Forum Discussion

MattMakris's avatar
MattMakris
Qrew Assistant Captain
6 years ago

QB Action that creates a related record in another table when new record saved.

In our CRM we have the ability to "attach" documents to other types of records such as "client activities". In order to have the ability to related several records to one document, we use the followin...
Quickbase Automations
DonLarson's avatar
DonLarson
Qrew Elite
6 years ago
Matt,

Is this your architecture?  I made up additional table names as parents of the Document Selections.


If this ERD is wrong, then please correct me.

Without knowing more about your business case, I would change design so that the Documents table is related directly to the other Business Objects: Tasks, Opportunities ......



Now in each Parent Table you can modify the Add Document Button to take your Users to a specific form to add the Document for what ever your business rules require.

If the Document record needs to be related to an additional Parent in the future, you can have another QB Form that drives that process.

This should solve the issue in your question but there will be more things popping up for Document management.
 





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Don Larson
Paasporter
Westlake OH
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  • MattMakris's avatar
    MattMakris
    Qrew Assistant Captain
    6 years ago
    Hi @Don Larson​,

    You nailed the data architecture (1st diagram). The reason we designed it this way is so you can 'attach' multiple documents to another record, such as an activity, while having the ability to 'attach' existing documents that records in other tables are linked to, so that we don't have to re-upload duplicate documents. For instance, if an Opportunity is linked to a proposal document and a contract document, I'd also like to link a task to those same documents. This way we aren't loading our database up with duplicate files and we're able to link multiple documents to single records..

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    Matt Makris
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    • DonLarson's avatar
      DonLarson
      Qrew Elite
      6 years ago
      Matt,

      I got lucky on the diagram so now let me make sure I understand the work flow problem with this architecture.

      Is the User issue adding a New Document and Document Selection  OR

      is the problem adding a Document to an existing Document Selection that is already related to the Activity?

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      Don Larson
      Paasporter
      Westlake OH
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      • MattMakris's avatar
        MattMakris
        Qrew Assistant Captain
        6 years ago
        Don,

        The problem is that there are too many steps to add a new document that is related to the Activity record. Currently the user has to load the new Document Selection form, then from the Related Document selector they select "+ Add new document". From there a new window opens and they have to fill out the "Add New Document" form ('Documents' table), then go back to the 'Add Document Selection' form, then back to the 'Activity' record they were adding or editing.  

        I am trying to figure out how allow them to either link to an existing document or add a new document. If a new document is requred, then I'd like them to only have to view/complete one form, rather than viewing several screens to do what would otherwise be a simple task.

        Matt

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        Matt Makris
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