Live Chat with Others in The Qrew in Discord
You may have missed my blog a ways back on The Discord Qrew...you can learn about ways people are helping each other out clicking the above link. If you're looking to engage in a real time chat experience, with other Quickbase professionals, the community-led Discord Qrew is a great spot to do this. Come connect with RossonLong1 and others as they tackle challenges in real time! Click here to access!
Long-Term Strategies for Data Archiving in the Quickbase Ecosystem
Long-Term Strategies for Data Archiving in the Quickbase Ecosystem Summary Organizations that have relied on Quickbase for years often reach a point where data growth, performance, compliance, and cost concerns require a more intentional approach to long-term data archiving. This article outlines practical, scalable strategies for archiving data within and beyond the Quickbase ecosystem, helping long-standing customers modernize without disrupting business-critical workflows. Why Long-Term Quickbase Customers Need an Archiving Strategy Quickbase excels at enabling rapid application development and operational agility. Over time, however, long-tenured Quickbase environments tend to accumulate: Millions of historical records across core tables Large file attachments increasing storage and sync times Performance degradation in reports, pipelines, and automations Compliance and retention risks (financial, healthcare, construction, government, etc.) Rising subscription and storage costs Without a structured data lifecycle strategy, teams are forced to choose between deleting valuable history or tolerating slower, more fragile applications. Quickbase goes from being a source of efficiency and business scalability, to a source of frustration and an operational drag. Key Principles of Effective Data Archiving Before selecting tools or tactics, successful archiving strategies in Quickbase share several guiding principles: Business Continuity First – Archived data must remain accessible when needed, without breaking existing apps. Automation Over Manual Effort – Archiving should run on schedules or triggers, not human memory. Compliance-Aware Retention – Retention rules must align with legal, audit, and contractual requirements. Performance Optimization – Active Quickbase apps should become faster, not just smaller. Reversibility – Archived data should be recoverable if business needs change. Common Data Types to Archive in Quickbase Long-term customers typically identify archiving candidates in these areas: Closed or completed projects Historical transactions (orders, invoices, time entries) Inactive customers or vendors Audit logs and system-generated records Legacy attachments no longer needed for daily operations Archiving does not mean deletion—it means removing data from active workflows while preserving access. Archiving Strategies Within the Quickbase Ecosystem Native Table-Based Archiving One of the simplest approaches is moving historical records into dedicated archive tables within Quickbase. Used for Moderate Data Volume, Occasional reporting needs, and minimal compliance complexity. App-Level Archiving (Split Apps) For mature environments, archiving entire datasets into separate Quickbase apps can dramatically improve performance. Storage app limits are much greater than singular tables and one can create multiple apps that would house data Governance, Security, and Compliance Considerations A strong archiving strategy addresses: Role-based access to archived data Read-only enforcement for historical records Retention schedules (e.g., 5 years, 7 years) Legal holds and audit readiness Encryption at rest and in transit Ignoring governance often turns archiving into a future liability rather than an asset. Measuring ROI of Data Archiving Clients typically see measurable returns within months: Faster reports and dashboards Reduced sync and pipeline failures Lower storage costs Improved user adoption Easier compliance audits Archiving is not just an IT exercise—it directly impacts operational efficiency. Next Steps If your Quickbase apps are slowing down, becoming harder to maintain, or raising compliance questions, it’s time to evaluate a long-term data archiving strategy. Logan Lott | Senior Solutions Consultant Website | LinkedIn | Knowledge BaseSam Trachy's Daily Office Hours 1pm EST
Quickbase Solution Consultant SamTrachy offers an Office Hours to anyone in The Qrew to join! This is a great resource even if you don't have a question and want to join and listen in. All questions are welcome! Beginner, Intermediate, Advanced, it doesn't matter. Whatever Quickbase question is on your mind, bring it to Office Hours and go over it with a Quickbase Pro. Sign up for as many Office Hours sessions as you like here!
Search Feature
I'm trying to create a search feature where a user can search for let's say John Smith or a Tax id or PIN. For the standard search, if the user searches for John Smith, it does not return any records, even though there is a John Smith. I'm assuming this is happening because the first and last name are in different fields. I kind of want an ai search but only search one table and any fields or combination of fields in that table. Is this possible?
Thank You!
A quick note to say thank you to all who attended the QB Leadership AMA today! Not just for attending but for engaging and being honest and transparent in your comments and questions. The more feedback we have the better we can become. The entire executive leadership team believes feedback is a gift and we thank you for sharing. Although we'll never be able to action all the feedback, we are always ready to listen and provide and honest response and action what we can. It's an exciting time at Quickbase as we continue to transform; continuing to put you, the customer, at the center of everything we do, evolving of our products to solve real business problems and setting our sights on ensuring you're deriving value from your investment. Your partnership is what has made Quickbase stronger over the last 20+ years. Without you, we don't exist. Thank you!Qrew Contest! Which Bid Management Meme Do You Relate to the Most and Why?
Hello Qrew Community! Maria and I are doing a community contest where the top three thoughtful replies can win a Qrew T shirt. What do they look like? Winners can choose the size and color of their Qrew shirt. How can I enter to win? Answer the following Question: Which of the four Bid Management Memes below do you relate to the most and why? Pick from numbers 1,2,3,4 below and share a paragraph of your story, a reason, or share words of wisdom related to the meme with the community. Meme #1 Meme #2 Meme #3 Meme #4 RobSalaj for being our Quickbase Meme model. The Steelers Jacket is a great touch! Votes from the Qrew will be considered into deciding the 3 winners so be sure to scan the replies below this post and "thumbs up" the responses you liked! Check out our post about it on LinkedIn. Got questions? Feel free to reach out to Maria and EstherLaVielle Thank you and Good luck, everyone!Year in Review Webinar - Post Webinar Discussion
Hi Everyone, I hope you all can make it to the 2024 Year in Review Product Webinar! Join us Tuesday at 1pm EST for this session! This thread will be a placeholder for anyone who has questions post webinar. Our product and product marketing team will be here to answer any questions that do not get answered during the webinar.Test As Role URLs?
I have an app where I rely heavily on roles and role permissions to view certain data and forms. Because of this I need to test as a role when developing new roles to ensure the users cant access other roles data. Is there a way to get these "test as role XXX" as a callable URL I can map to a button on the admin dashboard? I want to use the custom branding setting in the app to hide the Quickbase standard menu options for all users so they can't try and get to the My Apps page in our realm. Is the custom URL to test as a role possible?To Receive New Topic Notifications...
If you would like to receive Notifications when a New Topic is created in the Forum, you will need to do two things: 1) ensure you are following the forum. You will select the bell and it should show a check mark as seen below. If you do not see a check mark, you are not "Following" the forum 2) In your Profile > My Settings > Follow and Notifications, whatever you choose for options will now be respected. If you select "Immediately", you will get a notification for every new topic posted to this forum. Daily and Weekly Digest allow for options if you would prefer to only get a daily or weekly email showing all new topics. But this setting will only work if the bell in step 1 is selected. Shoutouts to Samtheman and MarkShnier__You for helping troubleshoot this!
