Forum Discussion

MichelleWoolley's avatar
MichelleWoolley
Qrew Member
4 years ago

Notification emails going out even when nothing to report

We set up a report to send out a list of missing receipts from an app that has all the credit card transactions in it.  The box to send out the report even if there is nothing on the report is not che...
NotificationsEmail
EvanMartinez's avatar
EvanMartinez
Moderator
4 years ago
Hi Michelle,

Is that email going out to all of the users who would get that subscription and don't have records or is it only going out to one or two of the possible recipients? Sometimes what happens is that if it is only going to one or two user who can't find records it could be because records are edited or change statuses before the user actually opens the email. Also is that user in a role where they have permissions to view the field you are using to filter that report?

------------------------------
Evan Martinez
Community Marketing Manager
Quickbase
------------------------------
MichelleWoolley's avatar
MichelleWoolley
Qrew Member
4 years ago
Hi Evan,

Thanks for your response.  The report is set up to go to all QB users and then the filters are trying to make sure that if there is nothing to report, no email goes out.  But some people that do not have any records and should not have any records are getting an email about missing receipts.  There is nothing showing in the records section of the notification, which is correct, but they shouldn't get the email at all.  We are trying to use the QB user id (since all the people involved are users) as a filter but I think the field we are using for the QB user id has some issues.  I am hoping there is a better way to exclude people who do not have anything to report and should not have anything to report from the email notifications without setting up a separate report for each person.

------------------------------
Michelle Woolley
------------------------------
  • EvanMartinez's avatar
    EvanMartinez
    Moderator
    4 years ago
    Hi Michelle,

    Basing a subscription off a report that filters by current user having records is something I've done plenty of times in my own apps and helping with customer apps in the past to help send out the subscription only when the user has relevant records. In the past it usually only doesn't work when something makes that field and data unreliable in the app. What issues do you think the field has? Is it part of a relationship or based on a formula that could be having its values changed somewhere outside the table so you aren't able to track that change?

    ------------------------------
    Evan Martinez
    Community Marketing Manager
    Quickbase
    ------------------------------
    • MichelleWoolley's avatar
      MichelleWoolley
      Qrew Member
      4 years ago
      Hi Evan,

      Can you give me an example of how you would set up one subscription that will only send an email if the person that the email is going to has records?  The current subscription we have is set up to go to all QB users to try to catch everyone, but some of the QB users don't have anything to do with this QB table (i.e. they don't have a company credit card) so filtering based on a field in the report is tricky.  That is one of the problems with how we set it up currently because some of the people are not identified in the table at all and they got the notification because they did not get filtered out.

      ------------------------------
      Michelle Woolley
      ------------------------------
      • EvanMartinez's avatar
        EvanMartinez
        Moderator
        4 years ago
        Hi Michelle,

        To get the set up you are looking for you would set up the report the subscription is based on to filter for the user field in your table that you are using to be equal to the current user. Then so long as that checkbox you mentioned is not checked to send the email when there is no records as long as they don't have a valid record to show up using your filters they wouldn't get an email even if it is set to go to everyone. I have done that with apps with 5 users and apps with 500 users where many users have nothing to do with the table the subscription is based on.

        In your instance where you have a user getting that email are they the only user that shouldn't have gotten an email but did or are there other users who shouldn't have gotten an email based on your filters and did indeed get no email? For example it is going to all users and it correctly went to 20 users who did have records, correctly did not go to 20 users who had no records, but then went to a user who had no records? That would more indicate that there is something special about that case (for example is that user in a special role in your application that could effect how they view relationship data or formulas that could impact the way they see that report) or alternatively that one user had a record that was edited either on the parent or child level.

        ------------------------------
        Evan Martinez
        Community Marketing Manager
        Quickbase
        ------------------------------