Document Portal overview

Document Portal

Manage your files in Quickbase with more flexibility and functionality

Document Portal is a Quickbase Extension that adds multi-file management right inside your Quickbase application. A Quickbase file attachment field holds one file per record, so working with many files on a record usually means adding several file attachment fields, or using a related table and opening each record to manage its file. Document Portal lets you upload multiple files to any given record, download multiple files from one place, edit details of file records, preview images and PDFs, and more.

Document Portal also allows you to use Amazon S3, Dropbox, or Egnyte as a Cloud to store your files in, removing the storage usage from your Quickbase application.

Note

To set up a cloud provider account for Document Portal, see Cloud provider overview.

Get started

Follow these steps in order to set up Document Portal in your app:

1. Run the installation wizard. Start with the installation wizard overview. If you want to store files in Amazon S3, Dropbox, or Egnyte, set up the account and folder before you run it: see Cloud provider overview. Skip that if you store files in Quickbase. Then choose your cloud and tables in Document Portal Setup, and review what was created in Document Portal Finish.

2. Add the button to your form. Put the Document Portal button field the wizard created on your parent table's form, if it isn't there already.

3. Customize it with parameters. Change columns, permissions, themes, and more in the button's formula: see Document Portal formula URL parameters.

4. Learn the features. Start with the User interface, then the other articles in Features and Functionality.

5. Fix problems. If something goes wrong, see Document Portal messages and troubleshooting.

A typical session

Here is what working with Document Portal looks like when it uses Amazon S3 in Details mode, with additional columns pulling Type, Receipt Amount, and Date from the detail records in Quickbase:

1. From a Quickbase record, click the Document Portal button. The portal opens with an empty grid whose columns are File Name, Type, Receipt Amount, Date, and File Size (KB).

2. Drag several files from your computer onto the grid. Each one uploads to Amazon S3, a green Upload Success. message appears, and a row is added to the grid for each file.

3. Right-click one file and choose Edit Record. In the Edit Record window, set Type to Receipt, enter a Receipt Amount, pick a Date, and click Save.

4. To update several files at once, click the Grid Edit button. A blue Grid Edit Enabled! message appears. Type values directly into the grid cells—changed cells are highlighted yellow—then click the checkmark to save. A green Edit Success. message confirms the change.

5. Select several files and click Download. They download together as a single .zip file.

Highlights of the Document Portal

• Upload multiple files at a time with either your native File Explorer or drag-and-drop

• Download multiple files at a time as a zip file

• Store files in a Cloud to reduce file storage footprint on your app

• Edit and view records associated with files

• Grid Edit records associated with files, with no navigating or additional integration reads

• Pre-fill fields on newly created records when uploading files

• Delete files without having to edit individual records manually—aka grid delete

* 2GB total size is for the "total" payload—you can upload 3 files that are 500 MB, but not 10 files that are 500 MB. Additionally, an individual file size limit of 75 MB is applied to Quickbase as a Cloud—files can be up to 2 GB if using Amazon S3, Dropbox, or Egnyte. File types you can upload are set on your account; see Limits to know.