Create a Relationship

You can create a relationship between two tables within an application, or even between two tables in separate applications (though these applications must reside within the same billing account). If you're not quite sure what a relationship is or why you might want to create one, read about relationships to find out.

If you're creating a relationship between two tables in different applications, you first need to open communication between them. To do this, you'll open one application and give the other application permission to create a relationship with it.

After that, follow the steps below for creating a relationship.

To create a relationship:
  1. Open the application that contains the tables you want to relate. (If you would like to create a relationship between two applications, see the next section.)

  2. On the Table bar, click the name of one of the tables you want to relate. Click SETTINGS in the Page bar, then click Table-to-table relationships.

  3. Click the + New Relationship button on the Page bar.

  4. Select the other table in the relationship from the dropdown.

    To select a table from a different application, choose <Select another table> from the dropdown. Then select the application containing the table and click OK. Next, select the table and click OK. Your selection appears in the dropdown.

  5. Click Next on the Page bar.

  6. Select the option that describes the type of relationship you want to create, and click Next.

    On the New Relationship - Step 2 (of 3) page, you're telling Quick Base which table should be the details table and which should be the master table. The details table draws and displays values from the master table in a one-to-many relationship. One record in the master table could apply to many records in the details table. For example, one Project may have many Tasks associated with it. (For help with this choice, read about relationships.)

  7. Set relationship properties. The New Relationship - Step 3 (of 3) page shows you how Quick Base will set up your relationship.

    Hint: It's often appropriate to skip making any changes to the relationship properties shown on this page. You can always access the table settings as described in steps 1 and 2 above to get back here. If that's your choice, go directly to step 8, below.

  8. Once you've made your choices on the Step 3 (of 3) screen, click Create.

  9. Tell Quick Base whether you want this relationship's fields to appear on forms.

    Quick Base displays a prompt that asks you if you want features of this relationship to show up on data-entry and display forms. Forms for master and details tables offer different options:

    Turn on the checkbox for each form you want to feature relationship fields and click OK. Quick Base displays the Relationships list.

To see the details of the relationship you just created, click its name. Quick Base displays the Relationship Properties page, where you can do the following:

For details on these fields and more, see About Relationships.

Note: If you've created a relationship between tables in different applications, the relationship won't display in the Relationships box. To access its properties, open the application containing the Details table. Next, open the reference field's properties. Then click the Edit the Relationship link.

To give permission to create a cross-application relationship:

Note: This functionality is not available to accounts on the Quick Base Essential plan.

  1. Open the application that contains the master table that you want to relate. (Don't know what a master table is? Read about relationships.)

  2. Display the app Home page and click SETTINGS on the Page bar, then click App properties.

  3. In the Cross-application relationships section, click the Add Application button.

  4. From the list of applications that appears, select the application with which you want to create a relationship and click OK

    Note: Creating a relationship with a master table does NOT give users of the detail application automatic access to the master application, nor is it necessary to do so.

    For example, users of the Sales application just discussed could see only HR information that the relationship draws into the Sales (detail) application. Additionally, they can only see it from within the Sales application. Quick Base would prohibit Sales users from directly accessing records in the HR application unless the manager of the HR application had explicitly shared the application with those users.

    However, if users of the detail app are granted access to the master app, they will get whatever permission they have on the master app only, and the permissions granted in the child app will be ignored for these users.

  5. Select a role to limit access to records in the master application.

    This is an important step. Your choices here depend upon what roles you've set up for the master application. The role you choose affects what information is available to the detail application.

    For example, say your HR department maintains an Employee Information app. Your sales department has a Marketing Leads app, and they would like to create a relationship with the Employee Information app to populate some of their fields. However, you need to restrict access to certain employee information. The answer is to create a role called Sales in the Employee Information app that only allows access to fields you want salespeople to see, like name and telephone extension. Then, grant the Marketing Leads app the ability to create a relationship with the HR application, specifying that it can only access the HR application in the Sales role.  

    The role you specify in this step does not control the salespeople's ability to create a new master record from within a detail record. If you want these users to be able to add a new Employee Info record from a Marketing Leads detail record, you must also give them create permissions in the Employee Info table. Important: Create permissions in the master table must be granted to the individual users, not to a group,

  6. Click Save on the Page bar.

  7. Open the other application—the one you didn't set permissions on. This application should contain the details table.

  8. Follow the steps in the previous section to create the relationship.

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