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RyanStanford1's avatar
RyanStanford1
Qrew Captain
5 years ago

One notification when certain criteria are met of all records

My company uses Quickbase for timekeeping and to process payroll... It's been requested if a notification can be sent out when all timesheets for the current time period have been approved. Obvious...
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QuickBaseCoachD's avatar
QuickBaseCoachD
Qrew Captain
5 years ago
You can make a helper table with just 1 record in it.Call the table Timesheet Counts.  The Record ID# will be 1.

Make a formula numeric field on the time sheets with a formula of 1 called [Link to Time sheet Counts].

Make a summary of the # of Open Time sheets Waiting Approval and # of Approved Time sheets.
Look up # of Open Time sheets Waiting Approval down to the time sheets.

now, make a Notification to fire when the time sheet status becomes approved and the [# of Open Time sheets Waiting Approval] = 0
  • RyanStanford1's avatar
    RyanStanford1
    Qrew Captain
    5 years ago
    That somewhat works... however there's more complex filtering at play than I mentioned above... depending on the contract, people can have different pay cycles, or may use a different table for their time all together...
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    5 years ago
    Well, I will then leave it to you now to build on my suggestion  :)
  • RyanStanford1's avatar
    RyanStanford1
    Qrew Captain
    5 years ago
    lol Maybe if I have multiple records, and each summary field can meet the different requirements... then separate notifications can track individual records depending on the different paycycles etc...

    You've definitely given me some insight to chew on.