Can I send a Reminder Email to an Outside Vendor who's insurance is expiring?

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I have over 1000 vendors  in Quick Base and I have to ensure their Worker's Comp and General Liability is not expired. I'd like to have Quick Base automatically send them an email based off of the date field field [Insurance Expiration Date].  I'm not able to do that as a reminder email because the vendors are not Quick Base users.  Is there another way to accomplish this?  

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Josh Collins

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Posted 4 months ago

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You are correct in your assessment that you'll need to send a notification and not a reminder in order to send it as an 'Open' email.

Notifications are triggered when a record is added, modified, or deleted.

In your case, you'll need to set up a trigger when the record is modified. This is only achieved when the record is actually edited and not simply updated as part of a formula.

Automations allow you to modify records automatically (ie without manually changing the record or pressing an API type button). Since you have over 1000 vendors automation is the way to go.

My recommendation would be:
  1. Create a new formula checkbox to 'check' when Today()= the date you want the notification to send.
  2. Create a text field where you'll indicate that the notification was 'sent'
  3. Set up an automation (located in the settings for your app) on every day to trigger when the checkbox you created is checked
  4. Then modify the new text field with value 'sent'
This should initiate the notification to send once per day to all of the vendors who should get it. I have not tested it.
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QuickBaseCoach App Dev./Training, Champion

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I was wondering this myself if Automations could be used to trigger mass external emails.  I did a test and it seemed to work for me.