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Is there a way to verify whether an email was automatically triggered and sent by Quickbase to a particular email address?

  • February 12, 2018
  • 0 replies
  • 78 views
Is there a way to verify whether an email was automatically triggered and sent by Quick Base to a particular email address?  If there is no current Quick Base functionality to accomplish this, has someone been successful in creating a work-around, such as having the admin be cc'd on the emails and having a field in the email that lists all the email addresses of the recipients?
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    • EvanMartinez
    • Community Moderator
    • February 12, 2018
    Hi Ashley,

    There is not a native, customer facing functionality for tracking the sending of notifications, subscriptions and reminders. What we typically recommend if there is a need for auditing of email notifications is that a notification that needs to be monitored be copied with all the same triggering criteria and sent to the Admin who is responsible for keeping an on on that, or that they are included in the list of users being notified.

    Additionally for those who are having issues with a specific user who might not be receiving emails because they are being rejected or delayed if you put in a support case as an application or account admin with the specific email address needing to be checked we can check with our email provider to see if email notifications going to that user are being rejected or delayed. That can just take a little turn around time as we do have to reach out to their logs. I hope this information is helpful. 
    • KingslySamuel1
    • Quickbase Alumni
    • February 12, 2018
    I agree with Evan. In my case, as an admin, I have included myself as a list of user to be CCied on all the notifications. I know it is a lot of email. But, it definitely helps me to address any concerns when someone faces an issue or deny getting notified.
    • AshleyWheeler
    • Author
    • Quickbase Alumni
    • February 12, 2018

    Thank you both for your insight.  Our internal auditing department wants us to prove on a quarterly basis that emails are getting sent by Quick Base to the intended recipients.  Since we cannot prove it yet - other than showing where in Quick Base we TELL the system to send the emails to particular addresses, the admin is having to manually send out all emails so that she has a paper-trail to show the auditing team.  I am trying to find her a solution in Quick Base so that she can take advantage of Quick Base automation.

    How were you able to get yourself specifically "cc'd" instead of notified as the "To"?  I thought that if the admin received an email that specifically displayed his email address as the "CC:", then it would also naturally also show the "TO" recipient email address - and that might meet my auditors requirements.

    Thoughts?

    • anomDiebolt
    • Quickbase Alumni
    • February 12, 2018
    There are several mechanisms by which QuickBase can send emails - you didn't specify which one you are using. But if there is no customer facing way to configure the email process you are at the mercy of whatever the QuickBase backend does. In the past I arranged to send the QuickBase email to a server I controlled and had that server read the email and broadcast it to multiple recipients. You might be able to arrange this type of "email bouncing" through one of the web hook services either in QuickBase or through an external service. This is an area where features changes rapidly and people get very clever configuring it.

    If you are sending the email as the result of a button / hyperlink click some of the API methods take an argument for multiple recipients and if not you could through script send two emails in succession (although this would provide less proof).

    The second approach is more fun but there probably is some combination of features or services where you can bounce the email to multiple recipients. It is just an effort in discovery and experimentation.
    • AshleyWheeler
    • Author
    • Quickbase Alumni
    • February 12, 2018

    Okay, thank you very much for the suggestions.  I will need to look into these options...

    Is there a way to have a field formulaically triggered from something in the backend that doesn't happen unless Quick Base has done something such as sent an email?  Long-shot - but I thought I would try and ask....

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