---
title: "Overview"
slug: "efp-batch-processor-overview"
description: "Automate document creation with Exact Forms Plus Batch Processor, triggered by Quickbase notifications, for efficient record management and reporting."
tags: ["Quickbase Extension", "Document Generation", "Exact Forms Plus"]
updated: 2026-10-09T16:27:38Z
published: 2026-10-09T16:27:38Z
canonical: "help.quickbase.com/efp-batch-processor-overview"
---

> ## 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.

# Overview

The Exact Forms Plus Batch Processor creates documents in the background, without anyone waiting in the browser. It does what the **Generate EFP Document** buttons do, using the same templates and the same parameters, but it's started by a Quickbase email notification instead of a button.

Use the Batch Processor to:

- **Create documents automatically** when a record changes, for example when an order's status becomes *Approved*, with no button to select. This works for records changed one at a time, with Grid Edit, or by an import.
- **Create many documents in one run** from a report or query, for example invoices for every open order, optionally merged into one file.

## How it works

1. Something changes on a record: a user selects the **Execute EFP Batch** or **Execute Batch** button, or a field you chose changes.
2. A Quickbase email notification on that table sends the record's **Batch Processing Arguments** to the Batch Processor's email address.
3. The Batch Processor reads the arguments, checks them against your app's batch configuration, gets the records, and creates the documents, the same way the buttons do.
4. It saves each document where the arguments say (a file attachment field, cloud storage, or a repository table), and writes the result back to the record: *PROCESS COMPLETED_* with the date and time, or *ERROR ENCOUNTERED_* with the error.

You don't need to keep the record open while the run is processed.

## Batch Processor or buttons?

|  | Buttons | Batch Processor |
| --- | --- | --- |
| **Started by** | A user selecting the button | An email notification: automatically when a record changes, or from a button that sets a trigger field |
| **Runs** | While the user waits; the document can open in the browser | In the background; nothing opens in the browser |
| **Documents per run** | Up to your account's limit for buttons (50 by default) | Up to your account's limit for batch runs, which is set separately |
| **Result** | Shown in the browser window | Written to a status field on the record, and in a bulk setup to the Batch Processing Logs and Errors tables |
| **Parameters** | In the button's formula, separated by `&` | In the **Batch Processing Arguments** formula, separated by spaces. The same parameters, plus a few for reporting results. |

Templates, embedded reports, functions, file names, saving options, protection, and merging all work the same in both. Test mode (`test=y`) is available only on the buttons.

## Two kinds of setup

The installation wizard sets up the Batch Processor for you. On the Exact Forms Plus setup type step, choose one of these:

### Single document generation (automatic documents)

Creates a document for one record at a time, on the record itself. The wizard adds these fields to the master table, next to the regular buttons:

- **Batch Processing Arguments**: the formula with the arguments for the record.
- **EFP Batch Trigger - Msg Field**: the status field. It shows *Batch Execution Requested_* and the time while a run is waiting, then the result.
- **Execute EFP Batch**: a button that requests a run for the record by setting the status field. It's hidden while a run is waiting.
- **Exact Forms Plus Batch Email**: the Batch Processor's email address, for the notification.

To create documents automatically, set up the email notification to fire on the change you want, for example when **Status** changes to *Approved*. To let users request a document, have it fire when **EFP Batch Trigger - Msg Field** changes and contains *Requested*.

### Bulk document generation (many documents)

Creates documents for every record returned by a report or query on the master table, started from a control record. The wizard adds three tables:

| Table | What it's for | Main fields |
| --- | --- | --- |
| **Batch Processing** | The control table. Each record is one kind of batch run, with its own arguments, and can be run again and again. | **Name**, **Batch Processing Arguments**, **Trigger Field**, **Execute Batch** (button), **Records to be Processed** (link to the records), **Processing** and **Refresh**, **Merged File**, **Merged Date**, **Exact Forms Plus Batch Email** |
| **Batch Processing Logs** | One record per run. | **Status**, **Notes**, **Documents Processed**, **Start**, **End**, **Run Duration** |
| **Batch Processing Errors** | One record per error. | **Error Message**, **Arguments** |

A user selects **Execute Batch** on a Batch Processing record. While the run is waiting, the record shows a processing message; select **Refresh** until it shows the result. Each document is saved to its own master record (or where the arguments say), and if merging was chosen, all the documents are combined into one PDF in **Merged File** on the Batch Processing record.

Don't rename the Logs fields; the Batch Processor writes them by name.

## Set up the email notification

The wizard doesn't create the email notification that starts each run. Create it on the master table (single setup) or the Batch Processing table (bulk setup). For the settings, the custom message, and when to notify, see [Email notification setup](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-email-notification-setup).

## Check the result

- **On the record:** the status field shows *PROCESS COMPLETED_* and the time when the run succeeds, or *ERROR ENCOUNTERED_*, the time, and the error. The time is in your app's time zone.
- **In a bulk setup:** the Batch Processing Logs record shows how many documents were created and when the run started and ended. Any errors are in Batch Processing Errors, with the arguments that were used.
- If the status field still shows *Batch Execution Requested_* long after the run should have finished, check the notification and the arguments. See [If nothing happens](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-email-notification-setup#troubleshooting) and [If the batch run doesn't work](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-parameters#troubleshooting).

## Change the arguments

You can change the **Batch Processing Arguments** formula at any time, for example to use another template, save the documents to another field, or process other records. Your batch setup is in two places, though, and both must agree:

- The **Batch Processing Arguments** formula field in your Quickbase app, which says what to do.
- Your app's Exact Forms Plus batch configuration in the Batch Configuration Portal, which lists the parameters and values the Batch Processor is allowed to run with. The `configid` parameter points the Batch Processor to it. The installation wizard creates it for you.

If your account requires batch configurations, the Batch Processor compares each argument with the batch configuration. When a parameter is listed in the batch configuration, its value must be one of the parameter's allowed values, exactly, including upper and lower case. If it isn't, no documents are created. Parameters that aren't listed in the batch configuration aren't checked. So whenever you change the formula, make sure the batch configuration also has the changed parameters and values.

### Edit the formula and the batch configuration

1. In your Quickbase app, edit the **Batch Processing Arguments** field's formula, following the rules in [How the arguments are written](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-parameters#writing-arguments). Don't remove `configid` or `type`.
2. Open a record and copy the value the field shows (the formula's result, not the formula). You'll compare it with the batch configuration.
3. In the Extensions Portal, open the Batch Configuration Portal.
4. On **Batch Add-Ons**, select **Go To Configs** on the Exact Forms Plus row. Find the configuration whose **Config Key** ends with the same characters as the `configid=` value you copied, and select **Go To Values**.
5. On the **Configured Parameters** screen, check each parameter you changed:
  - **The parameter is listed:** select **Modify**, enter the new value (or add it as another allowed value with **+**), and select **Save**.
  - **You added a parameter you want to lock down:** select **Add New**, enter the parameter name and its allowed values, and select **Save**.
  - **You removed a parameter from the formula:** nothing is checked for a parameter the run doesn't send, so you can leave it. To remove it from the batch configuration, open a [technical support case](https://help.quickbase.com/docs/get-help-from-quickbase-technical-support).
6. Start a run on a test record and check the status field.

Changes to the batch configuration apply to the next run. You don't need to change the email notification.

**Note:** A parameter can have up to 10 allowed values. Only lock parameters whose value is the same for every record, or one of a few values. A value that changes from record to record, such as `msid` built from `[Record ID#]`, can't match a fixed list, so leave that parameter out of the batch configuration.

### If the arguments don't match

No documents are created, and the status field (and in a bulk setup, the Errors table) shows *ERROR ENCOUNTERED_*, the time, and one of these messages:

| Message | What to do |
| --- | --- |
| *The following parameters do not match the configuration: [*names*]* | The listed parameters have values that aren't allowed in the batch configuration. Add the new values to those parameters, as described above. |
| *No ConfigID was passed in. This configuration requires a ConfigID.* | The arguments don't include `configid`. Add it back to the formula. |
| *Could not find a Config with ConfigID* … | The `configid` value doesn't match any batch configuration. Copy the **Config Key** again from the Batch Configuration Portal. |
| *Encountered duplicate parameter [*name*]* | A parameter appears twice in the formula. Remove the extra one. |

For more, see [Create and manage batch configurations](https://help.quickbase.com/quickbase-extensions/docs/en/batch-config-portal-manage).

## Limits and security

- Your account sets the maximum number of documents per batch run and the maximum records per embedded report. Records past the document limit are skipped; see [Limits](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-parameters#limits).
- An error stops the run. Documents created before the error are kept.
- The batch configuration means a changed formula can't save documents somewhere you didn't approve. See [Change the arguments](/quickbase-extensions/docs/efp-batch-processor-overview#editing-the-arguments).

Next: [Email notification setup](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-email-notification-setup). See also: [Exact Forms Plus Batch Processor parameters](https://help.quickbase.com/quickbase-extensions/docs/en/efp-batch-processor-parameters), [Set up Exact Forms Plus with the installation wizard](https://help.quickbase.com/quickbase-extensions/docs/en/exact-forms-plus-setup-with-wizard).