---
title: "Email notification setup"
slug: "efp-batch-processor-email-notification-setup"
description: "Set up the Exact Forms Plus Batch Processor in Quickbase to automate document creation based on record changes and notifications for efficient processing."
tags: ["Quickbase Extension", "Document Generation", "Exact Forms Plus"]
updated: 2026-10-09T16:28:10Z
published: 2026-10-09T16:28:10Z
canonical: "help.quickbase.com/efp-batch-processor-email-notification-setup"
---

> ## 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.

# Email notification setup

The Exact Forms Plus Batch Processor runs in the background. Each run starts when a Quickbase email notification on your table sends the record's **Batch Processing Arguments** to the Batch Processor. The notification decides *when* documents are created: for example, when someone selects the **Execute EFP Batch** button, when a record is added, or when a status field changes. The notification goes to the Batch Processor, not to your users.

The installation wizard doesn't create this notification. You create it once on the table where the Batch Processor is set up. For how the Batch Processor works, see [Overview](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-overview).

## Before you start

- Set up the Batch Processor with the installation wizard, or add a **Batch Processing Arguments** formula field yourself. See [Two kinds of setup](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-overview#setups) and [Parameters](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-parameters).
- 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**, or Quickbase won't save a notification to an outside address, [submit a technical support case](https://help.quickbase.com/docs/get-help-from-quickbase-technical-support).

## Which table the notification goes on

| Setup | Table | Trigger field | Button |
| --- | --- | --- | --- |
| **Single document generation** | The master table, where the documents are created | **EFP Batch Trigger - Msg Field** | **Execute EFP Batch** |
| **Bulk document generation** | The **Batch Processing** table | **Trigger Field** | **Execute Batch** |

In both setups, the button writes `Batch Execution Requested_` and the date and time to the trigger field, and it's hidden while that field contains *Requested*.

## Create the email notification in Quickbase

In your Quickbase app, create a new email notification on the table from the table above, 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 `Exact Forms Plus: Create documents`. |
| **Notify Whom** | A specific list of email addresses |
| **Email address** | `efpbatch@efpbatch.quickbasetools.com`, or `efpbatcheu@efpbatch.quickbasetools.com` if your Quickbase account is in the EU. The wizard also adds this address to your table as the **Exact Forms Plus Batch Email** field. While you test, you can add your own address to see when the notification fires. |
| **Notify When** | The record changes and conditions that should start a run (see [Choosing when to notify](/quickbase-extensions/docs/efp-batch-processor-email-notification-setup#notify-when)). |
| **Message Type** | Custom Message, **Single Record Version**. In a single setup where records are also changed with Grid Edit or imports, set up the **Multiple Record Version** too, so each changed record is sent and gets its own document. |
| **Subject** | Any subject. The Batch Processor doesn't use it, so pick one that helps you recognize the notification, for example `Exact Forms Plus Batch Request`. |
| **Custom Message** | The **Batch Processing Arguments** field, and nothing else (see [Custom message](/quickbase-extensions/docs/efp-batch-processor-email-notification-setup#custom-message)). |

Save the notification.

### Custom message

The custom message sends the Batch Processor everything it needs: which template and records to use, where to save the documents, and where to report the result. All of this is in the **Batch Processing Arguments** formula field, so the message is just that field in square brackets:

```plaintext
[Batch Processing Arguments]
```

If you set up the Batch Processor with the wizard, the field's value already ends with the type and a `configid`, so the Batch Processor receives something like this:

```plaintext
clientid=Q1234 appid=bq1a2b3c4 tpdbid=bq5d6e7f8 tpid=1 msid=23 msdb=bq9g8h7i6 faid=51 efpdte=52 docfmt=pdf fn=EFP_Document apptoken= msdbefid=53 type=efpbatch configid=<config key>
```

In the EU, the type is `type=efpbatcheu`.

If your setup is older, your formula may not include the type or a `configid`. Add them after the field, separated by spaces:

```plaintext
[Batch Processing Arguments] type=efpbatch configid=<config key>
```

`configid` is the key of your app's Exact Forms Plus batch configuration, shown as the **Config Key** in the Batch Configuration Portal. See [Batch Config Portal overview](https://help.quickbase.com/quickbase-extensions/docs/en/batch-config-portal-overview). If your account requires batch configurations, the Batch Processor only runs when the `configid` and the arguments match a saved batch configuration. Otherwise it writes an error back and doesn't create documents. See [Change the arguments](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-overview#editing-the-arguments).

To see what your formula already includes, open the **Batch Processing Arguments** field's formula and look for `type=` and `configid=`. Don't add either one twice: a parameter that appears twice stops the run.

> [!NOTE]
> Note
> 
> Don't add other text to the message. The Batch Processor reads the message as a list of arguments separated by spaces, so extra words are read as arguments and can stop the run.

### Choosing when to notify

Use **Notify When** and the notification's conditions so that a run only starts when it should.

**With the button (single or bulk setup).** Set the notification to:

- Notify when a record is modified and the trigger field (**EFP Batch Trigger - Msg Field** or **Trigger Field**) changes.
- Add a condition: the trigger field contains `Requested`.

**Without the button (single setup).** You can create documents automatically from any change you like. For example:

- Notify when a record is added, to create the document as soon as the record is created.
- Notify when a record is modified and **Status** changes, and only when **Status** is *Approved*.

> [!WARNING]
> Important
> 
> Make sure the notification can't fire again because of the run it just started. When a run finishes, the Batch Processor updates the record: the document field, the date field, and the trigger field (to `PROCESS COMPLETED_` or `ERROR ENCOUNTERED_` and the date and time). Don't notify on changes to those fields without a condition that rules them out, such as the *contains Requested* condition above, or the Batch Processor can create the same document again and again.

## Test it

1. Open a record (single setup) or a Batch Processing record (bulk setup).
2. Select **Execute EFP Batch** or **Execute Batch**, or make the change that your notification watches for.
3. Wait a moment, then refresh the record. The trigger field should start with `PROCESS COMPLETED_`, and the document should be where the arguments say. In a bulk setup, select **Refresh** until the processing message is gone.

For where results and errors are written, see [Check the result](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-overview#results).

## If nothing happens

| What you see | What to check |
| --- | --- |
| The trigger field still says `Batch Execution Requested_` and the button is gone | The notification didn't fire, didn't reach the Batch Processor, or the arguments couldn't be read. Check that the notification is on the right table, uses the **Open** permission type, is sent to the right address for your region, and that its conditions match (trigger field changes and contains `Requested`). Then check the arguments; see [If the batch run doesn't work](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-parameters#troubleshooting). To get the button back, clear the trigger field. |
| The trigger field starts with `ERROR ENCOUNTERED_` | The Batch Processor ran but couldn't finish. The message after the date and time says why, for example the arguments don't match your batch configuration. Fix the cause, clear the trigger field if needed, and run it again. |
| The same document is created more than once | The notification is firing on the fields the Batch Processor updates. Add a condition as described in [Choosing when to notify](/quickbase-extensions/docs/efp-batch-processor-email-notification-setup#notify-when). |

## Learn more

- [Overview](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-overview): how the Batch Processor works, the two kinds of setup, and changing the arguments.
- [Parameters](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-parameters): what goes in **Batch Processing Arguments**.
- [Exact Forms Plus finish](https://help.quickbase.com/quickbase-extensions/docs/en/exact-forms-plus-finish): the fields the wizard adds to your table.