Forum Discussion

MeaganMcOlin's avatar
MeaganMcOlin
Qrew Cadet
6 months ago

Email Reminders Based on an Email Field

Hello,

I need to set up a reminder/notification/email or something in Quickbase that sends an email 6 months before a date stored in a record. 
The reminder should go to:

• The email address in the record’s email field (this person may not have a Quickbase account)
• A fixed list of additional recipients who are always the same, regardless of the record.

How can I do this?

Thanks! 
Meagan

4 Replies

  • Denin's avatar
    Denin
    Qrew Captain

    One way could be to use Pipelines to modify the record 6 months before the date (just make a new checkbox field to modify for example) and have a custom notification set up to send if record modified and that checkbox field is set.

    Another way could be to create a "6 months before date" checkbox formula field. Create a report that filters to where that is true. Then set up a subscription to that report, it will only send when there's something true by default. If you need to send to non-QB users, you could have a group email and make a ghost account on the install that sends to that group email.

    Probably some other tricks, but those are the two simplest ideas I have.

    • MeaganMcOlin's avatar
      MeaganMcOlin
      Qrew Cadet

      Thanks for this. The biggest part I am not sure about is how to send the reminder to an email in an email field. Any thoughts on that? 

      • Denin's avatar
        Denin
        Qrew Captain

        If you need to send to an email in a field, best way I can think of would be if you can use Pipelines:

        • In the "Notifications, subscriptions, & reminders", create a new Notification
        • Set permission type to Open
        • In Notify Whom, set to the email field
        • In Notification when, set to when record is modified
        • Create a formula that checks if it's 6 months before your date field, and if so, return true. Then you can have a Pipeline that either runs daily to check records where true and modify some other checkbox to trigger the notification.

         

        If no Pipelines access, the next best thing is maybe in the "Notifications, subscriptions, & reminders", you can use the reminder to send to an email in a field. The reminder can be configured to be a certain number of days before the date field you have, say 180. But reminders can only be sent to registered users, so I think you would have to make a ghost user account possibly for an individual or group and control the emails there. Maybe the ghost user part can be automated with the API depending on how far you/someone wanted to go with this approach.