Client access to certain quickbase records

  • 0
  • 1
  • Question
  • Updated 1 month ago
  • In Progress
We keep clients invoices in QB, and send them by email as PDF attachments. I would like to keep sending emails to clients, but have links to their invoices rather than attachments.

Last time I looked into this, I either had to make application accessible to everyone on the internet or give clients login names. The former means clients can access someone else's invoices by changing url (by mistake). The latter is too expensive. I could create 1-2 additional logins, if this can help find a solution.

I would be grateful for any pointers.

Arkady

PS: As a much lower priority, it would be nice to give each client access to invoices we issued for them.
Photo of Arkady

Arkady

  • 142 Points 100 badge 2x thumb

Posted 1 month ago

  • 0
  • 1
If you look at the field properties for the file attach,ent field with the invoice, you will see a checkbox

Allow access to this file attachment from a Quick Base link without signing in

So check the box and then set up an Open type Notification (which can go to any email address, not just users) and include a link in your email to the record.

There are some techniques to get the link in the email looking a bit more pretty than the usual Quick Base URL, but that is a different question when you get that first part working.

Then just figure out how you want to trigger sending the invoice. For example checking a checkbox or pushing a button.
Photo of Arkady

Arkady

  • 142 Points 100 badge 2x thumb
Thank you. 

I think I did not describe the current process properly. We have an exact form (EF) that we save (or "print") as a PDF document. We then email it as an attachment from Outlook or another email application (not directly from QB). 

I would like to send client a url that would show a document looking like an EF before it is saved as a PDF.

Do you think this is possible?

Kind regards,

Arkady
If you use the 3rd party add on from Juiced called Exact Forms Plus, then the system will generate the PDF  and you can email a link to that PDF.

https://www.juicedtech.com/exact-forms-plus
... or else you can also use a different additional add on from Juiced called Courier and actually send the PDF by email as an attachment.