I need to embed a report in a notification email based on a group of names filtered by division

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I have a equipment delivery report that needs to go out to the customer every Monday. The issue is that there are 24 divisions with a list of people by division. So I had created a subscription for each division but had to hard code the email addresses and come to find out this would not email to anyone outside of QuickBase. Is there a way to set up a notification without having to add all of these people as users, use a single notification that will send 24 versions of the report filtered to the division and go out to the required persons in that division.
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Joey Zint

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Posted 3 years ago

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As you have discovered, Quickbase may not be used to send fully automated emails to non users.  They don't want to be in the mass email or spam business.



You only have 24 emails to send.



What I suggest is to make a form which has an embedded report of its equipment.  Also make say 6 email recipient fields and a date field names say [Date emailed]



Then make a URL formula button which will update the Date emailed field to today and triggers an email Notification to those 6 email fields. Those 6 fields can be carefully typed into the box  on a OPEN email Notification type.  (must be OPEN as the Notification is going to non users. The button will be setup so as to refresh that report after it does the edit to the date field.

Lastly make a report of Divisions which have not been emails "during the current week", and set up a Subscription to come to an inside staff member.


So what will happen is that on Monday the Subscription will fire.  The inside staffer says "oh ya, I need to click this 24 buttons. So they just "whack-a-mole" at the buttons in any order until they are all gone.  Each button will change the date to Today and the report will refresh with one less record until its empty.


Once that is working, if you want a script to run  so that it fires off all 24 on a single click, contact me and I can can set that up for you.