Is there a more comprehensive guide to using the Recurring Record Wizard?

  • 0
  • 1
  • Question
  • Updated 3 years ago
  • Answered

Here is the link I've found with some guidance:

But I wondered if there was more information on it somewhere? 

Photo of Travis Bruno

Travis Bruno

  • 0 Points

Posted 3 years ago

  • 0
  • 1
Photo of QuickBasePros_IDS

QuickBasePros_IDS, Champion

  • 3,760 Points 3k badge 2x thumb
What do you want to know?

This is a very useful feature of QuickBase which allows you to "templatize" the way QuickBase creates child-records to a parent (for instance, Tasks for Projects).  Each template you build allows you to control how records get created and populated by Users.

There are some things I highly recommend doing with using this tool (as an Admin) to avoid common issues.

1.  Build a "template modification" role whose only permissions are to modify "Template" parent and child records

2.  Create a formula-checkbox field in the Parent-table which identifies by the Record ID# whether a record is a Template or not (If([Record ID#]=xxx or [Record ID#]=yyy,true,false)) and label it [Template Parent] then pass that down as a Lookup field into the child table as [Template Child].  Then filters on reports can always look for [Template Parent] or [Template Child] is not equal to checked as a default Filter

3.  Update all your Roles (including Admin) to NOT allow modification of [Template Parents] and [Template Children] so that no-one but your template modification role can change a Template record (and they also cannot delete it accidentally)

4.  Create a text field in the Parent-table labelled [Copy of]. You MAY need this depending on how you are using the copyParentChildren / copyMasterDetail feature and whether you are actually copying Parent records and their Children, but not if you are only copying Children of another parent to a Parent you have just created.  If copying Parents, the Wizard will ask you what field value should be appended with the word "Copy of"... choose this new field and stick it in your Form in a hidden section

4a.  What's a hidden section?  If you haven't already learned about how to hide a section; I commonly call it "Form Enforcer".  It's a section heading you put at the bottom of your table's main Form Layout where you put fields that need to be on the Form for form rules and other purposes; but don't need to be visible to Users in general.  Then you write a Form Rule:

Form Rule needs to be:   Multiple conditions where

     when the user is in the role Administrator

     when the user is not in the role Administrator

         show FORM ENFORCER

5.  Build yourself some "Template" reports in both your tables which filters on your [Template Parent] and [Template Child] checkboxes - this makes it easy for your Template Modification role to access/display these easily.  It also is a great way to share with users who want to ask for changes to your Templates to provide them with the data very easily so they can give you the information you need to make the modifications

6. Remember, your Users need to be able to VIEW your Template records; but they must not be able to MODIFY them

7. When creating the buttons; the wizard will create one button.  You can then use the formula field to combine buttons together (when appropriate) to avoid having lots of buttons to trigger different Templates, if they are conditional on other factors.  For example; you may want to use one template if a checkbox is true, and another if it's not in the Parent record.  Build one button the same way you would any other IF formula; and use the formula from the wizard as the action and the same formula with a different sourceRID (Template Parent Record ID#) as the other action

8.  These buttons will NOT save records before they action.  You can only use these buttons in VIEW mode; unless you use them in EDIT and expect users to not save any changes they have made to the record they are in

9.  If you are using this feature to Copy existing Template Parents and Children together; create an easy-access report for your Users to see the Template Parents and click on a single button to create the new Copy of Parent/Children record

10.  In some cases, I recommend populating the "template" identifying value in a separate field than a User might normally enter a custom-ad-hoc field value for the same purpose.  For example, in a Task; you may have a standard list of tasks; but users can also add ad-hoc ones.  In this case, create a [Template Task Name] for your Templates, a [Custom Task Name] for data entry for ad-hoc tasks; and a [Task Name] formula field which displays the [Custom Task Name] or the [Template Task Name] if the Custom-value is populated.  This means you can more easily differentiate between tasks created from a wizard and those created manually

11.  Sometimes you get an error with "looping relationships". This basically means that you have a series of relationship connections which the wizard cannot interpret.  Check your relationship structure of the tables to which your parent and child tables are connected

12.  Make sure you only copy relationships that NEED to be copied - this is particularly important when you have a structure such as Projects < Milestones < Tasks.  Only copy sub-relationships if it's appropriate to do so.

Projects < Tasks < Documents is a situation where you would not want to copy the Document records associated to a Project/Task if you are copying the Projects with the wizard

....... I think that about covers it for my main recommendations when using this feature.