how to track revisions to a pdf file

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I have a PDF file is there away to send an email notification every time this pdf is revised 

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Shontay

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Posted 3 years ago

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Try a Notification which is triggered when certain fields change.  It will let you select the fields to trigger on.  You access Notifications and Subscriptions off the Settings for the table.

Here is some Help on Notifications http://www.quickbase.com/user-assistance/Default.html#notification.html
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Shontay

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I have the notification setup to send when modify or delete, the problem is that when the first PDF is attached the email is being sent out, I only want the email sent out on revisions
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QuickBasePros (Laura Thacker), Champion

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Another tactic (which depends on how your application is setup) is to create a child table in which to store the files.  So, you allow the User to create records (upload files); but not to edit those records.  To upload a revision, they must add a new file record.

Make the file attachment field requires and you can fire an email each time a new record is created.

You can then, using the relationship, identify which record is the latest file and use a formula field to allow the user to "download" the latest uploaded file.

This way, you not only get better control over notifications firing; but you also have a full history of the files uploaded easily accessible (not through the Revisions feature).

Make sure on the Form Layout of the child-table; that the File Attachment is read-only once populated to avoid users overwriting the files (or trying to).
Ah, that was not clear from your original post.  One idea would be to have a field called PDF Revision History, as a text field set to Log changes.  Then have a form rule that says, when the record is saved and the File Attachment field has changed, change the value of PDF Revision History to the value in the field PDF Attachment.  I did not test that, but it should then populate the History file with the new name of the file.

Then make a text formula field to determine if the Log field had a previous entry.
Not tested but it would be a field called [Previous Revision log]
Part([PDF Revision History],2,"[").

Then trigger the Notification when the PDF changed but also subject to the condition that the [Previous Revision log] was not blank.
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Shontay

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The form rule only allow if the attachment is equal to ? or <, > =, I do not see if the the atta
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Shontay

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I figured it out
You need to use

When "the record is saved" .....
and the following condition is true
the file attachment field has changed
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Shontay

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Ok this populate both fields so I can't use the if null to trigger the notification
I do not understand the comment.  The [PDF Revision History] will have a log of the PDF Revisions.

The field I suggested above called   [Previous Revision log] will determine if this was the first revision of there had been previous revisions.
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Shontay

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Then trigger the Notification when the PDF changed but also subject to the condition that the [Previous Revision log] was not blank. **When I click save the previous revision log is populated so how do trigger an email notification off if it was previous blank.
I probably had the formula wrong for the previous revision log. It needs to be -2, and it should be blank if there was just 1 log entry.

Part([PDF Revision History],-2,"[").
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Shontay

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Thanks the -2 worked!
Success! Thx for letting me know.