How would I automatically download QuickBase tables and their attached files using Microsoft Access?

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Desktop is a legacy feature that is no longer developed or supported by Quick Base Care. Desktop is provided as-is.
This article refers to functionality that is not available to accounts on the Quick Base Essential plan. If the functionality described here does not match what you're seeing in Quick Base, your account is probably on this plan.

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You can use a third-party tool called Quick Base Desktop to download data and file attachments for one table at a time from Quick Base to Microsoft Access®. This process  gives you the option of storing those records on your computer, making it a great option for archiving.

In this article you’ll learn to:

  • Set up Quick Base Desktop

  • Download data from a table

  • Download all of a table’s file attachments at once

  • Sync data from one or more tables between Quick Base and Access

  • Sync all local tables through the command line

  • Schedule all local tables to sync automatically

 

To set up Quick Base Desktop:
  1. Download the Quick Base Desktop Access database to your hard drive. Right-click the link above and select Save Target As (in Internet Explorer) or Save Link As (in Firefox or Chrome) from the shortcut menu. 

    Note: Quick Base Desktop is compatible with 32-bit Windows versions of Microsoft Access 2003, 2007, 2010, and 2013.

  2. If your browser asks whether you want to open or save the file, click Save.

  3. Select a location for the Quick Base Desktop Access database.

    You can save it on your Desktop or in any folder you want. Be sure to save the file with an .MDB extension. Once you've selected the destination folder, click Save.

  4. Locate the file you saved in the previous step and double-click it.

    Microsoft Access opens the file and prompts you to log into Quick Base. 

    Note: If a yellow Message Bar appears with a shield icon, click Enable Content.

 

To download data from one of your Quick Base tables:
  1. In the Quick Base Desktop Access database, enter your account URL next to Your Quick Bases at: (for example, mycompany.quickbase.com).

  2. Enter your Quick Base User Name and Password on the right.

  3. Click Refresh to log in.

    A list of your tables appears.

  4. Double-click the table you want to download.

    Access downloads the table. When the download has finished, the table appears in the list on the right.

 

To access a table’s file attachments:
  1. From the Quick Base Desktop Access database, double-click qbd_DBID in the Tables section at the left. This identifier will be the dbid of your Quick Base table. Please see this article to learn how to find the dbid). A spreadsheet view of your records appears.

  2. To find the folder on your computer that holds all the file attachments from the table, right-click the link to one of the file attachments, and choose Hyperlink > Edit Hyperlink.

  3. Use Windows Explorer to navigate to that folder on your computer to browse your attached files. Each table’s files will be in its own folder, named with the DBID of the table.



To sync data between Quick Base and MS Access:
  1. From the Quick Base Desktop Access database, select a local table from the list on the right.

  2. Click Sync to update the table. Alternatively, you can click Sync All to update all your local tables at once.

    Note: If any of your local tables have since been deleted from Quick Base, they are considered invalid and Sync All will fail. If you still need the local copy of the invalid tables, you’ll need to press Sync on each table you'd like to update. On the other hand, if you no longer need the local copy of the invalid tables you can click Delete to remove them, which will allow you to use the Sync All command.

While syncing will allow you to add or update a table’s records from Quick Base or Access, syncing new fields is not currently supported. Additionally, if you delete a record on the Quick Base side, it won’t be removed from Access. If either of these issues is affecting your recordkeeping, select the local table in Access, click Delete, and re-select the table from the left side to download it again. This will refresh your local table with the most recent data from Quick Base.



To sync data between Quick Base and MS Access using the command line:
  1. Open the Start menu and search for cmd. (Depending on your version of Windows you may need to go to Start > Run, and perform the search there.)

  2. Press Enter to go to the command line.

  3. Enter this command:

    "C:\Program Files (x86)\Microsoft Office\Office15\MSACCESS.EXE" "C:\Users\myuser\Documents\QuickBaseDesktop.mdb" /cmd password=yourPasswordusername=yourUsernameOrEmail"

    You’ll need to replace the bolded items in the sample with the correct information for your system before running the command.

 

To schedule all local tables to sync automatically:
  1. Open the Start menu and search for task scheduler. (Depending on your version of Windows you may need to go to Start > Run, and perform the search there.)

  2. Press Enter to open the scheduler.
  3. In the Actions pane on the right, click Create Basic Task.

  4. Give the task a name, and a description (optional), and click Next.

  5. Select the frequency your tables should be synced and click Next.

  6. Enter the start date and time for the task.

  7. Choose how often the task should recur, and click Next.

  8. Since the default option, “Start a program”, is correct, click Next again  on the next page.

  9. Under Program/script, enter the path to your MS Access executable in quotes (such as "C:\Program Files (x86)\Microsoft Office\Office15\MSACCESS.EXE").

  10. Under Add arguments, enter this command:

    "C:\Users\myuser\Documents\QuickBaseDesktop.mdb" /cmd password=yourQBPassword username=yourQBUsernameOrEmail" 

    You’ll need to replace the bolded items in the sample with the correct information for your system before running the command.

  11. Click Next, then click Finish. The main Task Scheduler page displays. Your tables will now sync automatically based on the schedule you set.

    To view or update the task, click Task Scheduler Library in the left pane, and select your task from the list.

     


NOTES:
  • Desktop is a legacy feature that is no longer developed or supported by Quick Base Care. Desktop is provided as-is.

  • Quick Base Desktop does not support application tokens. To use this tool, you must leave application tokens disabled for the application you want to download. If tokens are required, disable them manually. For more information, please see our Application Tokens and Disable Application Tokens help topics.

  • Quick Base Text fields appear as Memo fields in Access.

  • Quick Base User fields display as User IDs rather than names in Access.

  • Quick Base Desktop enforces required fields through the "One Record" and "Many Records" editing of records.

  • Quick Base Desktop allows you to download a table with up to 255 fields. If you download a table with more than 255 fields, only the first 255 fields will be downloaded.

  • If you're doing a join on an Access Memo field, you'll need to explicitly set the field size to 255 characters and then re-download the table. Since Quick Base Text fields can be much larger than that, they may cause the join to fail.

Photo of Brian Cafferelli

Brian Cafferelli, Quick Base Technical Marketing Manager

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Posted 1 year ago

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uaqbadmn

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Is there a way to download multiple tables at the same time (rather than needing to double click each individual table)?
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Jason

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Is there a file size limitation that can be downloaded?
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Raj Jain

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I am getting the error "Quickbase Desktop Error 2147224590" when trying to connect and refresh. I tried putting in an invalid password and got a password incorrect error so the app is connecting. It's just hitting some other problem. Is there any kind of manual for this tool that might list error codes?