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 subscriptions for each of them because 1) they aren't users and 2) their information isn't being entered consistently in the records (ex: sometimes a middle initial, sometimes not). I don't want to make them official users because they aren't expected to use the app itself. Are there any other options to achieve this more dynamically?
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Rachel Miller
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Question
Subscriptions to Non-Users
This topic has been closed for replies.
+22Yes 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 }}
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Mark Shnier (Your Quickbase Coach)
mark.shnier@gmail.com
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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
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