Forum Discussion

eFactoriaLM's avatar
eFactoriaLM
Qrew Trainee
6 years ago

How can I send a notification to a specific email direction with specific data?

I have a need with a notification:

Example:

I have a field Supplier with values "A", "B", "C" and "D" ( these are emails and it is a text field )

How can I make a notification that is sent to the Supplier "A" with the data of the records that match an specific rule in the notification, and only the records that have the Supplier "A"? ( not the records with the value "B" or "C" or "D" )

The Supplier "B" should receive the data of the records with Supplier "B" and so on...

Is this possible?

Thanks a lot!
Formulas and functions
NotificationsEmail
Quickbase Automations
  • KingslySamuel's avatar
    KingslySamuel
    Qrew Cadet
    6 years ago
    If you are okay, you can try a subscription. Create a separate report for Supplier A and then subscribe that report to Supplier B. Hope that helps.
    • eFactoriaLM's avatar
      eFactoriaLM
      Qrew Trainee
      6 years ago
      Ok, I've tried but I have two issues:

      1 - I have a lot of suppliers, so I should have to make a lot of reports.

      2 - If I make only one report, Supplier A could see the refs of Supplier B and Supplier C... etc
    • KingslySamuel's avatar
      KingslySamuel
      Qrew Cadet
      6 years ago
      Can you advise on the condition of your notification rules? Trying to understand what the triggering point of your notification is as asked by Mark below!
    • eFactoriaLM's avatar
      eFactoriaLM
      Qrew Trainee
      6 years ago
      Yes, of course, the condition or business case is this:

      I have a text field filled with email addresses from suppliers. I need ( based on these addresses of this field ) send eamils to each supplier with information of the record(s) of each supplier. I think... maybe QB has no feature for this, because when you create a notification or subscription, you can't put as destination the content of a field...
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    6 years ago
    Are these Suppliers Users?

    Are they to receive an email daily or is this to be triggered when a record is edited?
  • eFactoriaLM's avatar
    eFactoriaLM
    Qrew Trainee
    6 years ago
    Not users because there are a lot... and it is not a user field, it is a text field filled with emails ( example: supplierblabla@suppdomain.com. 

    The thing is... I'm not really sure if QB handles the feature to send multiple emails based on a field with specific info to each mail...
    • QuickBaseCoachD's avatar
      QuickBaseCoachD
      Qrew Captain
      6 years ago
      Are they to receive an email on a regular basis or is this to be triggered when a record is edited?
    • eFactoriaLM's avatar
      eFactoriaLM
      Qrew Trainee
      6 years ago
      Ummmm... both solutions are good for me. Could be a 24-hour subscription or a multiple record notification when a record is added or modified.
    • QuickBaseCoachD's avatar
      QuickBaseCoachD
      Qrew Captain
      6 years ago
      Email notifications of Type Open can be sent to any email address on in an email address field type on the record.

      In the Notification setup, you can enter the field name in square brackets. If there are multiple email address fields, I enter them vertically.

      You can create an email field from a text field using a formula

      The formula would simply be the field which is a text field type now.

      I can probably help you further, if you better describe your use case. Like in plain English what are you trying to do?

      I�m still not understanding if you are trying to provide Suppliers with a daily recap in one email of, for example, all open purchase orders fir that supplier or are you trying to notify them when a record is added for that supplier.
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    6 years ago
    O, so Quick Base does not let you send a regular overnight automatic Subscription to non users and our Suppliers are not Users.

    But you can make a Report of all Suppliers who have Open Products not received and by using a special form for this purpose include an embedded report of all Open Products.

    Then you can Make a subscription report to come to you daily.

    Then on the report you can make a URL formula button which will update a date/time field called  [date/time emailed to Supplier] with the current date and refresh the report.  The report will have a filer on it to not include Supliers emailed today.

    So each day or as often as you choose to send the report, you or someone will mindlessly click a button on a record and trigger an email to Supplier based on a Open Notification and the Notification will be set to use a specific form for this purpose.

    Once you get that working, it it becomes annoying to push the button so many time, you can contact me or another QSP who can install a script so that you only have to push the button once, to trigger separate email Notifications to all Suppliers on that report.

    If you  want to completely Automate that with no button pushes, I can hook you up with Juiced who can, for a monthly fee, completely automate this with no button pushes.

    I can help you with the URL formula button if you like.

       
  • eFactoriaLM's avatar
    eFactoriaLM
    Qrew Trainee
    6 years ago
    Ummmm it is a possible solution... with only one "but"... if I create a report and make a subscription, in this report will be every product of every supplier, and If we create an email for every supplier... all of them will see each other products... not only theirs, right? 

    The perfect working should be each supplier receive only his products.
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    6 years ago
    Each supplier will receive an email Notification for only their company and with an embedded report of only their products.