A repository table is a separate table that holds the documents an extension generates, one record per document, related to the table you generate them from. Compared with saving each document to a file attachment field on the source record, a repository table lets you:
Keep more than one document per record and show them in an embedded report on the source record.
Relate several tables to the same repository, so all documents are in one place.
Keep earlier versions, because each document is its own record.
When the step appears
The Repository Table Setup step appears just before Finish when you check Use a Repository Table under Advanced Settings on the Exact Forms Plus Setup, XL Docs Setup, or PDF Stamper Setup step. The checkbox is offered for single document generation only, not for bulk document generation. It can't be combined with Dropbox; in Exact Forms Plus it can't be combined with Egnyte either. Unchecking it removes the step.
The table you chose in Select a Table on the setup step is called the source table below.
The Repository Table Setup step
Select a Table (required). A drop-down list that starts at Select a Table. It lists only tables that are already related to the source table as its child tables, plus 🞣 Create a Table (in bold).
🞣 Create a Table: the wizard creates a new repository table for you. A text box appears next to the list: Name of the Table (required). Enter a name that isn't already used in the app.
An existing table: the wizard saves the documents to that table. Two more controls appear (items 2 and 3).
If the table you want isn't listed, create a relationship in Quickbase so that it's a child of the source table, then open the wizard again.
Select a File Attachment (existing table only). A drop-down list that starts at Select a Field. It lists the table's file attachment fields, plus 🞣 Create a Field (in bold). Choose the field the documents are saved to. If you choose 🞣 Create a Field, a text box appears next to the list: Name of the Field. Enter the name for the new file attachment field.
Repository Mode (existing table only). Two radio buttons:
New (selected by default): each generated document is saved as a new record in the repository table, related to the source record.
Update: the document replaces the file on the repository record related to the source record, instead of adding a record.
Use New unless you want each source record to keep exactly one repository record. A repository table that the wizard creates always uses New.
Select Next, or Finish if this is the last step.
What the wizard creates
The wizard makes these changes when you select Finish:
Choice | What the wizard creates |
|---|---|
🞣 Create a Table | A new table with the name you entered, with two fields: Related <source table> (the reference field that relates it to the source table) and File (a file attachment field for the documents). On the source table, it adds a Repository Files report link that shows each record's documents. |
An existing table, with 🞣 Create a Field | A file attachment field with the name you entered, on that table. |
An existing table and field | Nothing new on the repository table. |
In every case, the extension's button and arguments fields are set up to save to the repository table, field, and mode you chose. If you also save to Amazon S3, the S3 key field and the View File download field go on the repository table instead of the source table. View File opens the file with the Extensions Downloader. The extension's Finish page lists the other fields it creates.
Messages
If something is missing, the wizard stays on this step and shows one of these messages in a red banner:
Message | What to do |
|---|---|
Please select a Repository Table. | Choose a table, or 🞣 Create a Table, in Select a Table. |
Please enter a name for the new table. | Enter a name in Name of the Table. |
A table with that name already exists. Please choose a different name. If you expected this table to be in the dropdown, please create a relationship from this table to the <source table> table in Quickbase, and refresh the wizard. | Enter a different name. To use the existing table instead, relate it to the source table in Quickbase, then open the wizard again. |
Please select a file attachment field where we will place the file. | Choose a field, or 🞣 Create a Field, in Select a File Attachment. |
Please enter a name for your new file attachment field. | Enter a name in Name of the Field. |