Forum Discussion

MikeRedfearn's avatar
MikeRedfearn
Qrew Trainee
5 years ago

Have a action trigger run without open/edit/save of a record

Hello - The notification email filters within Quickbase require that a record is modified in order to send a notification. I am attempting to create a action/trigger that creates some sort of change on a job record without opening, editing, or saving a job record. It can be any action field...even a simple checkbox. That action would then trigger a notification email to be sent to a list of our clients. 

To summarize; We have clients who we are scheduled in a calendar. And on the clients job record is the date/time we will be arriving as well as all the information relevant to the job such as contact info and scope of work to be done.
I am attempting to create a trigger field on the job record that when fired would create the change on the record that qbase notification filters require, to then send a notification email to be sent to the client reminding them of their upcoming appointment. 

I attempted to create a formula-checkbox but it still only seems to fire when the job is modified/saved.
Formula currently using = If ([Status] = "Scheduled - Unconfirmed" and Now() + Days(2) > ([Job Start Date/Time]) , true)

From my reading it sounds like this can be a tough task but I know its possible. Currently within our qbase app we have a status field that is able to change without a job record being opened/saved. The only problem is we had our app custom built by a firm and I am hoping to learn these sorts of small changes myself.

Thank you for your help in advance!

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-Mike Redfearn
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Quickbase Automations
  • MarkShnier__You's avatar
    MarkShnier__You
    Icon for Qrew Legend rankQrew Legend
    5 years ago
    This can be done with a saved table to table import, and three Automations.

    Create a saved table to table import which will copy the value of the current date time (you will need to create a field with the formula of now() into a field called [Date / Time Request Reminder to be triggered].  Set the import to merge into itself on [Record ID#] and only update records where the reminder is due to be sent today.

    Create an Automation to trigger on that field [Date / Time Request Reminder to be triggered] being updated and have it update a field called [Date / Time Actual Reminder triggered].

    Create a Notifications which fires on [Date / Time Actual Reminder triggered].

    Lastly set up an Automation to run that saved table to table import each day.

    So the Automation runs some time after midnight and the import runs.  it does a mass update to the request field and that in turn triggers the second Automation to update the Actual field.  The purpose of ehe 2 steps is to slow own the automations so that they fire slow enough that the notifications fire as a singe record edits and not a mass update.

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    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
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    • MikeRedfearn's avatar
      MikeRedfearn
      Qrew Trainee
      5 years ago
      Hi Mark,

      Thank you for your quick reply! I will give this a go and report back. Thank you once again for your help and advice...your time is appreciated.

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      Mike Redfearn
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