A configuration with the Trigger processing mode runs when a Quickbase email notification on your table sends a request to Courier. The notification decides when the email goes out—for example, when a record is added, or when a checkbox field is checked. The notification is sent to Courier, not to your users; Courier then builds and sends the email for that one record using your configuration.
You need one email notification for each triggered configuration.
Before you start
Save the configuration in the Extensions Portal with Processing Mode set to Trigger.
Make sure you can create an email notification with the Open permission type in your Quickbase app, so it can be sent to an address outside your app. If you can't select Open, submit a technical support case.
Get the settings from the Finish tab
The exact values for your notification are generated for each configuration.
In the Extensions Portal, on the QB Courier tile, select Configurations.
Edit your triggered configuration and go to the Finish tab.
Under Email Notification Setup, select View Email Notification Settings. The button is only available for configurations with the Trigger processing mode.
The Email Notification dialog opens on the Single Record Setting tab. It names the table and Quickbase application to create the notification in, and lists the values to use.
Multiple record processing
A triggered configuration can also process several records from one notification—for example, when many records are changed at once with Grid Edit or an import. To set this up, select the Multiple Record Setting tab in the dialog and use the Multiple Record Version of the custom message in your Quickbase notification.
In the multiple record version, the custom message line is wrapped in %RepeatOn% and %RepeatOff%. Quickbase repeats the line between them once for each record in the notification, so Courier receives one request per record and sends an email for each one. For example:
%RepeatOn%
configid=Q123:4567 recid=[Record ID#] configkey=a1b2c3 type=courier
%RepeatOff%If three records change in the same action, Courier receives three lines, each with that record's ID, and processes all three. The other notification settings are the same as for a single record.
Create the email notification in Quickbase
In your Quickbase app, create a new email notification on the table named in the dialog, and enter these settings:
Setting | Value |
|---|---|
Permission Type | Open: Emails sent openly to anyone |
Notification Name | Any name that makes sense to you, for example |
Notify Whom | A specific list of email addresses |
Email address |
|
Notify When | The record changes and conditions that should send the email (see below). |
Message Type | Custom Message, Single Record Version (or Multiple Record Version for multiple record processing) |
Subject | Any subject. Courier doesn't use it, so pick one that helps you recognize the notification—for example, |
Custom Message | The line shown in the dialog, copied exactly (see below). |
Save the notification. The trigger is now ready to use.
Custom message
The custom message tells Courier which configuration to run and for which record. This value is available from Courier configurator. Copy it exactly as shown in the dialog. It has this form:
configid=Q<client ID>:<configuration ID> recid=[Record ID#] configkey=<config key> type=courierPart | Description | Sample |
|---|---|---|
| Your client ID (starting with Q), a colon, and the configuration ID. Both are filled in for you in the dialog. |
|
| The Record ID# field of your table, in square brackets, so Quickbase inserts the ID of the record that fired the notification. If you renamed the Record ID# field, the dialog shows your field's name instead. |
|
| The configuration's key. It is also shown, read-only, as Config Key on the Configuration tab and in the configurations list. When a key is required for the configuration and it is missing or doesn't match, Courier doesn't process the request—so always include it as shown. |
|
| Always |
|
Choosing when to notify
Use Notify When and the notification's conditions to send the email only when it should go out. For example:
Notify when a record is modified, when OK to Send changes, and only when OK to Send is checked.
Add a condition that the field holding the recipient address is not empty—Courier skips records with no recipient.
Important
Make sure the notification can't fire again because of the email it just sent. For example, if the configuration writes the sent date to an Update field, don't notify on changes to that field, or Courier can send the same email repeatedly.
Test it
On the Test Configuration tab, enter a Record ID# and an email address, and select Test. Courier sends a sample of the email for that record to the address you entered—your recipients don't receive it. You don't need the email notification for this test.
With the configuration's Status set to Test Mode, change a record in Quickbase so the notification fires. Courier sends a sample of the email to the Copy email address on the configuration instead of to your recipients.
When you're ready, set Status to Enabled. Emails then go to your recipients each time the notification fires.
Each run is listed in the configuration's activities in the Extensions Portal.
If emails don't go out as expected, see Courier troubleshooting.