Connecting to a folder containing CSV files
This topic refers to functionality that is not available to accounts on the Quick Base Essential plan. If the functionality described here does not match what you're seeing in Quick Base, your account is probably on this plan.
You can connect to folders containing CSV files stored in Dropbox, Box, Google Drive, or an SFTP server and sync data into a connected table in your Quick Base app.
Any data that you can save in CSV format, from any system, on premise or in the cloud, can automatically refresh in Quick Base, based on a schedule that you set.
As with all connected tables, the data that you bring in is read-only and can’t be edited in Quick Base. This helps keep your data in sync and eliminates potential confusion about which system contains the most up-to-date information.
You can update records in your connected table by refreshing the table to display data from the most recent CSV file(s) in your connected folder. We only look at CSV files in your connected folder.
You decide how refresh the data in your connected table. You can choose:
- Keep everything in my table and add new records to keep all the data in your connected table, even if it is not in the most-recent CSV file. Existing records will updated and new records added. You can also use this option when your source folder contains multiple files.
Tip:This is a good choice if your table serves as an archive of all records.
- Make my table match the latest CSV file to overwrite your table so it matches the latest CSV file exactly. Each time you refresh your connected table, we'll use the most recent CSV file in the folder, regardless of the file name.
Before you connect to a folder containing CSV files
Make sure your CSV file:
- ends with .csv
- has a header row - and no heading is the same
We'll use the information in the first row of your .csv file as the column names in your connected table. If the first row is not a header, data in the first row will become the column names in your connected table.
- has no blank columns
- has a field that makes each record unique. You'll need to set this field as the Refresh Key.
- is a UTF-encoded .csv file
Connecting to a folder containing CSV data
The first time you connect to Box, Dropbox, Google Drive, or an SFTP server, we'll guide you through connecting, creating a folder, and adding your CSV file:
Open your Quick Base app, click New Table in the table bar, and select Using connected data.
Name your table, click Next, and select your file storage location: Box, Dropbox, Google Drive or SFTP.
Give your connection a name and then Sign in.
The first time you create a connection, we'll create a QuickBase Sync folder in your account. Then, we'll ask you to:
Go to the service, for example, Dropbox.
Create a new folder within the QuickBase Sync folder.
Put a CSV file inside the folder you created. Each time you refresh, we'll use the most recent .csv file in the folder, regardless of the file name.
Return to Quick Base and click Yes, I did to continue. The folder you added inside the QuickBase Sync folder displays.
Select the folder and then choose the fields you want to connect. These fields become text fields in the connected table. Later, you can change field types. The first row of the CSV file becomes the column names in your connected table.
Optionally, define a filter to limit the records that you connect.
Select refresh options to define when and how to refresh the connected table. We'll always use the most recent CSV file in your connected folder when refreshing your table.
Refresh Key - Select a field that makes each record unique. It must be a connected field with unique values (no blanks).
Choose Keep everything in my table and add new records to keep all the data in your connected table, even if it is not in the most-recent CSV file. Existing records will updated and new records added.
Tip:This is a good choice if your table serves as an archive of all records.
For new CSV-connected tables, you can also use this option when your source folder contains multiple files.
Choose Make my table match the latest CSV file to overwrite your table so it matches the latest CSV file exactly.
Schedule - optionally, set a schedule to automatically refresh using the most recent CSV file in your connected folder. You can refresh your table any time by clicking Refresh Data .
Later, you can update the CSV file or put a new CSV file in your connected folder, and then refresh your table to keep in sync with your latest changes.
If connected records don't display in your new table, click the yellow warning icon beside Refresh Data for details and then check out Troubleshooting connected tables for tips.
Connect to a folder with multiple files
For CSV-connected tables, you can sync data from files dropped into your CSV folder from multiple sources, like invoice data from different vendors. Or, suppose your order management system outputs multiple CSV files every hour. You can ensure each of the files will be synced to your connected table.
Here's how it works:
If you choose Make my table match the latest CSV file, Quick Base only connects to the file that was uploaded last (according to the file's time stamp). Any other files in the folder are ignored.
If you choose Keep everything in my table and add new records, Quick Base connects to the files one at a time, starting with the oldest file and proceeding to the latest (according to the time stamp of the file).
Quick Base will process a maximum of 10 files in a single refresh. After each file is read, Quick Base moves it to the Done folder. (Files in the Done folder have a timestamp appended to the filename). New records are added to your connected Quick Base table, and records with matching refresh keys are updated. No existing records are removed from the Quick Base table even if they are not in the connected files.
Warning: As a best practice, do not create more than one "keep everything" connected table that points to the same CSV folder, since files that are processed and moved to the Done folder when you refresh one connected table won’t be available for refreshing another connected table.
Connecting more folders
After you've created a connected folder in your Box, Dropbox, Google Drive, or SFTP server, you can add another connected folder by going to the service, creating a new folder inside the QuickBase Sync folder, and putting a CSV file inside it. When you create a new connected table, your new folder will display in the list of folders you can connect.
View connected table details and history
To view Details about your connected table, including the connected service, connection owner, connected fields, filter, and schedule for the connected table, access the connection in Table Settings. You can also view a History of recent refreshes, and edit the connection filter, refresh schedule, or switch to use a different connection, if necessary.
View, test, or delete your connections
To view details about your connection and test, change, or delete connections, click the user dropdown on the Global bar, then click My preferences. Your connections display in the My Connections area.
Important: Deleting a connection for Gmail, Google Drive, or QuickBooks will invalidate other QuickBase Sync connections that were created with the same Gmail, Google Drive, or QuickBooks log in credentials. This happens because when a connection is deleted, we send a request to the connected service to revoke the OAuth token that was used by that connection. When Google or QuickBooks receives the request, they invalidate all the OAuth tokens for Quick Base Sync for that user. The connections in Quick Base will fail until the connection owner reauthorizes the connection to get a new valid OAuth token.
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