Name: Right Data, Right People: Connecting Your Team and External Stakeholders in Quickbase
Uploaded: 2026-09-17T17:32:44.417Z
Duration: 59 min 52 s
Description: Right Data, Right People: Connecting Your Team and External Stakeholders in Quickbase

Transcript for "Right Data, Right People: Connecting Your Team and External Stakeholders in Quickbase": Hey, everyone. Welcome to today's webinar where we will be diving in a little bit deeper on how to connect your teams and external stakeholders within your Quickbase realm. Super excited that you all are joining us here. We still have quite a few people dialing in, getting connected to audio, all of that good stuff. So, you know, keep joining in. But while we wait a little bit here, be sure to comment in the chat where you're joining us from. We always love to see where across The US and even internationally people are joining us from. Seeing a handful of people in the chat from Minneapolis, Minnesota, which you love to see. I am from Minneapolis as well. So always love to see, you know, some locals here joining me as well. So a few housekeeping things before we get started. And as you all are, again, commenting in there, we are recording this webinar. So if you have to, you know, leave early or share this with your team or want to just revisit the content, you will be able to do so. We will send out the recording of this, about twenty four hours after the event ends tomorrow. So be on the lookout for an email from us with this recording and some other helpful resources as well. Speaking of those helpful resources, you should, by the chat box, see a docs tab as well. That has some helpful resources that we will, go through a little bit today, reference throughout the presentation, as well as a copy of the webinar deck, a registration link for Empower Pro, which is coming up in a month here where we'll talk about some of our new products and features, as well as a link to start an enterprise plan trial if you are currently on a team or business trial as there are a few features in this webinar that are not on every plan here today. Final thing is we do want to make sure that this webinar is as interactive as possible and that we are answering your guys' questions. So you'll also see a q and a tab, and feel free to submit your questions throughout the presentation at any time. We do have time allotted for questions at the end. We might, you know, answer a few kind of real time here and there as well. If we don't get to your question in the presentation here today, we will make sure that someone follows up with you directly. So, again, please ask those questions at any time throughout the presentation here. Alright. With that, we're going to dive on in here. So I should introduce myself as well before I introduce our lovely speakers. I'd go right into the housekeeping items. But my name is Charlie Feiner. If you've been on a webinar with us before in the last couple years, you've likely, had the, you know, great pleasure of hearing me speak and introduce, our actual product experts. But I oversee customer marketing here at Quickbase, so it is really my main role and goal to share with all of you how to get the most out of your Quickbase account, whether that is through existing features and new best practices and use cases for how to take advantage of them or for our new features, products, and releases as well. So, again, really excited to, have our speakers here today to dive into some of the features that have existed for, a year or so, a lot of them at this point. And, again, some features that are available on different plan levels, whether on team business or enterprise. So with that, I'm gonna bring on Laura and James, who will be actually diving into the product a little bit more here today and show you all some best practices around, getting the right data to the right people. So, Laura, I'm gonna have you introduce yourself first, please. Sure. Hi, everyone. Laura Linson. I'm a senior solutions consultant here at Quickbase. Prior to joining, I was a customer just like many of you. By the way, shout out to my friend Anne, saw in the chat, and all my other people in Wisconsin. So, excited to be here and show you what we have today. Awesome. Thank you, Laura. And James, if. you can say. Yeah. hi. James Ciavolini here, a lead solutions consultant with Quickbase. Been with Quickbase for going on eleven years right now. So I've seen, really a lot of different types of customers, a lot of different types of applications, and I think, really, everything you'll see today could be relevant to really whatever type of app or use case you're working on. So really happy to, present. Excellent. Thank you both for being here. And here is a quick look at what we're gonna walk through today, kind of the features that we will be covering. And, again, James and Laura will be showing some best practices around. So, you know, if you've been with Quickbase for a while, you've likely seen a lot of these features and functionality. But, again, we wanna share some of those maybe new ways of how to use them, as well as a few of these features have been released in the past couple of years or updated in the last couple of years as well. So, kind of helpful for us to level set and walk through those again here today. So the features we are going to be covering are document creation, custom email notifications, public app sharing, and secure links. And then, again, as I alluded to before, we will have that time for q and a at the end. So before we dive into those features, I did just wanna level set here a little bit on the feature availability. As I mentioned before, you know, we have a lot of these tools to help you connect and collaborate with more people, whether they're other internal teams, external stakeholders, things like that. And so you can see on the screen which of those features are available on those different plan levels. So if you are on a business or enterprise plan, everything that we present and talk through here today, you currently have access to. So if you are on those plans, we do actually recommend, if you've got two screens, really great if you can, you know, open your quick base realm and actually kind of walk through things as James and Laura go. Super helpful for you to be able to do that and kind of try out some new things here as as we share them. If you are on a team plan currently, you will have access right now to, the custom emails and personal notifications that we go through. Document creation, public apps, and secure links are only available on the business and enterprise plans. There is that QR code on the screen. We do have a trial of the enterprise plan, which for team customers will give you access to those three features. So highly recommend doing that as well. If you kind of, again, walk through, see these features today and are curious to learn more and try those out, definitely recommend taking advantage of that thirty day free trial here. Alright. And with that, I'm going to turn it over to James to start talking about document creation. Awesome. Yeah. So, with our first topic today, like Charlie said, we'll be covering our document creation, feature here. So it's really going to be a way for you to build templates based off of the data that you have in your quick based applications today and being able to produce, you know, PDF output, that you can then present to whoever, your audience is. Right? So just kinda highlight some of the different things that you can do within there. I'll be covering that all throughout the demo. And then over here, we just have some examples of different, you know, use cases of why you might need to do this, whether it's, you know, order fulfillment, purchase orders, invoices. Really tons of different reasons why you might wanna create a document. Really, at the end of the day, you wanna present, what data you've been collecting in your application in a in a nice presentable way. So that's what we're doing right now, and we're gonna jump quickly into a demo. So let me okay, thanks, Charlie. I think you just took that. Alright. So I'll go ahead and share my screen here. Alrighty. So I should be sharing my screen. It looks like I am. Okay. So we're gonna start here with document templates. So on every table, within your application, as long as you have the, the correct plan, when you go ahead and select the settings here on each table, you'll now see document templates as an option. So we'll go ahead and click there. You can see I have a few that I've already, created here. You can create really as many different templates as you want on every table, depending on how you want to, you know, format things and what the really the purpose is for each of your documents that you're creating. So to do so, you can go ahead and click new template and then, you know, give it a name, provide it a description, and then the meat of it is gonna be right here in the middle where we have essentially a rich text editor for you to start to customize what your output would look like. So from here, you have a few options. You can see there's actually an import from Word option. So if you have an existing template that you utilize in Word, you could use that to get started. You also could just use this, as you're starting, like, blank canvas. At the top here, you have your, you know, your basic different ways to format text, you know, justifications, bullets, all that good stuff. You can insert, you know, hyperlinks if needed and things like that here. You can insert images. So if you wanna include, you know, like, your your company logo and things like that, you can absolutely do so. Also have the ability to create your own customizable, grids here. So if you wanted to have, kind of like a a grid there, you can insert, different data elements into there as well. There was also just, you know, adding horizontal lines just to break things up as well as inserting or forcing page breaks at certain points. Things to keep in mind here as well. If you see where it says add elements, if anyone's actually, you know, created a notification in the past, really similar here. Right? So, essentially, we click here, and these are different elements that we can kinda insert and tag into our document. So I'll cover the ones at the top here after, but, obviously, down here, these are all the different fields within this table that you can insert into wherever you want within that that body of the, the document. If you scroll a little further down, there's also some other markers that you might see like the app ID, raw name, table IDs. Depending on on why you might want that, you can insert that as well. And then at the top, you have the ability to just insert, you know, the form itself from that table. So if I click here, you can then come in and select whichever forms that you have. So whatever form that you have on that table, it'll look pretty much identical to what you see when you're in your app. Additionally here, if I were to show you some other options, you can just insert a report. So any report really anywhere within your application. So this doesn't necessarily need to be a report from the table that we're creating the document from. It could be from a completely unrelated table. If you wanna insert that chart here, you absolutely can do that. And you'll see where it says related records right there. So if I were to choose a report from, say, my financials table right there, it's gonna default since this is a related child table to the the proper report link, but I could choose to not have that filtered. So if I just wanna use this report as is, you could do that too. Another thing to keep in mind here as well within these is you'll notice the report as a customizable table is an option. So this is much better for if you wanna make sure that it's formatted, perfectly to the the document that you're creating. So if I create this here, similar idea. We can choose a report from any table. But for this, let's just choose our milestones as an example. Grab the list all. Awesome. And then it's gonna create this grid like this for you. So this way, you can kinda customize the the widths of your column. So if you know, you know, maybe a a notes field is gonna require a larger width, this is a better way to go about that than just inserting the report like you saw on the other screen. So that's just kind of basics of how you can start to build these out, and I'll show you a few other examples of what they look like when they're completed and then how we can start to implement them into workflows. So, let's go back to our templates. And here is a more complete one. So as you can see, I've inserted an image here. I have the Quickbase logo. And then down below, we've actually had some of those the the elements that I've inserted as a report as a customizable table. That's what this is right here. But up here, this one is actually just a grid that I built over here, and this is just calling out, top level parent level details here. So I just have the name, type, things like that just so I can have this nice and clean. Whereas this is gonna have you know, it's gonna repeat if I have multiple child records with that report as a customizable table. And then lastly, I also inserted a a chart here at the bottom as a financial breakdown. Other things that I didn't cover actually previously, if you scroll a little bit further down here, you have the also the ability to set up your own custom header and footer. You have the ability to set custom page sizes, whether you want, you know, your typical a four letters, etcetera, as well as the orientation, whether that's landscape or portrait. So if you wanna have it kind of more similar to a PowerPoint output, you could just change, you know, that orientation to landscape so it's it's more, horizontal looking there. And then lastly, you also have the ability to go ahead and, you know, update the margins. Personally, I like to keep the margin nice and and and tight so you can include as much information as possible there. And you'll notice here at the when you have this, you can actually click to save and preview what this looks like. So I can actually go ahead and select one of my records, and I can download that immediately. And if this looks good, then I can start to implement it into some workflows. So we can then see what that output looks like here. I think that looks pretty good. Let me have that chart there at the bottom. Awesome. So now, you'll notice also at the very bottom here, let me refresh here for a second. You'll see at the bottom where it says form options. So there's actually a couple ways that we can, within a workflow, actually produce the the file itself. One way is to just include a button directly on a record or a report. So they click that, and it automatically just downloads to their, you know, their desktop. So if we were to come over here and click install from the Exchange, makes it pretty easy to go ahead and get this started. So this is a actual formula that it'll create in your application. The only thing that you need to keep in mind here about changing is right here where it has a template ID. So every time you create a new template, just like a record ID, it's gonna have its own unique value. So you just wanna make sure that you have the correct number there, and you should be good. You also have the ability to, you know, customize what you want the file name output to be, things like that. So if you wanted to come in here and say, like, project underscore record ID or something like that, you can do so. But pretty simple. I'm not sure if anyone else has installed formulas from our exchange before, but pretty straightforward. You can just click install, select the app that you want this for. I have a lot of apps, so this might take a while. There it is. And then from there, you know, you select your table, whatever your record ID field is. And then I've already installed this, so I'm not gonna go and click it again. But you just go ahead and install and create that that button right there for you. So why don't we show you what that looks like? So over here, I'm on my projects table. And just for the sake of showing this, I'm gonna delete that because I already ran this. And this button right here is the one that I created. So you just go ahead and click that button. It's downloading, and it's right here in my downloads. Awesome. Another thing, actually, that I kinda missed here, this document here is I I was actually supposed to show you another way that you could you could kind of set up this workflow. So instead of having someone just click a button and it just downloads to their browser, we could set it up so that this runs on on a pipeline. So in this case, I'm gonna have it set so that when I check this create doc button, the pipeline's gonna run, find the template that we want, and then upload it directly to this this record instead. So I'll let's show you that right now. So over here, I'm in my connection central, and we can see the the pipeline that I created for this. Alrighty. Cool. So it's a pretty straightforward three step pipeline. And this one, the trigger is just when I check that box, And then the meat of it is the generate document step. So you'll see that when you create pipelines, the generate document is now an action that you can you can select. So here, I'm just calling out, you know, the template I want. So take a second to load. Here we go. So I want template ID three. That's the one we just showed you. It's in this app. It's on this table. And then for the file name, I just did a simple project underscore insert the record ID number. And over here, just making sure that we have the correct record ID associated and whatever, format output that we want in orientation. If you don't change this, it'll just default to whatever the template had. And then lastly, you just use the upload of a file step to upload this document that we generated to the record that initially triggered this. The main thing that you wanna keep in mind here is, when it has URL, you want the file transfer handle of the file that was generated. So it'll actually know, what to upload. The field here is just the file attachment field to call document, and then the name is what we just created in the previous step. That's all that really is. So I'll go ahead and we can turn this on. Let's go back to our record. Let's check that box. So this should be running now. Looks like it's doing its thing. Probably one more second or two. There it goes. Refresh, and there's our new document uploaded here. Awesome. So that is, pretty much kinda end to end how you can create a document and then generate it in a workflow. One thing that I wanted to, touch on that I realized I didn't touch at the top of the call, before we get into emails, you go back to the template here. We'll go into the one that we were just looking at. When this gets created, there's also, like, a back end source code. So this is kinda like the back end HTML that gets generated when we create these documents. So if you wanted to take this a step further, you could actually modify this HTML to really get it to look the way you want it to. And I actually did that earlier today. So I basically took the, HTML that's generated, threw it into to Claude, and just added, hey. Can you just kind of revamp this a little bit for me? And that's what this other one looks like. So I'll go back to our doc templates. So this one here was one that I just kind of had it remodify the HTML for me, and I think that looks even a little bit better than the previous one. And then we can just quickly show you what this looks like once we create it as well. There we go. So you can kinda play around with this, get the, you know, the the output that you're really looking for. Awesome. So that's pretty much, what I wanted to cover quickly here for doc generation, and then, we're gonna, go back to the slides real quick, just cover, some high level things about emails, and we'll jump into that too. So why don't I I have to click stop sharing here. And then thank you. Alrighty. So custom email notifications. Alright. So these are gonna be different ways that you can trigger emails to recipients based off whatever workflow you have. So these can either be, you know, record changing events, things that are added, modified, deleted, you know, any other additional criteria you set. Or like in this example that you see in the screenshot here, we can set these up to be on a recurring schedule. So daily, weekly, monthly, etcetera. So if we wanted to send out, you know, specific reports or updates at a specific time, you can absolutely do that. There's also a few other email options that I'll cover towards the end of this. So there is the ability to create personal notifications. So this is gonna be different than a like, a workflow within your app that's very specific to who should go to and when. This is always gonna go to you. So if you wanna set up a every, you know, every morning, I wanna see a report of all the open tasks assigned to me, you could do some things like that specific for your your own day to day work. Or maybe when a project is, you're the project manager and it's closed out, you wanna get a notification. We can do all those types of things too. And then there's also, just the ability to email things on the fly. So if you go to a record or a a report, you'll notice there is the ability to just email that, that one report or where that one record to individuals as needed as more of like an ad hoc way to to set that up. Awesome. So now I'll just jump into some more examples. Let me go ahead and share my screen again. Alright. Takes a second. Okay. We're back here. So first off, just like document templates, in order to access emails, you just go ahead, go into the, settings here, and you'll see emails now as an option. See, I have a couple set up here. Also important to keep in mind while I'm on this page, you'll notice there's an active column. So if you were to uncheck that, that just deactivates this. So if you kind of just playing with something, you're not sure if you want to use that in your initial workflow, you can just toggle that off in the meantime. So let's go ahead and just go ahead and click new email here. You'll have a few different options. Custom email is what we're gonna be mainly focusing on. And that's gonna give you the ability to have both triggered as well as, scheduled emails. On my screen, you'll notice that it also has notifications, subscriptions, and reminders. Earlier this year, if you were a newer customer, you likely no longer see notifications or subscriptions, and you'll just see, custom email and reminder. And that's because the new custom email is really meant to, replace those as it kinda does both of those those options. Reminder would actually send an email x amount of date x amount of days before a date or after a date in the field. So, we'll we'll quickly touch upon that too. So why don't I jump into custom email and just kinda show you how this works? Alright. So just like the templates, you'd wanna give it a name and a description. Where we get into send options. This is really going to be, the meat and potatoes of this. So you're gonna determine whether or not you want this to be trigger based. So when a record's added, modified, deleted, or, schedule based. So we were to choose, the first option here. We can then choose what those record events are that we actually want to trigger this on. So you have you just do on added, you could do on modified, or you could do on all three. So depending on how you wanna approach this. Right? So maybe I leave this to added and modified. And then down here, we can expand where it says more conditions, and then we can have this triggered on specific field updates. So maybe the status as an example. So right now, if I don't do anything, I leave this as is. This will trigger every single time a overall status has changed, whether it's on the initial ad or whether it's on the modify. Doesn't matter what the status goes into. We're gonna send out an email right now. You could take this a step further as well and add additional conditions to this. So from here, for example, maybe I only wanted to trigger if that overall status is a red, for example. Again, you can also add as many of these conditions as you need. You can also use and or or logic within these. So if you're familiar with our, like, report filters or our role permissions, it's really the same similar engine on on how you get these things to trigger. And if we scroll down a little bit further here, there's a there's some bulk change email options. So in this case, it's gonna default to every change. It's gonna send out one email. You could also have it set to an, up to 10 records, and so it's, like, batched out Instead of say we updated a 100 records, instead of getting bombarded with a 100 emails, maybe we wanna reduce that. Right? So that's what that's intended for. And you also have the option just don't send it all. So if you don't want a bunch of these emails going out, you can just if it's over too many, then go ahead and do that. Other things here to keep in mind also is permissions and data access. So it's gonna default to checkers recipient permissions. So if you don't have access to the data that it's triggering on, you shouldn't be able to see that in the email is the idea there. But in certain scenarios, you'd wanna be able to send an email to someone externally. So in that case, you would ignore the recipient permissions. So in a scenario, maybe we completed a project and we're sending out an invoice, and we wanna attach that invoice through this email. You'd wanna make sure that's, you know, you're ignoring recipient permissions so we can actually send that to the folks. Also important to keep in mind with this option, there is an account setting that allows external email. So if you wanna be sending external emails, just make sure that that option is is enabled within your account settings. Cool. And then as we kinda go down here, you can determine the the from. So it's gonna it's gonna default to just notify@quickbase.com here. You can also choose to add email aliases on top of this. So you could choose the, you know, the email owner. If you're the one creating it, that would be you. You can also use, the user that shared the error or not the error of the change, or any other user field on that table. So it essentially just say, like your name on behalf, and then it'll still have the notify quickbase.com on it. But at least within that subject, it'll be coming from you as well. Additionally, you can CC and BCC folks. And from there, you also have your ability to create a custom subject. So over here, we have our field markers. So we can insert that into the subject so that our subject is dynamic, include, like, you know, in this case, maybe the project name, what the status is, all those types of things. And then lastly, you'll notice this looks really similar to our templates. So it's really the same kind of rich text generator here. So here, you can update the the body of your email. You can insert elements like the form or reports, any record change events, as well as, you know, inserting the additional fields that you wanna have as context within here. Again, you can insert images, you can create these grids, and you also have the ability to go back to that source code like I showed you. So if you have some fancy HTML here that you really want to kind of spice that that body up with, you totally can. And then at the bottom here, we also have the ability to, attach file attachments. So if you have a file attachment field on a on that record that we're triggering from, you can insert that here. But you also where it says documents, this is actually the document templates that we were just looking at earlier. So we could just select whichever template that we have within that as what we wanna send along. So important to keep in mind here, this actually means you don't necessarily need to upload that file to a file attachment field in order to send out that that template. So just another thing to keep in mind there. Cool. And then what I'll do is just kinda show what an example that I've actually built out looks like. I haven't been in this app for a little bit, but let's see what it looks like. Looks like I have this set up to modified when create doc is checked, and that's what I was doing with this one. And it's gonna send out and associate that document. Very good. Cool. And while I'm here, I'll also just show you the recurring schedule, settings. So if we wanted to come in here instead, you have the ability to set this up as daily, weekly, monthly, or yearly. And a nice kind of addition here compared to our previous version of subscriptions, you can actually set the exact time that you want this sent out. Another setting that gets added here is since this is gonna be something scheduled, typically, folks are gonna insert reports for this one. There is a setting here to, always send if reports are empty or don't send if reports are empty. So for example, maybe every Monday morning, you wanna send out a report of all open projects, that are due this week. So if you send if there's nothing in that report after it's filtered, maybe we just don't wanna send anything at all. Some folks actually still want that sent out so they know there's actually nothing to to keep on track this week. Right? So depending on what makes the most sense for you, you might wanna change that setting. Okay. So that is generally how you go ahead and create our custom emails. So I'm going to hopefully, I'm not going too over here for Laura. Just a couple other things I wanna check out before I hand it off. So the reminders, this is a very quick, easy setup as well. Go ahead and create a new one. Obviously, you know, give it a name, determine who you're gonna send this to. And then from here, you just say, you know, x amount of days before or after whatever date field that you have here. Again, similarly, you can add additional conditions on top of this if you need. And then you have your basic subject and message that you can send along with this. So that one's pretty straightforward there. Alright. And then lastly, just, some of the more ad hoc ways that we can set up emails. Right? On a report like this one, if you come over here and click more actions, you'll see email as an option. I click this. You can then choose to, you know, send this to an entire group within your application, specific users, or you can choose to just type in an email and send it that way. Right? And then you can update the subject and message if you'd like. Go ahead and click send, and I'll email this report out to whoever you'd wanna send it to. Additionally, same idea over here on just any, record. So click that more actions button. You'll see email as an option as well. And then same idea. It's like the group user you wanna send it to. You can also preview on this one as well. There we go. See what that would look like. Perfect. So and last last thing before I hand this off is just how you'd go ahead and set up personal emails. So, click your name in the upper right here. You'll then see personal emails and reports. So you can go ahead and click that. And then from here, you can select, either a custom email. I have no case in subscriptions here. But if like I said earlier, most newer accounts will just see custom email. And then from there, also, you can determine which table you want this for. And I'll go ahead and click that. And then from there, just like I showed you earlier, same exact thing, the way to set this up, but it's just always gonna go to yourself. Alrighty. Cool. So I think I got through the majority of that. Oh, one last thing on the personal notifications. If you don't want your your application users to create, personal notifications, you can turn that off. So if you go into your user settings, let's locate a role. Under user interface, you can just un you can just check where it says hide personal settings link. So if you don't want certain folks to be able to do that, go ahead and turn that setting off for them. Alrighty. I think that is it. I'm gonna go ahead and stop sharing here, and I think we're gonna get started with public app sharing with Laura. Alright. I'm gonna go backstage. Thanks, James. One thing to know what James was talking about is that I've had before where, we gave people personal settings, and they put it where anything changes and then get blasted with emails. So it's a great way to shut it off. So thanks, Sue. So we're gonna talk about public app sharing or as many people may know it as everyone on the Internet. Let me just change slides here. So what is public app sharing? So this is a way that you are able to send out a link for different components or, like, a form or anything from your application without that person actually having access within your app or within your account. Right? So why would you do this? Well, some different reasons could be you could have, like, I want to allow customers or subcontractors to submit things. I don't need, like, all of my subcontractors to be within my realm, but I need them to submit, let's say, a time sheet or have a customer submit a feedback form. This is a great way in order to allow people to do that without having them inside of your application. Plus with permissions, we can always make sure that they can't go rogue and go through everything else, but it's really nice way that you can share your application or, information inside of it. So thing and security with this. So public access would be there's no authentication that is required for it. So you can use a link for people to get in, but they don't have to, let's say, sign up for Quickbase, or do a login. You could have, an in between where they're logged in and use a secure link. So that way, you can send out, which we'll get to secure links in in a moment, but you can send out a secure link so that they could access different records. Otherwise, the other piece of security is fully logged in. So this is where you're gonna have your SSO. Right? So that is fully secure. So someone has to have their login credentials and, have that user in there. Alright. So let's just get into it. And I told Charlie I would sing. So I'm gonna this time we do it. So that's how we're doing it. Alright. So let my screen come up here. Okay. So within here, if you're going to use public access or everyone on the Internet and wanna share yourself, one of the key things that you'll want to do is create a role for that. So I'm just going to navigate to my users and then to my manage roles. I already have one that I named public access, but I'm gonna go into it so you can see how I lock this down. Right? So if I come to public access, you can see in here I have a whole load of tables within this application, but you can also see that this public access, they don't have access to the majority of my tables in here. So there's no view, there's no modify, there's no add, there's nothing. The only thing they're allowed to do right now is to view submission forms, modify or add those. Right? And then if I go to the user interface tab, I can see that I locked it down even further. So I hid any of the, you know, creating reports, any of those personal settings, all of the app settings, the users, you know, searching, helping, and every single thing that they could possibly do within here so that they cannot go to a different area or do a different thing. I am forcing them to do one thing. And just this property is gonna basically tell you it's public access and everyone on the Internet. Something to note too, this is also a newer checkbox here is where you can restrict this access to newer tables. So I highly recommend putting that on. So as you're building it, you're not forgetting to, oh, shoot. I have to take those off of here. So there's a great way to do that. So navigating back to my users, how you add this ever in on the Internet is the same as you would add a user into an app. So I'm gonna come to share app with new user, and I'm going to type in everyone on the Internet. You can see that will be, a prompt that you can select, and then I'm gonna select the role of public access and hit send. This is just telling me, hey. Just so you know, this is what's happening when you are going to share this app with everyone. So it's a nice way to remind you, and there's also links in here that you can learn more about that. And I'm gonna click share app. Perfect. So now everyone on the Internet has access. I can copy a link and use that to embed a form into, let's say, a website, embed a hyperlink, into a different, Quickbase ad, into a different website, into anything that you're sending, and it will drive them into, that form or whatever you need it to do. So for my example here, I have a submission form that I created that I would want everyone to fill out. So what I can do is I can just come here to new submission form and copy this and use this as my, link and put that out on different websites or whatever I need to link that to to drive them to submitting, this information. Something else to note on here as well is what I did was I just created a page for them. So if they would happen to go to home or if they would save once they have submitted that form, it's going to give them a thank you. I use the code page. You could just use a regular dashboard to basically say thank you for submitting, so that when they go there, they're coming to home and they're not just leaving somewhere. Awesome. Alright. I'm gonna stop sharing. We're gonna move on to secure links. Alright. For secure links, let me advance this. Okay. So for secure links, this can go hand in hand with your public access everyone on the Internet. It can be by itself. But, essentially, what this is doing is it's creating a secure link for you to send, let's say, a record to someone. So, like, James just walked through the custom emails. Right? So if I had in my example, like, I have this submission form. Once submitted, I wanna send that customer, whoever, an email that basically is like, oh, thanks for submitting. Right? And then have a link to that record that they submitted. So either, a, they could follow the status of what's going on. They could you could also use that record as, like, a dashboard, for instance, within there with reports regarding that that customer. But it's a nice way to basically give them access to that one component. You can use it to share, file attachments, all sorts of different information, but it gives them that restrictive to that one record or that one thing that's in here. So in here, there's three things that you really want to do when you are creating a secure link. So first off, you're gonna build the link. So this is going to be a formula field that is basically acting as I'm taking a couple different components of what's in that record and we're gonna scramble that and use that as the link that's going to be used within, like, an email in order to get back to that record. We then need to validate that key. So that is going to be in my example, it's going to be another formula field, and it's basically saying, yep. That link that I built, that secure link is exactly matching the access key that I have for this record. That person's able to, view this. And then the third thing is going to be granting access. So in here, as you saw before, like, how I went through in that, public access role just has permissions to that one table. We're gonna further customize that and put in some custom rules so that they can only see any record where that validation key has been checked and we're good to go. Awesome. Alright. So I am going to now share my screen. I will save you all from singing again. It's recorded. So if you really wanna use, my singing, knock your socks off. So in here, what I'm going to do is I'm going to come to my submission form and I'm going to add some fields in here. So I'm just going to come out to fields, and I'm going to create new fields. So the first one I'm going to add is going to be the secure link, which is going to be a formula URL field. And then the next one is going to I'm just gonna name it secure checkbox, and we are going to do this as a formula checkbox field. So I'm gonna add those, and I'm gonna come into this secure link one first. And this is available, in I think it's in the Exchange, also in the documentation of the formula that you can copy and paste and use, in the secure link. So what this is doing, is it's basically saying I'm going to use the record ID and the date created as my key in here as my access key. You can use different, values in here. You really wanna use, like, a more static, more unique to that record kind of value. So, like, a date modified wouldn't be at you wouldn't wanna use because that's gonna constantly change. So but if you have something that is literally that is going to be on that record, it's unique to that record, I would suggest using that. So this is the first, formula that I'm gonna put in. So this is for my secure link. And then I'm gonna come in here, and I'm gonna go to my checkbox, and I'm gonna paste in this formula. So what this formula is basically saying is it's looking at that secure link that I had, and it's going to check it the access key to make sure that the person who has that link that, yes, that is the correct one. They can access this, record, and I'm gonna click save. And then that third step we wanna do is I am going to go into my access. And then for here, I can come to this public access and I can put in this custom rule. So what I'm gonna say here is I'm going to say when the secure checkbox is equal to check, they can save. And so they can view it. If I wanted them to have the ability to modify that, I can also use that exact same rule in here and say, let's go to our secure checkbox and is equal to checked and save. So now whenever a person has that, the only access they can use is to be able to view or modify from that secure link. They would still be able to add, But this way, within that email, they're only going to that one specific record that is in here. Alright. And then finally, what I'm gonna do is I'm gonna come in here and go to email. So James just did a excellent job of walking us through this. So I set up a custom email here for submission. So the last thing I'm gonna do is I'm gonna come down into my body of my email, and I'm gonna add in the element for my secure link. So then that way, that link will show up within the email when I submit that. Awesome. Okay. Cool. So now if I come out here, I'm just going to send myself an email here real quick. Yep. Like, we're doing great. Alright. I'm gonna send that out. And because that sent that will send out to my mailbox here. And then let me just pull my Gmail over here. So you can see here and you can customize this so it doesn't get all of this because I know anyone sees this, they immediately think spam, and then they won't click on it. But in here, you can see I put in different information, and then I can click on this. And this will bring me this will bring me directly into this record. I apologize that you're not that you can see all of this. It's just because I'm logged in myself. But you can see I can come directly into this record then and be able to submit, what I need. Cool. I'm gonna stop sharing, and I'm gonna kick it back to Charlie. I was on mute. Thank you, Emily and Jeff, for commenting in. I was saying that you guys couldn't hear was thank you to Laura and James for, presenting, walking us through all of the features and functionality here in Quickbase. And another special thank you, shout out to Emily and Jeff, for telling me that I was on mute. You would think by now that I would know to double check that, but here we are. We have some time for q and a. There are quite a few questions already submitted in the queue, which is great. So we will, you know, go through as many of those those that we have time for today. I know both myself and James were answering those kind of directly to people, while the webinar was going on, but we will address some of those live just for the sake of the whole group as well. Again, if we do not get to all of the questions, we will have someone follow-up with you directly. So feel free to keep submitting questions here. I also am really quickly going to drop in the chat a link to our, Quickbase help docs on how to submit product feedback. There were a couple of questions as well as chat messages that were some really great suggestions as Laura and James were walking through these features on, you know, tweaks and edits and updates to the product functionality. So wanna make sure that those get passed along to the product team. I will, of course, you know, take the comments that you all left and send them on, but definitely submit a, product feedback as well. Our product team reads every single one of those, and it does have a really big impact on how we kind of shape and update the product going forward. So if you did submit the feedback, via chat or question here today, please also, you know, come over the top and submit that directly as well. Really helps us out. A few quick things as well. You can see on the screen the information about Empower Pro twenty six. That is coming up in just under a month, October fourteenth and fifteenth. That is our free virtual customer event. If you have not been a part of it the past few years, great opportunity to, you know, sit in, learn a little bit more about what's coming next in Quickbase. This year, we will also have six product deep dive sessions that really focus in on, you know, our AI features, pipelines, the user experience, Fastfield, quick based extensions, ALM and governance, as well as, smart scheduling, which is a exciting new tool coming soon. So be sure to sign up and join us for that. Couple of resources as well from this webinar. Again, these are things that are linked in the docs tab. You will also receive an email with these links as well as this webinar recording and slide deck. But, again, if you are on a team plan and saw some of the features that you don't currently have access to here today, be sure to try those out with the thirty day free, enterprise trial. As well as on the right hand side of the screen, you can see that QR code. We have a resource hub from this webinar as well that has some more info on all of the features that we presented here today, best practices, things like that. So be sure to check both of those out. And then, Laura and James, I'm gonna have you guys come back on stage, and we will answer some questions in the next five minutes here. But while we do so, I'm gonna leave this screen up for our upcoming events. Again, all of the resources that I just showed on the last screen can be found in the docs tab as well as on that webinar resource hub. But, two upcoming events here, again, in Power Pro, like I mentioned before, but also on the right hand side of your screen, we do have a crew meetup coming up next week on the twenty second, and that is a specific, meeting around this same topic. Right? So if you attended this webinar here today, that's a great follow-up opportunity to connect with other quick base users and talk a little bit more about these features and best practices and different use cases and stuff. So we would love to have you all join us for that next week. Alright. With that, let's get to some questions for the group. Like I mentioned, feel free to keep submitting those. And I know, again, James and I were answering some backstage as well, but someone that we wanna address just for the full group. Let's see. Let's start with, James. Is there a way to verify that an email has been sent? Great question, Kelly. Fortunately, no. Not with our native emails. Like I said in the the response there, if you wanna do that, you can utilize, you know, pipelines would be a good way to do that. You can have, like, a log, get created when that that happens. Additionally, we also have, extensions that we recently released. One of those is called courier, and that is actually a a feature of that being able to log that an email was actually sent. So that would be your your your options if if you need to validate that. Awesome. Thank you, James. Next question from Emily. Can you remind the group? Can you show previous value and new value in custom emails? Yes. So one of the elements, that you select when there's the add elements is the actually record changes. So it'll show you all the old and and, new values if you select that. Perfect. Thank you. Next question here. It looks like formula fields are available to choose as a field to trigger if they are modified. Does that work? Can it see if a formula field value has changed and then send an email? So, no. I don't believe that would work. I would also suggest to maybe we should add that as feedback to product. If that doesn't work, we probably shouldn't be showing that in the list, to be honest. But no. Nothing that is calculated, would be able to trigger. So if you have just any type of formula that shouldn't work, if you have a summary field that changes a value or a lookup field that changes the value, those types of things, are not able to be triggered. So you'd actually need, like, some type of static regular field in order to to trigger a change. Same same. deal actually goes for pipelines. So, same same kind of triggering my next ones throughout the platform for that. Thank you. Couple of questions about, additional cost to using the document generation built in. I'm actually James, I know you answered one of those directly. I'm gonna just quick go back to the feature availability slide that we ran through really quick at the start just in case anyone missed that. So here is kind of the look at, you know, where those features are available. So you do have access to the built in, document generation tool if you are on a business or enterprise plan. Thank you. If, again, if you are on a team plan, you don't have access to that, but you can take out that, thirty day trial and play around with document generation, all of that good stuff, as well as again, it is available to you on the business and enterprise plan. Each document generation counts as an integration read. So that's just kind of the, how that works there, but it is included on those business and enterprise plans. Alright. Let's see. Question here. When adding totals, how can we name that row totals or subtotals? Yeah. So I think by default, the easiest way to do this would be to I when when I showed you the report with customizable table versus just inserting the report, if you just choose a regular report element, it should honor whatever, totals, in grouping subtotals that you have within that report. So that's what I would probably suggest doing if that gives you the output you're looking for. Otherwise, if you wanted to choose report with customizable table, you would probably need to figure out a way to create a subtotal formula in order for that to work, and then you could you could modify that kind of, like, grid that it creates to insert a subtotal somewhere. But I think the easiest way to do that would just be to use the regular report element. Awesome. Thank you. There's a question here about formatting the size of report charts. And, James, I'm just gonna speak to this one because I know you answer to that. You know, not much you can change with the formatting other than modifying the margins, but I think this is, again, a good, thing to submit in that product feedback as well that, we've mentioned, and that link is in the chat. So, again, anything that you all notice with these features that you'd like, you know, changes, updates, things like that. Again, our product team reads every single comment that you all submit, and it does play a huge impact in how we, again, create features and update features in Quickbase. So, definitely something to submit there. With that, we are at time. There are a few other questions. I think James or myself or Laura was able to answer all of them kind of in the background. So, hopefully, if we did not get to your question kind of live with the whole group, you did get an answer via the chat. But, again, if there's anything else that pops up, definitely please reach out to your account team. They're happy to help. So a few quick reminders before everyone drops. This was recorded. We will send out that recording as well as the slide deck and some additional webinar resources to you all tomorrow, so be on the lookout for that via email. We've got these upcoming events here on the screen, Empower Pro next month. We'd love to see you there as well as that crew meet up that is a follow-up from this webinar, and we'll, again, be talking more about these features and sharing some more best practices and answering any additional questions that you all have. And that is all from me and from James and Laura. So thanks again, James and Laura, for walking us through everything. Really appreciate the time, and thank you all for joining, and have a great rest of your day. Thank you.