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How would I automatically download QuickBase tables and their attached files using Microsoft Access?

This article refers to functionality that is not available to accounts on the QuickBase Essential plan. If the functionality described here does not match what you're seeing in QuickBase, your account is probably on this plan.

 


 

You can use a third-party tool called QuickBase Desktop to download data and file attachments for one table at a time from QuickBase to Microsoft Access®. This process  gives you the option of storing those records on your computer, making it a great option for archiving.

In this article you’ll learn to:

  • Set up QuickBase Desktop

  • Download data from a table

  • Download all of a table’s file attachments at once

  • Sync data from one or more tables between QuickBase and Access

  • Sync all local tables through the command line

  • Schedule all local tables to sync automatically

 

To set up QuickBase Desktop:

  1. Download the QuickBase Desktop Access database to your hard drive. Right-click the link above and select Save Target As (in Internet Explorer) or Save Link As (in Firefox or Chrome) from the shortcut menu. 

    Note: QuickBase Desktop is compatible with 32-bit Windows versions of Microsoft Access 2003, 2007, 2010, and 2013.

  2. If your browser asks whether you want to open or save the file, click Save.

  3. Select a location for the QuickBase Desktop Access database.

    You can save it on your Desktop or in any folder you want. Be sure to save the file with an .MDB extension. Once you've selected the destination folder, click Save.

  4. Locate the file you saved in the previous step and double-click it.

    Microsoft Access opens the file and prompts you to log into QuickBase. 

    Note: If a yellow Message Bar appears with a shield icon, click Enable Content.

 

To download data from one of your QuickBase tables:

  1. In the QuickBase Desktop Access database, enter your account URL next to Your QuickBases at: (for example, mycompany.quickbase.com).

  2. Enter your QuickBase User Name and Password on the right.

  3. Click Refresh to log in.

    A list of your tables appears.

  4. Double-click the table you want to download.

    Access downloads the table. When the download has finished, the table appears in the list on the right.

 

To access a table’s file attachments:

  1. From the QuickBase Desktop Access database, double-click qbd_DBID in the Tables section at the left. This identifier will be the dbid of your QuickBase table. Please see this article to learn how to find the dbid). A spreadsheet view of your records appears.

  2. To find the folder on your computer that holds all the file attachments from the table, right-click the link to one of the file attachments, and choose Hyperlink > Edit Hyperlink.

  3. Use Windows Explorer to navigate to that folder on your computer to browse your attached files. Each table’s files will be in its own folder, named with the DBID of the table.

To sync data between QuickBase and MS Access:

  1. From the QuickBase Desktop Access database, select a local table from the list on the right.

  2. Click Sync to update the table. Alternatively, you can click Sync All to update all your local tables at once.

    Note: If any of your local tables have since been deleted from QuickBase, they are considered invalid and Sync All will fail. If you still need the local copy of the invalid tables, you’ll need to press Sync on each table you'd like to update. On the other hand, if you no longer need the local copy of the invalid tables you can click Delete to remove them, which will allow you to use the Sync All command.

While syncing will allow you to add or update a table’s records from QuickBase or Access, syncing new fields is not currently supported. Additionally, if you delete a record on the QuickBase side, it won’t be removed from Access. If either of these issues is affecting your recordkeeping, select the local table in Access, click Delete, and re-select the table from the left side to download it again. This will refresh your local table with the most recent data from QuickBase.

To sync data between QuickBase and MS Access using the command line:

  1. Open the Start menu and search for cmd. (Depending on your version of Windows you may need to go to Start > Run, and perform the search there.)

  2. Press Enter to go to the command line.

  3. Enter this command:

    "C:\Program Files (x86)\Microsoft Office\Office15\MSACCESS.EXE" "C:\Users\myuser\Documents\QuickBaseDesktop.mdb" /cmd password=yourPassword username=yourUsernameOrEmail"

    You’ll need to replace the bolded items in the sample with the correct information for your system before running the command.

 

To schedule all local tables to sync automatically:

  1. Open the Start menu and search for task scheduler. (Depending on your version of Windows you may need to go to Start > Run, and perform the search there.)

  2. Press Enter to open the scheduler.
  3. In the Actions pane on the right, click Create Basic Task.

  4. Give the task a name, and a description (optional), and click Next.

  5. Select the frequency your tables should be synced and click Next.

  6. Enter the start date and time for the task.

  7. Choose how often the task should recur, and click Next.

  8. Since the default option, “Start a program”, is correct, click Next again  on the next page.

  9. Under Program/script, enter the path to your MS Access executable in quotes (such as "C:\Program Files (x86)\Microsoft Office\Office15\MSACCESS.EXE").

  10. Under Add arguments, enter this command:

    "C:\Users\myuser\Documents\QuickBaseDesktop.mdb" /cmd password=yourQBPassword username=yourQBUsernameOrEmail" 

    You’ll need to replace the bolded items in the sample with the correct information for your system before running the command.

  11. Click Next, then click Finish. The main Task Scheduler page displays. Your tables will now sync automatically based on the schedule you set.

    To view or update the task, click Task Scheduler Library in the left pane, and select your task from the list.

     


NOTES:

  • QuickBase Desktop does not support application tokens. To use this tool, you must leave application tokens disabled for the application you want to download. If tokens are required, disable them manually. For more information, please see our Application Tokens and Disable Application Tokens help topics.

  • QuickBase Text fields appear as Memo fields in Access.

  • QuickBase User fields display as User IDs rather than names in Access.

  • QuickBase Desktop enforces required fields through the "One Record" and "Many Records" editing of records.

  • QuickBase Desktop allows you to download a table with up to 255 fields. If you download a table with more than 255 fields, only the first 255 fields will be downloaded.

  • If you're doing a join on an Access Memo field, you'll need to explicitly set the field size to 255 characters and then re-download the table. Since QuickBase Text fields can be much larger than that, they may cause the join to fail.

 

Comments

Error Number: -1

Hi

I am getting error number: -1 (Communications with http.... was interrupted or timed out when I hit the Refresh button of this tool. can you help please?

 

Thanks

 

Rani

Hi Rani, In this situation it

Hi Rani,

 

In this situation it would be best if you can open a support case by logging in to QuickBase and clicking Help from any screen, and then choosing Manage Support Cases.  That way one of our support reps can take a look at your setup and see what's going on there.

 

Thanks!

Brian

Intuit QuickBase

QuickBse Desktop Version 2.54

It seems this file was never updated for a 64 bit system. I am getting the error, The expression On Open you entered as the event property setting porduced the following error. The code in this porject must be updated for use on 64-bit systems. Please review and update Declare statements and then mark them with Ptrsafe attribute.

Is there something i am missing? If so thanks in advance.

Hi Mike,Yes, unfortunately

Hi Mike,

Yes, unfortunately QuickBase Desktop does not currently support the 64-but version of MS Office. I'm sorry for the inconvenience.

 

Thanks,

Brian

Split a documents table

Hi

 

I have a pretty large documents table that I need to download to QB Desktop.   Is there any way that I can split the download, e.g. say if I want to download 10,000 records per run.

 

Thanks

 

John

RE: Split a documents table

Hi John,

 

If you open a support case at https://support.quickbase.com they can work with you on that.

 

Thanks,

Brian

QB Support

Quickbase Desktop to Extract an attachments table

Hi guys

 

I need to extract attachments from one of our tables in QB.  I have a copy of MS Access and have downloaded QB desktop.  However I am unsure where to go from here.  Is there is step by step guide on this that would be available? (I am somewhat of a novice).  Any help would be greatly appreciated.

 

Regards

 

John

RE: Quickbase Desktop to Extract an attachments table

Hi John,

 

Details on how to use QuickBase Desktop can be found here:

http://quickbase.intuit.com/developer/knowledge-base/how-would-i-automat...

 

If you get stuck please visit support.quickbase.com to open a support case, and a support rep will be happy to assist you with this.

 

Thanks,

Brian

Intuit QuickBase

Custom Reports

I have downloaded the QuickBaseDesktop application.  I just want to use it to develop different reports that I can't build in Quickbase.  I only want to synch one way (the server to my local desktop), is this possible?  If so how?  I don't want to take a chance of altering data from my desktop

Thanks

Jose

RE: Custom Reports

Hi Jose,

 

If you can visit http://quickbase.intuit.com/support and open a support case, we'll be happy to help you get the one-way snycing set up.

 

Thanks,

Brian

Automation

Hi,

 

Can this tool be used to automatically import files to quickbase apps. So I have like 20 excel tables I need to upload weekly into quickbase, I do not want to have to import each one individually each week so my thinking is that hosting these excel sheets within quickbase dektop would automatically sync with quickbase, is this correct?

re: Automation

Hi Patrick,

 

My name is Brian from QuickBase Support. QuickBase Desktop is an MS Access database, so you would not be able to directly host Excel spreadsheets within it. But yes, the information within QB Desktop will automatically sync with QuickBase.

 

Thanks,

Brian

QuickBase Support

Access

This is fantastic! Great way to do a backup of data and to purge data from bloated files

Does QB Desktop work with Office 2010?

I had difficulty running in a Windows 7, Office 2010 environment.

QB Desktop not supported with Office 2010

Hi Melissa --

I'm sad to report that the QuickBase Desktop tool is not supported for Office 2010. It does still work with Office 2007, though.

Regards,

--Sybil

QB Desktop not supported with Office 2010

Hi Sybil,

Can you please update us on if and when it will be supported?

The need for it is demonstrated on our end and we are on the verge of migrating to a Windows 7/ Office 2010 environment.

Thanks,

Patrice

Hey Patrice,While I can't

Hey Patrice,


While I can't speak to if or when this will be compatible with Office 2010, I did want to let you know that there are a number of third party partner tools that work great for backing up QuickBase applications.  You can see a list of available add-ons here:

 

http://quickbase.intuit.com/partners/add-ons

 

I hope this might help!


Best,


Phil

This is a great option for

This is a great option for us.  We were afraid that there wasn't a good way to download all the attached files in a database without clicking each one individually, but this should work like a charm.  

if you use this, Let it be known , or it will just disapear

This is an excellent tool and I wish it would be supported.

 

So If anyone uses this or sees value in in please let it be known!

QB Desktop - Very Useful

The desktop is very useful in my organization.  I use it to archive data and to update data from unconnected devices.

Don't Let it disappear

I just found this little charm and think it will solve some of my issues in creating a timesheet management app... Don't let it go!

Sync on startup

Is there a way to run the cmd lines that automatically run the pswd and username that doesn't result in the system shutting down?  We use the Quickbase Desktop to create custom reports that we cannot in QB alone.  I would like to be able to run QB Desktop, have it automatically sync, then open with my report switchboard.

 

Thanks!

When will it support application tokens?

When will it support application tokens?

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