If you really do want to  email each employee their own record each week than the next easiest thing to do is to set a date time field called Perhaps email notification trigger   and then set up a notification or a build you own custom email that triggers when that date time field is updated.

    Then you would set up a pipeline, and the first step of the pipeline would be to search the employee table for a list of qualifying employees. For example, maybe there's a flag on the employee record as to whether they are active or there may be some other conditions.

    Then the pipeline will suggest a for each loop next and inside that loop you will want to set the date time trigger field for the email to be the current date and time.

    One way to do that is to use the simple Jinja syntax of {{time.now}}

    If you want to stay away from Jinja, because the brace brackets are a little scary looking then you can create a native field record called the current date time with a formula of  now() and then use that field in the pipeline to populate that date time trigger field for the email notification.

    Once you have the pipeline set up, then you can click near the top right to schedule it to run once a week at a certain time. When we do that, the time is loaded in what's called UTC format, which is the time in London, England, so you will have to do the mental math on what time it is in your time zone. For example, if you were in the eastern time zone, then you would probably want to trigger email about 12 PM UTC so that arrives at 7 AM Eastern 

    Feel free to post back if you have any questions