I have a parent form (projects) in which I have embedded a child report (requirements). I want the child report to be a grid edit report us that users can quickly create and edit requirements directly in the parent form. However, I do not want to allow grid editing of the child report when the parent form is in view mode as the added records are then orphaned and not associated to the parent. I've tried a number of workarounds including required fields and not checking "Editable" in the field properties when the form is used for view but neither have produced a suitable solution.Is there a way to display the appropriate records from the child report as read only or as an image in the field when in view mode? Any input is appreciated.

I'm not sure I completely understand. Embedded reports marked "editable" but displayed on a view form will be the view version of that report. It's only on edit or add forms that it turns into a grid edit version. Do you mean then "Grid Edit" link that's on the embedded report?

Yes, the grid edit link is available and allows editing of the embedded report even when the the form is in view mode. When records are entered in this fashion they are not associated with the parent record which creates problems. I would like to prevent any method of creating orphaned records in the view mode of the form but still display the associated records in the embedded report.

No problem.Make a new form called "Dummy Form to Block Grid Edit". Put no fields on the form!Now that you have multiple forms, go to the forms settings and Forms usage and tell QuickBase which form to use for Grid edit - set that to be the Dummy form. So while users will still be able to get into Grid Edit, it will be a highly unsatisfying experience as there will be no fields to enter data into. hence they will not try again.

Nice "out of the box" thinking Mark. I like it!One step further: you could select the form usage for just that embedded report in case any other regular reports need to have their grid edit version still available.

Thanks for the quick reply. However, isn't this solution going to also prevent the users from accessing the actual grid edit form when the parent is in add/edit mode? In those modes I want the users to be able to grid edit.

Is there anyway to prevent grid edit report entries on a form in view mode but allow them in add and edit?

15 Replies

EricMohlman
Qrew Cadet
8 years ago
I'm not sure I completely understand. Embedded reports marked "editable" but displayed on a view form will be the view version of that report. It's only on edit or add forms that it turns into a grid edit version. Do you mean then "Grid Edit" link that's on the embedded report?
TomZ
Qrew Cadet
8 years ago
Yes, the grid edit link is available and allows editing of the embedded report even when the the form is in view mode. When records are entered in this fashion they are not associated with the parent record which creates problems. I would like to prevent any method of creating orphaned records in the view mode of the form but still display the associated records in the embedded report.
QuickBaseCoachD
Qrew Captain
8 years ago
No problem.

Make a new form called "Dummy Form to Block Grid Edit". Put no fields on the form!

Now that you have multiple forms, go to the forms settings and Forms usage and tell QuickBase which form to use for Grid edit - set that to be the Dummy form. So while users will still be able to get into Grid Edit, it will be a highly unsatisfying experience as there will be no fields to enter data into. hence they will not try again.
- GauravSharma3
  Qrew Commander
  8 years ago
  Great :)
EricMohlman
Qrew Cadet
8 years ago
Nice "out of the box" thinking Mark. I like it!

One step further: you could select the form usage for just that embedded report in case any other regular reports need to have their grid edit version still available.
TomZ
Qrew Cadet
8 years ago
Thanks for the quick reply. However, isn't this solution going to also prevent the users from accessing the actual grid edit form when the parent is in add/edit mode? In those modes I want the users to be able to grid edit.
QuickBaseCoachD
Qrew Captain
8 years ago
I'm not really aware that creating records in Grid Edit in View mode behaves differently than creating child record in edit mode on the Parent.

If that was true, you could have a certain embedded report be used in View mode, and then put the Report link field on the formm a second time and use a different report for it. Then in forms usage specify a Form override to the dummy form for Grid edit for that report used in view mode.
TomZ
Qrew Cadet
8 years ago
Thanks again. I've created this dummy form with no fields. Then I went to settings>forms>"set how different roles use these forms" and set the value in every row of Grid Edit to this dummy form. When I view a parent record and click on "grid edit" in the embedded child report I'm still able to create orphaned child records. The dummy form isn't being used. Am I misunderstanding the solution you suggested? Again, thanks for your responses.

Update: I see what's happening. The dummy form is used when a user tries to grid edit main projects page. It is not used when trying to grid edit the embedded report in the form which is what I am trying to accomplish.
QuickBaseCoachD
Qrew Captain
8 years ago
You can set the form override by Role, but also, below that, by report. So locate the report that you want to block Grid Edit on.
TomZ
Qrew Cadet
8 years ago
Thanks for your help. I now have this working and it's an interesting solution.

There is only one issue that I have left. My dummy form has no fields assigned to it as instructed. However, the grid edit form that appears has one field (it is the field that links the child records to the parents). It is possible to edit these which breaks the existing connection to the parent (even though you can't see the other fields in the records). I looked for a setting in both the original grid edit report and the dummy form that might cause this but haven't been able to resolve it thus far.
QuickBaseCoachD
Qrew Captain
8 years ago
Hmmmm, so that one may be a problem. QuickBase is trying very hard not to let you create orphans.

I have to ask this question which maybe I should have thought about a long time ago. If you go to the field for [Related Parent] and make the field properties to be Required, would that have solved your whole issue with one click? You original post was concern that the user would create Orphans.