Subscriptions to Non-Users
I need to send a subscription to individuals who are not QB users but are 'assigned' records in my app. I have been unable to find a way to do this without creating individual reports and subscriptio...
Forum Discussion
Yes there is a way to do this but you need to kind of jump through some hoops to get it done.
Subscriptions can only go to users so we won't be able to use a subscription, but email notifications can go to any email address. So our goal will be to leverage that ability.
You will need to have a table of these non-users which has their email address. Make a relationship where one non user has many records. The email address for that assignment you refer to needs to be a look up off of this table.
On the non-user table, create an embedded report of their assignments. Also create a checkbox summary field as to if the non-user has any open assignments.
Then create a notification of TYPE Open (Be sure to set it open when you create it because for some reason it does not allow you to change the type once it's created.). Set a notification to trigger when a new Date/ Time field called [Date Trigger to Send Notification] is changed.
In the body of the notification be sure to include a copy of the form which will probably have a header of the non-users name and email address and an embedded report of their open assignments.
Test the notification by updating a single record with the current date and time (which, btw, you can do by entering an "n" in the date time entry field.
So now the question is to get this notification to fire automatically at a certain time in the morning.
To do that you just set up a pipeline where you search for all non-users who have open assignments and then a For Each loop in the pipeline to set the trigger date time to the current date time. To find a source for that field, you can either create a formula date / time field on your non-users record called [Current Date/Time] with formula of Now(), or if you're not too scared of some funky looking Jinja code you can put this into that pipeline field, (thus saving the need for the helper field in the non users table).
{{ time.now }}
------------------------------
Mark Shnier (Your Quickbase Coach)
mark.shnier@gmail.com
------------------------------
Subscriptions can only go to users so we won't be able to use a subscription, but email notifications can go to any email address. So our goal will be to leverage that ability.
You will need to have a table of these non-users which has their email address. Make a relationship where one non user has many records. The email address for that assignment you refer to needs to be a look up off of this table.
On the non-user table, create an embedded report of their assignments. Also create a checkbox summary field as to if the non-user has any open assignments.
Then create a notification of TYPE Open (Be sure to set it open when you create it because for some reason it does not allow you to change the type once it's created.). Set a notification to trigger when a new Date/ Time field called [Date Trigger to Send Notification] is changed.
In the body of the notification be sure to include a copy of the form which will probably have a header of the non-users name and email address and an embedded report of their open assignments.
Test the notification by updating a single record with the current date and time (which, btw, you can do by entering an "n" in the date time entry field.
So now the question is to get this notification to fire automatically at a certain time in the morning.
To do that you just set up a pipeline where you search for all non-users who have open assignments and then a For Each loop in the pipeline to set the trigger date time to the current date time. To find a source for that field, you can either create a formula date / time field on your non-users record called [Current Date/Time] with formula of Now(), or if you're not too scared of some funky looking Jinja code you can put this into that pipeline field, (thus saving the need for the helper field in the non users table).
{{ time.now }}
------------------------------
Mark Shnier (Your Quickbase Coach)
mark.shnier@gmail.com
------------------------------
Thanks for the quick reply.
We need these non-users ("owners") to verify information on a various frequency and do not want them to receive a notification for each individual record so unfortunately this solution will not work for our scenario. We will revisit our process and go from there.
------------------------------
Rachel Miller
------------------------------
We need these non-users ("owners") to verify information on a various frequency and do not want them to receive a notification for each individual record so unfortunately this solution will not work for our scenario. We will revisit our process and go from there.
------------------------------
Rachel Miller
------------------------------
- With my suggested solution, they will receive one email per day. Or one email as often as you want. The email they receive will be a single record with their own name on it and embedded on that will be all of their assigned records. .
------------------------------
Mark Shnier (Your Quickbase Coach)
mark.shnier@gmail.com
------------------------------
