--- title: "Document Portal messages and troubleshooting" slug: "document-portal-messages" updated: 2026-10-09T18:05:44Z published: 2026-10-09T18:05:44Z canonical: "help.quickbase.com/document-portal-messages" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.quickbase.com/llms.txt > Use this file to discover all available pages before exploring further. # Document Portal messages and troubleshooting This article lists the messages you can see while setting up and using Document Portal, grouped by where they appear. For each message you get the cause and what to do. Messages are quoted exactly as they appear on screen, so you can search this page for the text you see. ## How messages appear - **Status messages** appear near the bottom of the grid. Success messages are green, information messages are blue, notices are gray, and errors are red. Click the **X** to dismiss one. - Some red error messages end with *Click to see more.* Click the message to open a box with a heading such as *Could not upload file(s):* and one line for each problem. Most of the detailed messages below appear in that box. - If an error stops the portal from loading, the grid is replaced by an error page that reads *Oops! Something went wrong.*, then the reason, then *Please close this window.* The text below the grid reads *Fatal Error*. ## Limits to know | **Limit** | **Details** | | --- | --- | | File size with Quickbase as the cloud | 75 MB per file. Larger files are rejected with a message that names the file. | | Upload size with Amazon S3, Dropbox, or Egnyte | 2 GB in total for each upload. You can upload three 500 MB files at once, but not ten. If you select more than 2 GB at once, upload the files in smaller groups. | | Allowed file types | The file types (extensions) you can upload are set on your Quickbase Extensions account, not in your app or in the button formula. Your app admin can't change this list. Files without an extension are rejected. To allow another file type, submit a [technical support case](https://help.quickbase.com/docs/get-help-from-quickbase-technical-support) and name the extension you need. | | Session length | 120 minutes from the time you open the portal, whether or not you use it. After that, the portal stops accepting actions until you open it again. See [Session](https://help.quickbase.com/quickbase-extensions/docs/en/document-portal-messages#session). | ## When the portal opens These messages appear on the error page (*Oops! Something went wrong.*) when you click the **Document Portal** button. | **Message** | **Cause** | **What to do** | | --- | --- | --- | | *The following parameter(s) were invalid:* followed by one or more lines, for example *ClientID was not set.*, *Cloud was not a valid value.*, *Msid was not set.*, or *DetailsRelatedKeyFID was not set.* | The button's formula is missing a required parameter, or a value isn't valid. *Msid was not set.* also appears if you click the button on a record that hasn't been saved yet, because the record has no Record ID# until it's saved. | Save the record and try again. If the message continues, an app admin should compare the formula with [Document Portal formula URL parameters](https://help.quickbase.com/quickbase-extensions/docs/en/document-portal-formula-url-parameters). Each line names the parameter to fix. For example, *cloud* must be *s3*, *db*, *eg*, or *qb*, and *msid* must be a number. | | *Given parameters not supported - cannot use Quickbase as a cloud without Details turned on.* | The formula uses *cloud=qb* with Details mode off. | Turn on Details mode (*details=true* plus the details parameters), or choose Amazon S3, Dropbox, or Egnyte as the cloud. | | *A temporary authorization token is required for this application. Please check your field settings or contact an App Administrator.* | Your account uses enhanced security, and the button didn't send a temporary token. This happens when a button was changed by hand, for example a **Document Portal** button whose link lost the *POSTTempToken* class. | An app admin should check that the **Document Portal** button's link still has the *POSTTempToken* class and the *data-tempTokenDBID* attribute that the installation wizard adds. The **Document Portal - Mobile** button the wizard creates also sends a temporary token; if a copy of it shows this message, run the installation wizard again to create a new one. | | *There was an issue verifying your temporary authorization. Please try again or contact an app admin.* | The portal couldn't confirm the temporary authorization Quickbase sends when you click the button. | Close the window and click the **Document Portal** button on the record again. If the button was edited by hand, an app admin should check that the link still has the *POSTTempToken* class and the *data-tempTokenDBID* attribute that the installation wizard adds. | | *Your session is no longer valid for this request. Please relaunch the Document Portal from Quickbase.* | The portal's authorization doesn't match the record being opened. | Close the window and open the portal again from the record. | | *Unable to retrieve record data! Please make sure that the usertoken has permissions.* | With Amazon S3, Dropbox, or Egnyte, the portal reads the record's folder from the field set in *clouddirectoryfid* (the wizard names it **Document Portal Directory**). It couldn't read that field. | An app admin should check that *clouddirectoryfid* is the right field ID, and that the user token saved for the app in the installation wizard (see [Authorization](https://help.quickbase.com/quickbase-extensions/docs/en/step-2-authorization)) can view that table. | | *Cloud Directory was blank, but we were unable to populate the directory on the master record. Please contact your app admin.* | The record's folder field was empty, and the portal couldn't save a new folder name to it. "Master record" here means the parent record you opened the portal from. | An app admin should check that the *clouddirectoryfid* field is a plain text field (not a formula or lookup) and that the app's user token can edit it. | | A message that ends with *Please make sure all fields within the parameters exist.* | A field ID in the formula, for example in *detailsclist*, doesn't exist on the table. | An app admin should check each field ID in the formula against the table. | | *Encountered fatal error. Please contact your application admin.* | The portal stopped without a more specific reason. | Close the window and try again. If it keeps happening, submit a [technical support case](https://help.quickbase.com/docs/get-help-from-quickbase-technical-support) and say what you clicked. | Other messages on this page come from the authorization check for your account and app. If one doesn't say how to fix it, submit a [technical support case](https://help.quickbase.com/docs/get-help-from-quickbase-technical-support). ## Session | **Message** | **Cause** | **What to do** | | --- | --- | --- | | *You've been inactive for too long.* with *Please refresh the uploader or refresh the page.* | The portal's session lasts 120 minutes from the time it was opened. The message covers the grid on your next action after that, and the upload, download, delete, Grid Edit, and Settings buttons stop working. | Close the Document Portal window and open it again with the **Document Portal** button on the record. Changes you saved before the message appeared are kept. | ## Uploading and replacing files When an upload fails, you see a red *Error uploading file(s).* message. Click it to see *Could not upload file(s):* and the reason for each file. When a replace fails, you see *Error replacing file.* and then *Could not replace file:*. | **Message** | **Cause** | **What to do** | | --- | --- | --- | | *File was not a valid extension. Contact you app admin if this extension should be permitted.* | The file's type isn't on the allowed list for your account. This applies to uploads and to Replace. | Your app admin can't change this list. To allow the file type, submit a [technical support case](https://help.quickbase.com/docs/get-help-from-quickbase-technical-support) and name the extension. See [Limits to know](https://help.quickbase.com/quickbase-extensions/docs/en/document-portal-messages#limits). | | *File was too large for Quickbase. Storage limit via API is 75MB.* *Could not upload - File Size too large. Storage limit via API is 75MB.* *File was too large to upload to Quickbase (40 MB Limit).* | Quickbase as the cloud only. The file is too large for Quickbase to accept. | Upload a smaller file. Files over 75 MB need Amazon S3, Dropbox, or Egnyte as the cloud. | | *Unable to create details record. Please check that you have added all required values to Fill Out.* | A required field on the details table was left blank. | Upload again and fill in every field in the **Set Details for New Record** window. An app admin can mark the field **Required** or give it a default value in *detailsclist* (see [Set default values for new records](https://help.quickbase.com/quickbase-extensions/docs/en/set-default-values-for-new-records)). | | *Unable to create details record. Please contact your application admin.* | Quickbase didn't accept the new details record. | An app admin should check that the app's user token can add records to the details table, and that the values in *detailsclist* fit their fields. | | *Upload has been locked to false by the app admin.* | Uploads are locked off with *allowupload=nl*. | This is intended. See [End-user permissions](https://help.quickbase.com/quickbase-extensions/docs/en/end-user-permissions). | | *Error uploading file(s).* with no details | The upload didn't reach the portal, for example because the files selected add up to more than 2 GB. | Upload fewer files at a time, then click **Refresh**. | | *Too many files were entered for replacement.* | You picked more than one file in the file picker for Replace. | Pick one file. | | *No files selected* or *Too many files selected.* | Replace works on exactly one file in the grid. | Select one file, then choose **Replace Selected**. | | *Unable to replace file. Please contact your Quickbase admin.* *Could not update Quickbase with replaced key.* | The new file was sent, but its details record couldn't be updated in Quickbase. | Click **Refresh** and check the file. An app admin should check that the app's user token can edit the details table. | | *Replaced file but could not find replaced file in list. Please refresh.* | The file was replaced, but the grid couldn't show the change. | Click **Refresh**. | | *Replace has been locked to false by the app admin.* | Replace is locked off with *allowreplace=nl*. | This is intended. See [End-user permissions](https://help.quickbase.com/quickbase-extensions/docs/en/end-user-permissions). | ## Downloading, deleting, and other file actions | **Message** | **Cause** | **What to do** | | --- | --- | --- | | *No files selected* | You chose Download or Delete with no files selected. | Select one or more files first. | | *Error downloading file(s).* with *Could not download file(s):* and, for example, * no longer exists in cloud! Could not add to zip.* or *Could not zip files together!* | A file was removed from the cloud outside Document Portal, or the files couldn't be combined into **Files.zip**. | Click **Refresh** to update the grid, then download again. Try fewer files at a time if the zip fails. | | *Error deleting file(s).* or, in Archive Mode, *Error archiving file(s).* | The file couldn't be deleted or moved in the cloud. Click the message to see why. | Click **Refresh** and try again. | | *Delete has been locked to false by the app admin.* | Delete is locked off with *allowdelete=nl*. | This is intended. See [End-user permissions](https://help.quickbase.com/quickbase-extensions/docs/en/end-user-permissions). | | *Could not copy to clipboard!* with *Check browser's permissions for this site.* | Your browser blocked **Copy File Name(s)** from writing to the clipboard. | Allow clipboard access for the site in your browser settings, then try again. | ## Previewing files | **Message** | **Cause** | **What to do** | | --- | --- | --- | | *No records selected.* or *Too many records selected.* | Preview works on exactly one file. | Select one file, then choose **Preview Selected**. | | *Error displaying preview.* with *Access to file denied.* and *The file could not be accessed for preview. Please ensure that the file is available to the public.* | Your browser couldn't load the file for the preview. Common causes: - The Amazon S3 bucket name contains a period (.). - With Quickbase as the cloud, you aren't signed in to Quickbase in this browser, or the file is a PDF. PDF preview isn't available with Quickbase as the cloud. - The preview is loaded through our server (always for Egnyte, or when *hostedpreviews=y*), and the file type can't be shown that way, for example an SVG file. | You don't need to make your files public. For an S3 bucket with a period in its name, an app admin can add *&hostedpreviews=y* to the button formula so previews load through our server. With Quickbase as the cloud, sign in to Quickbase in the same browser. Otherwise, download the file to view it. | | *Error previewing file.* with *Could not preview file:* | The portal couldn't get a link to the file from the cloud. | Click **Refresh** and try again, or download the file. | If **Preview Selected** is grayed out, the file type can't be previewed. Previews work for images (such as JPG, PNG, and GIF) and PDF files. ## Grid Edit | **Message** | **Cause** | **What to do** | | --- | --- | --- | | *Grid Edit Enabled!* (blue) | You turned on Grid Edit. | Edit cells, then click **Confirm Edit** (or press Ctrl+S, Command+S on a Mac). | | *Changes Canceled* (gray) | You clicked **Cancel Edit** or pressed Esc. Pending changes were discarded. | Nothing. Turn Grid Edit on again to make changes. | | *No changes were made.* (gray) | You clicked **Confirm Edit** without changing any cells. | Nothing. | | *Edit Success.* (green) | Your changes were saved to Quickbase. | Nothing. | | *Error editing record.* with *Could not edit record:* and *One of the edited fields are required, but was given no value. Please double-check you have filled out all of the required values.* | A required field was left blank. | Fill in the required field and save again. | | *Error editing record.* with *Unable to edit Quickbase record(s). Please contact your admin for more info.* | Quickbase didn't accept the change, for example because of a field's rules or the app's permissions. | An app admin should check the field and that the app's user token can edit the details table. | | *No changes were given to edit the record.* | The save request had no changed values. | Make a change, then save. | ## Details records These messages relate to the Quickbase records behind your files (Details mode): **Edit Record**, **Open Record**, and links shown in grid columns. Edit Record shows the same save messages as Grid Edit. | **Message** | **Cause** | **What to do** | | --- | --- | --- | | *No records selected.* or *Too many records selected.* | **Edit Record** and **Open Record** work on exactly one file. | Select one file first. | | *Error getting record link.* with *Record does not exist in Quickbase.* | The file's details record was deleted in Quickbase. | Click **Refresh**. | | *Error getting record link.* with *This function is for details-mode only.* | **Open Record** was used without Details mode. | Open Record needs Details mode. See [Cloud Only / No Details Mode](https://help.quickbase.com/quickbase-extensions/docs/en/cloud-only-no-details-mode). | | *Unable to open link* with *Link blocked by browser.* | Your browser blocked the new window or tab, for example when you click a link or button shown in a grid column. | Allow pop-ups for the site in your browser, then click the link again. | Some fields can't be edited in the portal at all. See [Add more columns to display](https://help.quickbase.com/quickbase-extensions/docs/en/add-more-columns-to-display). ## Installation wizard: Document Portal Setup step These messages appear at the top of the **Document Portal Setup** step when you click **Next**. See [Document Portal Setup](https://help.quickbase.com/quickbase-extensions/docs/en/document-portal-setup). | **Message** | **Cause** | **What to do** | | --- | --- | --- | | *Please select a cloud to store the files in.* | No cloud is chosen. | Choose a cloud in **Select a Cloud**. | | *Please select a table to set up.* | No parent table is chosen. | Choose the parent table in **Select Table to Setup**. | | *Please select a details table, or select Create New Table.* | You chose to store file details, but no details table is chosen. | Choose a table in **File Details Table**, or choose **Create a Table**. | | *Please enter a name for your new details table.* | You chose **Create a Table**, but the name is blank. | Enter a name in **Enter a Table Name**. | | *The table name is invalid because it starts with an underscore (_). Please remove the underscore.* | The new table's name starts with an underscore. | Remove the underscore at the start of the name. | | *The table name already exists.* | Another table in the app already has that name. | Enter a name that no other table in the app uses, or choose the existing table in **File Details Table**. | | *Cannot choose Quickbase as a cloud with no details.* | You chose Quickbase as the cloud without storing file details. Quickbase as the cloud needs Details mode. | Choose **Store File Details**, or choose another cloud. | ## Installation wizard: cloud account setup These messages appear on the **Amazon S3 Account Setup**, **Dropbox Account Setup**, and **Egnyte Account Setup** steps. | **Message** | **Cause** | **What to do** | | --- | --- | --- | | *Unable to use credentials to access S3. Please double-check that all credentials are correct.* | The wizard couldn't connect to Amazon S3 with the keys and region you entered. | Check the access key, secret key, and region, and that the IAM user's policy is attached. See [Amazon S3 setup](https://help.quickbase.com/quickbase-extensions/docs/en/cloud-provider-amazon-s3-setup). | | *Bucket not found using given S3 Credentials! Please ensure the bucket's name is correct and that it exists in the correct account.* | The keys work, but no bucket with that name was found for them. | Check the bucket name, and that the bucket is in the same AWS account as the IAM user. | | *You must generate a Refresh Token using the Generate Refresh Token button before proceeding.* | You clicked **Next** before connecting the Dropbox or Egnyte account. | Click **Generate Refresh Token**, sign in to Dropbox or Egnyte, and allow access. For Egnyte, enter your domain first. See [Dropbox setup](https://help.quickbase.com/quickbase-extensions/docs/en/cloud-provider-dropbox-setup) or [Egnyte setup](https://help.quickbase.com/quickbase-extensions/docs/en/cloud-provider-egnyte-setup). | | *You must enter a folder.* | The folder box is blank. | Enter a folder in **Dropbox Folder** or **Egnyte Folder**. | ## Frequently asked questions ### Why was my file rejected as "not a valid extension"? The allowed file types are set on your Quickbase Extensions account. Your app admin can't change them. Submit a [technical support case](https://help.quickbase.com/docs/get-help-from-quickbase-technical-support) to request the file type you need. ### What's the largest file I can upload? 75 MB per file with Quickbase as the cloud. With Amazon S3, Dropbox, or Egnyte, each upload can be up to 2 GB in total. ### Why do I see "You've been inactive for too long"? A Document Portal session lasts 120 minutes from when you open it. Close the window and open it again from the record. ### The portal shows "Oops! Something went wrong." What now? Read the reason under the heading and find it in [When the portal opens](https://help.quickbase.com/quickbase-extensions/docs/en/document-portal-messages#launch). Most of these are fixed in the button's formula by an app admin. ### Does the Document Portal - Mobile button work with enhanced security? Yes. The installation wizard creates it so it sends a temporary token. Use it to open the Document Portal in a new window on phones and tablets. ### Why won't my file preview? See [Previewing files](https://help.quickbase.com/quickbase-extensions/docs/en/document-portal-messages#preview). A common cause is an Amazon S3 bucket with a period (.) in its name, which *hostedpreviews=y* fixes. ### My Amazon S3 region isn't in the Select a Region list. What can I do? The wizard can connect only to buckets in the regions listed in [Amazon S3 setup](https://help.quickbase.com/quickbase-extensions/docs/en/cloud-provider-amazon-s3-setup). Create the bucket in one of those regions. ### How do I add columns after setup? Edit the *detailsclist* parameter inside the button's formula. See [Add more columns to display](https://help.quickbase.com/quickbase-extensions/docs/en/add-more-columns-to-display). ### Why can't users edit some fields? Formula, lookup, summary, user, list-user, rich text, address, and Record ID# fields, and Quickbase's built-in fields, are always read-only in the portal. A column can also be set to read-only in *detailsclist*, and Edit Record or Grid Edit may be turned off (see [End-user permissions](https://help.quickbase.com/quickbase-extensions/docs/en/end-user-permissions)). ### Where did my archived file go, and why is it renamed? In Archive Mode, the file moves to the archive sub-folder (**Deleted** by default) inside the record's folder, and a number is added to its name so archived copies never overwrite each other. See [Archive Mode](https://help.quickbase.com/quickbase-extensions/docs/en/archive-mode). ### The wizard won't accept my details table name. Why? The name can't start with an underscore, and no other table in the app can use it. See [Installation wizard: Document Portal Setup step](https://help.quickbase.com/quickbase-extensions/docs/en/document-portal-messages#wizard). ### How do I change my saved cloud credentials? See [Manage saved credentials](https://help.quickbase.com/quickbase-extensions/docs/en/cloud-provider-overview#manage-saved-credentials).