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  • 1.  Document Status Colors and Reporting

    Posted 03-07-2023 12:30

    Hi! An old company I worked for used Quickbase years ago and I'm trying to replicate something they did with documents. Can someone help me achieve the need below?

    • Process need: When we upload files to our Documents table, we want a YELLOW status to appear. When they are reviewed, we'd like to approve (GREEN) or reject (RED) them. If the doc is not uploaded, we'd like to see a GRAY status box.
    • My start: 
      • Created the following fields:
        • "Document Name"
          • Multiple Choice (Ex. "Permit" could be selected here)
        • "Approved"
          • Checkbox
        • "Rejected"
          • Checkbox

      • Created the following fields for EACH document listed in the multiple choice field:
        • Ex. "Permit: Uploaded"
          • Formula - Date:

            ToDate([Date Created])
        • Ex. "Permit: Status"
          • Formula - Rich Text:

            If(IsNull([Permit: Uploaded]),  "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/226-rect_gray.png\"></div>",

            If(([Approved] = false and [Rejected] = false), "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/229-rect_yellow.png\"></div>",

            If([Approved] = true,  "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/228-rect_green.png\"></div>",

            If([Rejected] = true, "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/227-rect_red.png\"></div>"))))

    • My problem:
      • Everything above works great to see individual doc statuses, but I cannot figure out how to create a report with columns to see a list of ALL documents, their uploaded dates, and their statuses (since I could only figure out the above by making "Uploaded" and "Status" fields for each doc):
        • Document Name | Document Uploaded | Document Status


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    Rikki Ryan
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  • 2.  RE: Document Status Colors and Reporting

    Posted 03-07-2023 13:26

    I should have added - I needed the "Uploaded" and "Status" for EACH document to be able to use these fields for reporting in other tables.

    Also, I solved my own problem - but if anyone runs into a similar issue, I will leave this thread here.

    Solution: I added a general "Document Status" Formula - Rich Text field to use as a column in reporting on all doc statuses:

    If(IsNull([Date Created]),  "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/226-rect_gray.png\"></div>",

    If(([Approved] = false and [Rejected] = false), "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/229-rect_yellow.png\"></div>",

    If([Approved] = true,  "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/228-rect_green.png\"></div>",

    If([Rejected] = true, "<div align=\"center\"><img src=\"https://images.quickbase.com/si/16/227-rect_red.png\"></div>"))))



    ------------------------------
    Rikki Ryan
    ------------------------------