When setting up the Document Portal in your app, you are greeted by the Document Portal Setup step of the Document Portal Set-up wizard. A progress list down the left side of the wizard shows where you are: Authorization, Application Information, Document Portal Setup (highlighted), and Finish. If you select Amazon S3, Dropbox, or Egnyte as your Cloud, an account setup step for that Cloud (Amazon S3 Account Setup, Dropbox Account Setup, or Egnyte Account Setup) is added before Finish.
To learn what Document Portal does before you set it up, see the Document Portal overview.
The step has a Select a Cloud drop-down, a Select Table to Setup drop-down, and a File Details Table drop-down on the left, and a Store File Details in Quickbase choice on the right. Previous and Next (or Finish) buttons are at the bottom right.
You always have 2 main options for this setup:
Select a Cloud—This is where you declare the location you would like your files to be stored. For large files or high file volumes, we recommend Amazon S3, Dropbox, or Egnyte—these keep file storage out of your Quickbase application. If you would like to keep your files in Quickbase file attachment fields, choose Quickbase.
Additionally, if you select Amazon S3, Dropbox, or Egnyte, you will need to enter/verify your credentials in a later step. To prepare your account beforehand, see Cloud provider overview.
Select Table to Setup (required)—This is the parent table (sometimes called the master table) where you access the files from. The wizard adds the Document Portal buttons to this table. All of the files uploaded on a given record on this table are linked to this record in your cloud of choice.
Additionally, there is a third option that is always present, although you are locked into Store File Details when you select Quickbase as a cloud:
Store File Details in Quickbase—Two radio buttons: Store File Details (selected by default) and Store on Cloud Only. This option determines whether we store the files purely in the cloud of your choice, or if we should also upload key details about the files into a related table in your Quickbase. We always recommend you use Store File Details as this provides more utility and functionality using the tool. However, if you simply want to drop files to a cloud and not see them in Quickbase at all, then you can choose Store on Cloud Only (see Cloud Only / No Details Mode). Cloud Only is not available for Quickbase as a cloud since there would be nowhere to store the files.
If you have Store File Details selected, you also get the File Details Table option:
File Details Table (required)—This is the details or child table where the file details are stored, one record per file. In the case of Quickbase as a cloud, we store the files in a file attachment field here. The drop-down becomes available once you choose a table in Select Table to Setup, and it starts on Create a Table. You can keep that to have the wizard create a new table, or choose an existing table. The parent table itself can't be chosen.
Enter a Table Name (required)—Shown when Create a Table is selected. The name defaults to File Details. It can't start with an underscore (_), and no other table in your app can already use it.
If you choose an existing table in File Details Table, you are also prompted if you would like to display any additional fields in the Document Portal:
Fields to Display (optional)—You may want to display additional information from the details record directly in the Document Portal. This appears as two lists: the left list shows the available fields on your File Details Table (for example, Date Created, Date Modified, Record ID#, and the relationship fields). Select a field and use the right-arrow button to move it to the right list, which holds the fields that will be displayed. Use the left-arrow button to remove a field, and the up and down buttons to set the column order. You can choose up to 5 fields here; once the right list has 5, the left list is grayed out. Only these field types are listed: text, multi-select text, address, phone, email, and URL fields; date and date/time fields; and numeric fields and Record ID#. To show more fields, or other field types, after you have completed the wizard, see Document Portal—Add columns to display.
Messages on this step
When you click Next, the wizard checks your choices and shows one of these messages if something is missing:
Please select a cloud to store the files in.—choose a cloud in Select a Cloud.
Please select a table to set up.—choose a table in Select Table to Setup.
Please select a details table, or select Create New Table.—choose a table in File Details Table, or Create a Table.
Please enter a name for your new details table.—enter a name in Enter a Table Name.
The table name <name> is invalid because it starts with an underscore (_). Please remove the underscore.
The table name <name> already exists.—enter a different name, or choose the existing table.
Cannot choose Quickbase as a cloud with no details.—choose Store File Details, or another cloud.
For messages you may see later, in the portal itself, see Document Portal messages and troubleshooting.
Next: Document Portal Finish.