About Document Management

Quickbase can help you manage your data, and your files too. You can easily attach a document or other file to a Quickbase record. This is a great way to share information and also to work together to edit documents. File attachment fields offer document control and versioning features.

The first step is to add a file attachment type field to your application. When you do so, you and your staff can avail yourselves of all that these fields have to offer:

  • Document check-out. Quickbase can help you keep staff members from stepping on each other's toes. When you edit a document, you can prevent other users from accidentally overwriting your changes. All you do is reserve the document. When you're done making edits, you upload the new version and then release the reservation to make the file available for other users to edit.

  • Version tracking. Quickbase automatically stores old versions of your documents for easy reference and retrieval. You can specify the number of versions Quickbase saves (by default, Quickbase saves 3 versions). To learn more, read the next section below.

  • Search Documents. You can easily locate any document in your application. Quickbase lets you search for a name or snippet of text that a file may contain. Read how.

Managing the Revisions list

You control how many revisions your file attachment field stores behind the scenes.

To set your revision preferences:
  1. Access the field properties for the file attachment field.

  2. Within the File Attachment field options section, choose one of the following:

    • Keep all revisions. This option tells Quickbase to keep all revisions up to a limit of 100. You may not wish to do this, since old, unneeded versions of files may eat up your file attachment space.

    • Keep the last __. Type a number in the box. Quickbase then stores that number of revisions behind the scenes. When you create a file attachment field, Quickbase automatically sets this number to three. If you don't want Quickbase to store any old copies of a document, set this number to 1 and Quickbase will save only the current version.

      Note: If you enter a lower number than the one that's already there and your users have been saving file attachments to this field, Quickbase deletes the oldest versions of all stored documents. For example, if the current number is 5 and you decide to change the number to 3, the two oldest versions of every document in this field are deleted.

  3. Grant users access to revisions.

    If you want users to see revisions and replace a current file with an older version of a document, turn on the Allow users to make older versions the current version checkbox.

Tip: If you delete attachments to comply with space limitations, your application statistics may take a day or so to register the change.

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