Sending reports to emails in a certain field
Okay, I need to send a report to users in a user field but I want each user to only see their records. The report would be records that are pending for 5 days or more.
Any idea how I can do that? ...
Forum Discussion
Make a filter in the report that filters for current user. Something like
[Record Owner] is the Current User.
Then use that report in a subscription, being sure to check that does not send the subscription when the report is empty.
Have all relevant users on the subscription. It will only send out to users when their 'custom' report has records.
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Mike Tamoush
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I didn't know that would work, however there is a small issue. The users can move a round a decent amount and I don't want to have to keep updating the people on the subscription. Is there any way to do it via notification but it lump all of the notifications together? These would be based on days, so it's not like new ones would be added during the day.
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Carol Mcconnell
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I would just set the subscription to send to 'all users'. Doesnt matter if there are 100 users, it should only send to those that report as any records for.
You can test this by making a report that is filtered to a couple specific users (maybe you and a friend). Make a subscription that with 5 people on it. Send a test. You and your friend should get an email, but the other 3 should not. If that works, then you are good.
The important part is to test your final report that will be sent out to be sure your filters are correct. You dont want to accidentally have a report that has records for every employee.
You could possibly do it through some sort of notification, but I think it would be a lot of extra work for no reason. Just put everyone on the subscription and then you never have to add anyone.
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Mike Tamoush
------------------------------Okay, I'll try that and let you know.
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Carol Mcconnell
------------------------------- MarkShnier__You
Qrew Legend
Mike is absolutely right but I'll just try meeting here with some QuickBase trivia. When you send the subscription to say all 100 users even though maybe only a handful of them will actually receive a report on any given day, Quickbase hast to run 100 subscription reports behind the scenes in order to find that out. There is a limit per table per day as to how many subscription emails can be sent. I think it's three times the number of users.
So if you get a little too extravagant with these type of subscription reports going to hundreds of users, you may find yourself getting an email in the morning as the admin saying that you've exceeded your subscription limit.
you may find that you can limit the Subscription Report to certain rules, and that's not blow through your limit.
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Mark Shnier (Your Quickbase Coach)
mark.shnier@gmail.com
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