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QuickBase Release Notes: May 22, 2011

Please note that the date for this release has changed from May 8 to May 22.

In our May release, you’ll find new features designed to help you create more powerful, versatile apps.  From allowing you to select more than one user in a single field, to letting you filter long lists of users, the new release makes QuickBase better and more flexible. And, from the “We’re listening” category, we’ve changed how you manage field order in your tables, making it easier for you to add and move fields to just where you want them.

What’s new in QuickBase?

Our May release introduces these features:

Note: If a data entry form includes both an editable grid and a multi-line text field, an email notification may be triggered incorrectly the first time a record is edited and saved after the upgrade to the May QuickBase release. QuickBase may indicate that the multi-line text field has been modified even when no changes have been made to that field. This happens only once and only on records where multiple lines of data from an email program or word processor have been pasted into the multi-line text field. QuickBase behaves as expected for subsequent edits and does not send an email notificaton unless the data changes.

 

Choose more than one user in a single field

QuickBase now provides a "list-user" field type, which gives you the ability to choose more than one user in a single field. When you use this field type, application users can choose up to 10 users when completing the field.

List-user fields can be configured to let you select from all users who are in either the default or custom user set for the field. Here is what it looks like when you enter data into a list-user field on a form:

Using the Search box at the top of the list, you can narrow the list.  You can use the <Select another user...> option at the bottom of the list to select a user who is not in the default or custom set.

You can use the new list-user field in permissions, form rules, and reports, and the corresponding UserList data type in formulas.

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Reporting with list-user fields

With the introduction of list-user fields, you’ll notice a small change in the Report Builder.  If you create a filter using a list-user field, you can choose a new operator: Includes/Does not include. This operator lets you look for records where a list-user field contains a set of users you specify. QuickBase finds a match if the users you specify are at least a subset of the users contained in the record.

If you are creating a query using the QuickBase API, you use the HAS/XHAS operators to find sets of users within a list-user field.

When we release on May 22, check the QuickBase online help and QuickBase HTTP API Guide for information about creating and reporting with list-user fields.

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Display choices in multiple choice fields as radio buttons

The new release lets you choose whether you want the choices in multiple choice fields to display in a dropdown (the default) or as radio buttons. A new option on the Forms Layout page is available for Text-Multiple Choice fields: Show choices as radio buttons (instead of dropdowns).

There is one limitation to be aware of. If you choose this option, users will not be able to “add new choices” to the multiple choice list, regardless of whether the field’s properties specify that they should. New choices can be added only from the Field Properties page.

To set this property:

1.       In the table menu bar, click a table name and choose Customize <tablename> Table > Forms.

2.       Choose Edit the Layout of a form.

3.       Click a multiple choice field that appears on the form. The form properties for the field appear to the right.


4.       Choose Display choices as radio buttons (instead of a dropdown).

QuickBase displays choices as radio buttons on your form.


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Give users in your company the ability to create QuickBase apps

You know you rely on your QuickBase apps –why not share the wealth? In the May release, Account Administrators can easily give users in their company the permission to create applications. Administrators can click the new Add Email Domains button on the Permissions tab to see a list of email domains registered for their company. Administrators can choose one or several of these domains to grant all QuickBase users within those domains the ability to create applications.


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Use Any/All in more places

When we introduced the ability to create reports using Any and All, this feature was available in the Report Builder only. In the May release, we’ve added this ability to filtering in Advanced Find, Email Notifications, and Email reminders.

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Filter long lists of account or realm users

QuickBase now gives Account and Realm Administrators the option of filtering lists of users, so they can see just the subset of users they want. 

Account Administrators can filter the Users with Access tab to see a list of specific users (using email addresses), users within the company (if you are part of a company), or users who have a particular status. Realm Administrators can filter the Realm Directory tab in much the same way. They can specify a list of email addresses to see specific users, or filter the list to see users with a particular access level.  When you have a large number of users, you will see the pre-filter page first when you open the Users with Access tab or the Realm Directory tab.  For all accounts, you can access the pre-filter page from a link on the Users with Access tab or the Realm Directory tab.

Check back on May 22 to read more about the Users with Access tab or the Realm Directory tab filtering feature in the QuickBase online help.

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Reorder fields more easily

In February, we released a feature that let you drag and drop fields from one position to another in the field list.  The feature missed the mark for some customers who had difficulty managing very long lists of fields.

In this release, you’ll see that we’ve addressed issues with moving fields in long lists. You can now drag and drop fields across pages of fields. In addition, you can move or add a field to a specific location using the menu that appears when you right-click a field (shown below).

You’ll also notice that the line number appears in the Order column, regardless of how you’ve sorted the list.

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What’s fixed in QuickBase?

We’re continuing to focus on quality and have fixed a number of bugs in this release. (As always, all QuickBase releases include bug fixes from previous releases.) 

Email notification issues

Issue

Description

QBE003291

When you clicked the [Add a New Xxxdetailsrecord] link in Email Notification, "QuickBase Error" "Yyymasterrecord Not Found" displayed after the details record was added.

QBE003586

If you set "Notify When" to Add or Modify and the form contained an editable grid, you received two notifications (instead of one) when the record was added or modified.  This issue has been resolved.

QBE003962

Custom email notification messages always included an iCal file as an attachment if the data form contained an iCal field, even if the custom email message did not make any reference to the iCal field. This issue has been resolved.

QBE004066

Email notifications sent when records were added did not include embedded report records. This issue has been resolved.

QBE005143

Email notifications included links instead of buttons for formula URL fields configured to display as buttons.  This issue has been resolved.

QBE005234

Personal email notifications could not include a copy of a record unless the user had administrator rights on the table.  This issue has been resolved.

QBE005300

The user did not receive email notifications for an application if the user did not have access to the trigger field. This issue has been resolved.

QBE005303

An email notification for when a record is modified did not display a user field in red. This issue has been resolved.

QBE005314

An email notification for when a record is modified contained two statements that a file attachment field had been changed to <file name> when a file was added to an existing record for the first time.  This issue has been resolved.

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General issues

Issue

Description

QBE005157

When displaying a record, if you tried to share the application, you may have received a message that “the time limit on the last page expired. You must submit the page within 60 minutes of when it is first displayed” even if you had been using the page for less than 60 minutes. This issue has been resolved.

QBE005193

In the Report Builder, if you displayed a report that filters on Numeric-Currency field, then clicked Customize this Report, the value you entered in the currency filter disappeared. This issue has been resolved.

QBE005206

When you created a Summary report using Internet Explorer and tried to insert a row grouping using a Date field AFTER an existing row grouping that used a non-date field, the Combine drop down did not display Date options; instead, the dropdown displayed the options for the preceding row grouping. This issue has been resolved.

QBE005238

Summary fields that contained “is during the current day” filters did not reflect the account’s timezone. This issue has been resolved.

QBE005240

In Internet Explorer, you were not able to delete an empty set of filter criteria. This issue has been resolved.

QBE005279

When you attempted to create a summary field to summarize only records where a date field occurred during the current month, the actual date range did not match the current calendar month. This issue has been resolved.

QBE005282

In Report Builder, if you created a filter using the Is During operator and specified either Fiscal Quarter or Fiscal Year, the dates displayed after the line of filter criteria did not correctly represent the fiscal year setting. This issue has been resolved.

QBE005286

When you create a new role, the application-level permission defaults to “None”.  This issue has been resolved; the default is now "Basic Access".

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Comments

List-user field type

I'm trying to create a 'list-user field type' that will let me select more than one user from the dropdown list. I'm not able to find any instructions or guidelines on how to implement this field. 

I'm using the demo for a couple of days and this is a very important component that we need when we decide to buy the product.

I would really appreciate your help,

Best,

 

Idil Canal

answer for list-user question

Hi Idil --

First thing to know is that the list-user is just another field type, available from the drop-down list of types available when you add a field. By default, it contains the users in the Default Set (checked on the Users > Manage Users screen). Once you've added the field, it is available on the basic form provided by the "--Tablename-- > Add a new --record--" menu option. That field contains an option to "Select another user", which allows you to add other users from the application, add users from your corporate directory (if you authenticate to QuickBase via LDAP), or create new users.

If you need to import users to populate the list-user field, take a look at https://www.quickbase.com/help/default.html#Importing_list_user.html.

Hope this helps! Thanks for writing in.

Regards,

--Sybil

Ability to change order of available fields in reports

Unless I'm missing where it already exists, I think a very nice improvement would be to offer the choice in reports to show the available list of fields not just in alphabetical order, but in the order of the table itself or the reverse of either (sort Z-A or sort Last-First).

BTW, very nice job on the ability to drag the corner of text-box fields in FF 4. Very sweet. IDK if you guys had to program that in or if it just "did it", but either way, it's very nice.

-Eric

Hey Eric, Glad to hear that

Hey Eric, 

Glad to hear that you liked the work we did with the dragging. I'll definitely pass along your additional feedback as well. 


In the future, if you'd like to give direct feedback about this or other product features, please submit direct feedback to our Product teams here:https://www.quickbase.com/db/bcygqv9yy

This will get your ideas to the right people as quickly as possible!


Best,


Phil

Form rules

The new enhancements are very usefull, especially the multiple user field.

 

In form rules we were not able to select the last rule when there are more than one rule. right now i am moving the rules up and selecting the rule. Could you take  care of this for the next release.

 

Thanks and I am great fan of Quickbase.

Hey Santhu,Thanks for the

Hey Santhu,


Thanks for the feedback and glad to hear you are a fan! Your issue with form rules has been documented and it is my hope that our engineers will be putting a fix in place for this in the near future.  

In the future, if you'd like to give direct feedback about this or other product features, please submit direct feedback to our Product teams here:https://www.quickbase.com/db/bcygqv9yy

 This will get your ideas to the right people as quickly as possible!

 

Best,


Phil

List-User

I think a caveat was forgotten here....

You cannot change field Type from "User" to "List-User".

It seems to work only for new fields being corrected.. bug or restriction?

Hey Datta,This is actually by

Hey Datta,

This is actually by design.  Converting to this new field type at this point had the potential for too many unintended consequences and errors, for example it would break existing formulas set up that used the standard user field.  As a result, the option to convert is not given. This new field type is only available when creating a new field.


That being said, you can import from an existing user field in to a list - user field.

If you export the values of a user field to a spreadsheet and then import them back in to a list - user field, this will work.

I hope this helps clarify.

Best,

Phil

e-mail notifications

It is still a painful limitation that QuickBase will not allow us to "batch" emails based on record addition or modification. I understande the ramifications, but you could still implement with limitations (batches limited to say, 500 records). Big pain for a notification intensive application.... :-(

Thanks for the feedback. This

Thanks for the feedback. This is something that our product team is aware of and they are currently looking at ways to improve our email functionality. If you have specific suggestions, please submit them here:

 

https://www.quickbase.com/db/bcygqv9yy

 

Best,

Phil

List User Field - challenge to bump it up a notch...

Hi,

We do like the capability of the List User field where we can use only one field to select multiple users, up to ten. I have a challenge for you to make that even more flexible.

I am currently developing an app where when a certain 'group' (not QB Group - a company Group) is selected from a drop-down list, a section opens on the form displaying anywhere from three to, unfortunately, more than ten users in separate user fields with their own checkboxes residing next to each user field. Checking the checkbox determines whether that user receives an email notification when the record is created.

With the new List User field enhancement, it would be 'cool' to be able to use such a field to define certain chosen groups of users. Then, when I select a group from a drop down box, the correct list user field would display already populated with the users required for the group selected from the drop down box. 

Form rules could be like:
if ( [drop-down] = "Web Group" display [web group user field list])
if ( [drop-down] = "Finance" display [finance user field list])
... etc

Then I could check off whom ever I'd want to receive a notification when that record is created.

The benefit is of course, less user fields defined, and, even better, no checkboxes to select users need be created. Less maintenance and fuss when ever new users need to be added also.

So, in other words, allow that List User Field or any number of List User Fields to be 'pre-loaded' with 'specific' registered users rather than all users in my realm.

I hope that made sense.

thanks,

C

Thank you for your feedback

Thank you for your feedback on the new list-user field.  We will pass your suggestion for enhancing the field on to the Product Management team.

Rich Text Fields

Is it possible to include an option for using a rich text field rather than forciing html on everyone?

Unfortunately there is not a

Unfortunately there is not a rich text option at this time. I can see how this might be useful so I will certainly pass this feedback on to our product managment team.


Best,


Phil

Master Table

One thing I have always thought was missing from Quickbase was the ability to modify/view ALL info in a table....like a 'master spreadsheet'.  If I understand it correctly today, the only option is to create a report with all the fields and to use this.

Hey Melanie, There’s no

Hey Melanie,

There’s no need to create that report. When a table is created, two shared reports are automatically created: “List All” and “List Changes”. Choose the table from the bar at the top of the screen, then click “List All” to display a grid with all of the data in that table. Click “Grid Edit” in the toolbar just above the grid to make it editable, then double-click in any cell to edit it.

See https://www.quickbase.com/help/default.html#grid_edit.html for further details.

Happy editing!

Multiple Field Labels

Hello: How about giving us two (or more) default Field Labels for each field in a table? For example, "Form Field Label" and "Report Field Label". I often need a longer descriptive Field Label for a form, but a shorter concise Field Label that doesn't take up too much room on a report column heading. Currently I accomplish this with overrides in the "Set Column Properties" function, but it is tedious to have to do this for each report individually (sometimes dozens of times), and it's easy to lose consistency from one report to another. I have also tried using abbreviated Field Labels in the field properties table definition (which come out nice on reports) and then use longer overrides on the form, but the problem with this is that the short labels do not provide very good documentation for each field. A third default (which is not critical, but nice-to-have) would be "Schema Field Label" which could be used by developers to explicitly document field names without having to show the messy details to end users. Actually, this could be the "REAL" Field Label (used for Table Relationships, etc.) with the other two being special purpose labels. Thanks for considering this... Vaughn

Thank you for your feedback

Thank you for your feedback about default field labels. We have passed your feedback on to our Product Management team.

If you would like, you can also submit QuickBase feedback and requests directly to Product Management through QuickBase Product Central (https://www.quickbase.com/db/bcygqv9yy).

awesome

Excited about the new features, especially the multiple user field.

In general, the more things that you can do to help limit table creep and the structural complexity of an app, the better.

My biggest feature request -- and the one most likely to potentially cause us to migrate to another platform: the ability to send emails to a quickbase app, to either create a new record, or ideally append to a text field in an existing one.

https://quickbase-inbox.heroku.com/

You might find this useful - https://quickbase-inbox.heroku.com/

Thank you for your feedback

Thank your for your feedback on the new release and suggestions for enhancements. We will forward your comments to our Product Management team. 

Editing records takes too long

I want an enhancement that will allow me to edit data without having to click EDIT and waiting for the page to refresh.  This takes too long. 

I want to be able to VIEW a record and double-click on a field and have just that field turn into EDIT mode.  Then I can change the data and click off the field and it goes back to being VIEW only. 

 

This would really speed up my group's usage of the system.  We currently have to:

  1. scroll to top
  2. click edit
  3. wait for refresh
  4. scroll down
  5. enter data
  6. scroll to top
  7. click save
  8. wait for refresh
  9. scroll down
  10. view data

It takes way too long just to edit simple data.

Thank you very much for your

Thank you very much for your comments on data editing. I will send your suggestion to our Product Management team. 

Report Builder Filtering by entire tables & multiple 'defaults'

I recently created 'template' projects in a project management app I have built.  However, I did not want them to show up as projects in all the reports so I filtered the reports to not show projects with 'template' in the name (similar to the 'general message' filter which was originally built into the ABC Project Management App).  However, I had to go through and do this on ALL my reports separately (about 100).

My suggestion would be to allow a 'filtering' criteria (and maybe for 'sorting/grouping' and 'columns to display' as well) to be applied or added to all reports in a table (or maybe a step to select which reports to apply/add them to).

____________

On another, somewhat related topic.  I often find having only one 'default columns' setting in the report builder limiting (not to mention not having any customizable 'default' for 'filtering' nor 'sorting/grouping').

My suggestion would be to allow administrators to create several additional 'column to display' options (currently, if I don't want exactly the 'default columns' then I have to set up a whole 'custom columns' set for every report separately).  This same idea could also be applied to 'filtering' and 'sorting/grouping' in the report builder.

 

By the way, GREAT JOB with the new 'list-user' field and the "Reorder fields more easily' improvement.  You just made my life A LOT EASIER!  Can't wait 'till the 22nd.

 

Regards,

NW

Thanks for all of your

Thanks for all of your feedback! I will pass your suggestions for filtering criteria and Report Builder on to our Product Management team. 

If you would like, you can also submit QuickBase feedback and requests directly to Product Management through QuickBase Product Central (https://www.quickbase.com/db/bcygqv9yy).

Fix form rules to use fields not on the form.

Please fix the form rules to use calculated fields properly. The form rules do not seem to work unless calculated fields referenced in the rule are included in the form. For example, let's say there are two fields: 'Secret' and a calculated 'Show Secret', and a form rule like 'If (Show Secret is checked) show Secret. The rule only works if 'Show Secret' is included on the form.

There is a work-around--you can add the field to the form and use a 'nonsense' rule that is always true/false to hide the field, however, this increases the time to display each record.

Thanks for your feedback.  I

Thanks for your feedback.  I will pass your suggestion for form rules on to our Product Management team. 

You can also submit QuickBase feedback and requests directly to Product Management through QuickBase Product Central (https://www.quickbase.com/db/bcygqv9yy).

Any/All on Form Rules

To improve data editing and display, please add the Any/All functionality to form rules. Without it, complex tests may require adding calculated field(s) to determine if a field is valid or should be displayed. Not only does this clutter the database, but the form rules do not seem to work unless the calculated field is in the form, so it increases the time to display each record, even if you apply logic to 'hide' the calculated field.

The form should also be fixed so that rules work using fields not displayed on the form. I'm making this a separate post.

Thank you for your feedback,

Thank you for your feedback, Art.  We’ve forwarded your suggestion for form rules to our Product Management team.

Date Format

The new release will certainly improve the way we use Quickbase, specifically Tasks.

However, we continue to struggle with the US Date format.  Whilst we have changed the view in Quickbase to help with this issue, reporting from Excel causes confusion and as a result we have to export from Quickbase and convert all dates before being able to report via Excel

Could you tell me if this facility will be available in any scheduled releases in the future.

Thank you

Response From QB

Sally,

We have heard from other customers that they would like to enter dates in formats other than US dates.  Our engineers have heard this feedback loud and clear and we will keep you posted as soon as we have an alternative.  If you have additional thoughts on how this might look, feel free to submit them here:

https://www.quickbase.com/db/bcygqv9yy

Best,

Phil

"When we introduced the

"When we introduced the ability to create reports using Any and All, this feature was available in the Report Builder only. In the May release, we’ve added this ability to filtering in Advanced Find, Email Notifications, and Email reminders." 

Could we have this in the form rules as well?

Thank you for your feedback! 

Thank you for your feedback!  We’ve forwarded your suggestion for form rules to our Product Management team.

List User field

I've got a 'team member' application that all my apps relate to with one record per employee. Is there a way use the new 'List User' field type to pick multiple users from this app through a relationship? that would be a dream...

List-user field

Nate, thank you for your question.  The List-User field will not replace the need for relationships when related data about is users is necessary.

More uses for Any/All Feature

I suggest there is a way we can use something on the lines of the Any/All interactive feature even to create a formula field. For example, while creating a formula field of type boolean, and I select to insert the If function, it should trigger a way where I can interactively use the Any/All feature of creating the condition and at the end, it should just insert the actual If statement in the formula box. Job Well Done!

Thank you again for your

Thank you again for your comments and the suggestion to use Any/All in formula fields.

Use Any/All in more places

"Use Any/All in more places

When we introduced the ability to create reports using Any and All, this feature was available in the Report Builder only. In the May release, we’ve added this ability to filtering in Advanced Find, Email Notifications, and Email reminders."

There are a lot more areas where this would be very useful, thereby reducing the need to have boolean fields. For example:

  1. Wherever you see "Matching Criteria" in relationships.
  2. Form rules.
I am sure your engineers can think of other areas wherever an if condition is being involved.

Thank you for your feedback,

Thank you for your feedback, Surya!  We’ve forwarded your suggestions for Any/All filtering to our Product Management team.

New Feature Release...

"When we introduced the ability to create reports using Any and All, this feature was available in the Report Builder only. In the May release, we’ve added this ability to filtering in Advanced Find, Email Notifications, and Email reminders." 

Now all we need is for this to be in Role Permissions too (and stabilize the existing Report Builder use of this feature)

 

"Reorder fields more easily- In this release, you’ll see that we’ve addressed issues with moving fields in long lists. You can now drag and drop fields across pages of fields. In addition, you can move or add a field to a specific location using the menu that appears when you right-click a field (shown below)."

FINALLY!!!!!

Thank you for your feedback

Thank you for your feedback!  We’ve forwarded your suggestion for Role Permissions to our Product Management team.  If you have any additional feedback on Report Builder, please feel free to let us know.

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