Creating a Quickbase Action

If you're an app admin, you can use Quickbase actions to automatically add records or edit related records in a Quickbase table when data is added, modified, or deleted. No coding required – just choose when, what, and where from options in a dropdown list.

For example, you might want to create a Quickbase action that automatically adds a record to the Customers table when the status of an Opportunity changes from Open to Won. Or if you are tracking Projects and Tasks, and the priority of a Project changes to High, you might want Quickbase to automatically edit related records by setting the priority of related Tasks to High as well.

When you select a Quickbase action, depending on whether a record is added, modified, or deleted, you can choose to set values in fields in the new record by:

  • Copying the value from a field in the changed record to a field in the target table
  • Copying the old value from a field in the changed record to a field in the target table. The old value is the value before the change that triggered the Quickbase action. This option is available only when a record is modified.
  • Writing the value from a field in the changed record to the field in the target table. Writing the value can include static text, the value of one or more fields, or other information, such as the name of the app or table.
  • Removing the value from a field in the target table

Learn about:

Automatically adding records using Quickbase actions
  1. Open table Settings, click Quickbase actions, and select New action.
  2. Select when you want Quickbase to perform an action.
    In this case, When the status of an opportunity in the Contacts table changes to Won.

  3. Then, tell Quickbase the action to perform.
    In this example, add a record to the Companies table. You can choose a table in any app in the same realm, as long as you have permission to add a record in the table.

  4. Now tell Quickbase what fields you want to add or modify.
    In this case, Quickbase will automatically create a new record and copy the value in Contact Full Name field from the changed record in the Contacts table into the Customer Name field in the Companies table.

Automatically editing related records using Quickbase actions

You can also use Quickbase actions to edit related records. Related records are any records referenced by a report link, either as part of a parent-child relationship or custom report links.

For example, if you are tracking Projects and Tasks, and the Priority of a project changes to High, you might want Quickbase to automatically set the priority of the related Tasks to High as well.

In this case, the value from the Priority field in the Projects table (High) is automatically copied to the related Tasks. This change could trigger notifications, if they were set on the tasks' priority changing.

Quickbase actions and permissions

Only app admins can create and modify Quickbase actions. A Quickbase action runs using the permissions of the app admin who configured the action. For example, if you set up an add record action, you will be listed as the owner of the records that are added. As you create or modify your Quickbase action, you will only see tables and fields to which you have the appropriate permissions.

If you modify and save a Quickbase action, you become the owner of the action and it will subsequently run with your permission.

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