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tdhoffman's avatar
tdhoffman
Qrew Trainee
24 days ago
Solved

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 ...
email
  • MarkShnier__You's avatar
    MarkShnier__You
    23 days 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

     

     

MarkShnier__You's avatar
MarkShnier__You
Icon for Qrew Legend rankQrew Legend
23 days ago

When you  build a native Quickbase email notification, or a custom email, you do have the option to send to a non-user.

when you set up a notification, the very first radio button lets you choose between a recipient type, which means they must be a user, or else Open, which means any email address.  There is similar functionality on the newer build your own custom emails. 

The user will still receive a copy of the form even though they do not have access to the app. So that is the easiest way to maintain the formatting form, simply email the form in the notification. For example, in the legacy style notifications, there is an option to email a copy of the form, you just look at the markers at the bottom of the drop-down list and there is a marker for emailing a copy of the form.

If this is the first time you have attempted to send notifications to non-users outside of your organization and you don't see an option to send an email to an email type field, then you may have to contact Support and have them enable your realm to be able to send emails outside of your company.