Quick Base Junkie Blog

⚠️ DISCLAIMER: The information here is what I've heard in various presentations/demos and experienced through my own use of Grid Reports. Quickbase may adjust their plans at any time.

What Exactly ARE Grid Reports?

Think of Grid Reports as the lovechild of table reports and grid edit. 👶

You get all the inline editing goodness PLUS a ton of new features that make working with your data way more efficient. We're talking drag-and-drop columns, pinning, better filters, and no more pagination (hallelujah! 🙌).

This is version 3 (aka "v3") of table reports.

So we've gone from legacy table reports (v1) to "new style" reports (v2) to now Grid Reports (v3).

Quickbase isn't known for resting on their laurels!

The Cool New Stuff 🎊

There is a lot to love about the new Grid Reports for both builders and users!

🎥 Check out the demo session Real-Time Visibility For Smarter Decisions from EmpowerPro
for a walk through of all these features (starting at about minute 5)

Edit Without Leaving the Report View

Add, remove, or move Columns
Add, edit, or remove Groups
Add, edit, or remove Filters

Make It Work YOUR Way

Drag columns to reorder - No more clicking through menus
Pin columns - Affix multiple columns to the left OR right side (game changer!)
Hover filters - Filters are always 'on' just hover on the column label to access them
Expanded filter options - More ways to slice and dice your data
Adjustable row heights - Set a default in report settings or modify on the fly, and it's sticky per user/view
Custom column widths - Set in field properties (applies everywhere) or manually adjust as needed (it too is sticky per user/view)
Double-click auto-size - Quickly optimize those column widths by clicking between labels just like Excel
No pagination - Just keep scrolling, my friend
Fill down - Use that little handle in the bottom right corner to populate multiple cells at once
Copy/Paste - Your favorite keyboard shortcuts work (Ctrl+c, Ctrl+v for the win!)
Bulk delete control - Remove those pesky delete boxes that everyone wants to use to 'select' a record in a report (This is one I've wanted for a LONG time!)

Coming Soon (Like Really Soon)

Add children in embedded form reports without explicitly setting the parent value - even to parents that haven't been saved yet! (next week 🤞)
Set record picker in column properties for reference/proxy fields (maybe a few weeks out)
Make fields required by report in column properties

Where Can You Use Grid Reports?

Once enabled, there aren't many places Grid Reports won't work (so long as you're using the newest features).

Grid Reports work in:

✅ Table Reports

✅ Embedded Reports on "New Style" Forms (inline editing optional - default is 'on')

✅ Dashboards (inline editing optional - default is 'on')

Grid Reports do NOT work in:

❌ Legacy forms

❌ Home Page pages (these are different from dashboards)

The Rollout: Existing Apps vs New

Here's where it gets interesting...

Check your App Settings > App Properties > Advanced Settings for this setting:

If Your App Was Created BEFORE 10/07/2025

Table Report Version: This controls if Grid Reports are available for all users/tables in the app.

Default to Quickbase's rollout = When Grid Reports become GA (General Availability - date TBD), they'll automatically become your default table report style. Until then, v2 will remain the experience.
No = When selected, the v2 reports will remain the experience for all users in the app
Yes = When selected, the v3 Grid Reports will be the experience of all users in the app

Toggle Access: This controls the toggle at the top of table reports to switch back to legacy style (v1, not v2). Depending on the above selection, some choices may not be available.

Default to Quickbase's rollout = The toggle access will follow Quickbase's schedule.
No = Don't show the toggle, you DON'T want your users switching back to legacy.
Yes = Show the toggle, you want your users to be able to access the legacy report view.

If Your App Was Created ON or AFTER 10/07/2025

Table Report Version: This controls if Grid Reports are available for all users/tables in the app.

Default to Quickbase's rollout = The v3 Grid Reports will be the experience of all users in the app
THIS IS DIFFERENT THAN ABOVE
No = When selected, the v2 reports will be the experience for all users in the app
Yes = When selected, the v3 Grid Reports will be the experience of all users in the app

Toggle Access: This controls the toggle at the top of table reports to switch back to legacy style (v1, not v2). Depending on the above selection, some choices may not be available.

Default to Quickbase's rollout = The toggle access will follow Quickbase's schedule.
No = Don't show the toggle, you DON'T want your users switching back to legacy.
Yes = Show the toggle, you want your users to be able to access the legacy report view.

Permissions: Who Can Do What?

This is critical, so pay attention! 👀

First, it's important to note that all your role permissions will still apply.

If a user can't see or edit a field, those permissions will be honored in the Grid Reports as well.

However, you may want more control to ensure that users follow the workflow you've so meticulously designed for them!

App-Level Control

You can turn Grid Reports on/off at the app level. See the above section.

✴️ Where to find it: App Settings > App Properties > Advanced Settings

The "Multi Record Options" Role Permission

Your existing "Grid Edit" and "Multi Record Options" permissions apply to Grid Reports.

Want to disable inline editing for a table/role? Use "Multi Record Options".

HEADS UP: This affects EVERYWHERE multi-record options can be used on a table, including imports, search and replace, bulk delete, and other multi-record options.

Tip: Even if you shut down "Multi Record Options," you can still create Grid Edit reports (the original style) and they will always be editable.

✴️ Where to find it: App Settings > Roles > Choose a Role > User Interface (tab) > Hide Multi-record Options

Table Form Selection

It sounds rather odd, but so long as you have more than one form on a table (you can create a 'dummy' one if needed), you get extra options to control what roles use what forms in what scenarios.

This includes an option for disabling grid edit for specific roles. The default here is "Standard Behavior" which is to allow grid edit so long as other permissions don't prevent it.

CAUTION: Choosing a form here (only legacy forms are included) will NOT be honored if you are using the new Grid Reports.

You can also disable grid edit for individual reports in the "Override role settings by report", but it may be better to use the new report setting for "inline editing" (more on that below).

✴️ Where to find it: Choose a Table > Settings > Forms > Set how different roles use these forms (expand this section to see the menu shown above)

Report Settings

Allow editing on a report by report basis using the "Inline editing" option in the Report's settings.

By default, this will be set to allow inline editing.

Disable the use of the small 'delete' checkboxes on the left side of the report.

By default, this will be unchecked.

✴️ Where to find it: Choose a Report > Settings > Options > Inline editing

HEADS UP: There isn't an option to turn off inline editing on the Default Report (which is the default home page report for each table unless it's been changed). If you want to disable inline editing for the table's home page report, you will have to change the table's home page report to a report other than the default where you can change the inline editing setting.

✴️ Where to find it: Choose a Table > Settings > Table home page > Select a different report

Dashboard Table Reports

For the new-er style Dashboards with tabs, inline editing is optional with the default to allow users to edit directly from the dashboard.

✴️ Where to find it: Choose a Dashboard > Unlock > Edit the report widget > uncheck "Allow users to edit..."

Embedded Form Reports

On "new style" forms, inline editing is optional with the default to allow users to edit directly from the form.

✴️ Where to find it: Choose a Form > Open Settings > Select the Report > uncheck "Allow users to edit..."

Hold Up! ⚠️ Read These Cautions

New stuff is exciting!

But, it might be necessary to slow down before jumping all in on Grid Reports.

The Big One: Form Rules

Grid Reports (like Grid Edit) do not honor any form rules.

Unlike Grid Edit, Grid Reports also do not honor the use of legacy forms to control settings in grid edit... and there are no plans to do so.

If you rely heavily on form rules to validate data and control what users can do... you might want to pump the brakes. 🛑

Quickbase says different options for similar behavior are coming in the future, but they're not here yet.

Other Things to Watch Out For

Report editing is WAY easier now - You might want to limit who can save common reports to avoid accidental changes (this is set in role permissions)
Groups default to collapsed - Users might not see everything they expect at first glance (you can update this on each table's default report or report by report)
Row heights are no longer dynamic - They're set (but adjustable) for better performance and Quickbase will not be making them dynamic in the future
Audit logs won't show HOW - a record was edited, only that it was changed (no way to tell if Grid Reports were used, or Grid Edit for that matter)
Conflict resolution works - Users will get a pop-up message when their changes are saved if someone else edited while they were working to ask which change keep
Required fields not on the report - If a field is required in the field's properties, they'll show up at the end of the report when users try to create a new record

Data Integrity Notes

Users MUST save their changes (no auto-save, so accidental edits won't stick unless they hit save)
Custom data rules still apply - your validation is safe! ✅

Should YOU Enable Grid Reports? 🤔

Use this guide to help you figure out if it's safe to enable Grid Reports for your apps.

✅ YES! Do It Now!

Enable Grid Reports if:

You have a small app with just a few trusted users
Your users already love grid editing
You don't have complex form rules controlling data entry
Your app has simple validation needs
You're building something new from scratch
Your users need to edit multiple records quickly and efficiently
You're ready to be an early adopter! 🚀

⚠️ Maybe... But Test First

Proceed with caution if:

You use form rules heavily to control data entry
You have complex, multi-step processes
You're using legacy forms to control grid edit settings (this won't work anymore)
You have a lot of casual users who might accidentally edit things 🙈
You need strict data governance
Your app has complex field dependencies or cascading logic

🛑 Not Yet. Seriously.

Wait if:

Your app has critical data that MUST go through form-based validation
You haven't reviewed your "Multi Record Options" permissions
You need time to train your users
You're in the middle of a busy season and can't risk disruptions
You NEED that legacy form-controlled grid edit behavior

Your Pre-Implementation Checklist ✓

Don't just flip the switch! Do these things first:

DOWNLOAD this checklist (page 9 of the guide)

1. Check Your Permissions

□Review all "Multi Record Options" role permissions
□Review all "Grid Edit" settings for every table/role (in the table's forms view)
□Decide where inline editing should be disabled (enabled is default):
□Roles
□Dashboards
□Tables
□Reports
□Forms
□ Identify specific reports that need inline editing

2. Understand Your Current Setup

□Understand which forms utilize form rules to control data entry
□Identify any legacy forms used for grid edit control
□Review your custom data rules and how the messaging might appear in Grid Reports
□Think about how this changes your users' workflows

3. Configure App Properties

□Choose your default experience setting
□Decide on the v1 toggle availability

4. Configure Role & Table Settings

□As needed, update the "Multi Record Options"
□As needed, adjust the "Grid Edit" settings for tables/roles (in the table's forms view)

5. Configure Report & Field Settings

□Configure default reports for each table
□Update table home page reports if needed
□Configure reports on Dashboards
□Configure embedded reports on forms
□Configure individual reports
□Set bulk delete permissions for individual reports
□Set column widths in field properties if needed

6. Test, Test, Test

□Use an app copy or development environment
□Verify all critical workflows operate as needed
□Test different user roles and permissions
□Check required field behavior when creating records
□Test embedded reports in forms and dashboards

7. Get Your Users Ready

□Write up some quick docs for your specific app
□Choose power users to test it first
□Plan your training (even if it's just a quick video)
□Have a rollback plan just in case

8. Communicate

□Tell your users what's coming
□Give them a quick reference guide
□Set expectations for the new look and feel
□Create a way for them to give you feedback

DOWNLOAD this checklist (page 9 of the guide)

Implementation Game Plans 🎯

To help you decide how best to tackle the implementation for your organization (or app), I've put together 3 possible approaches for you to choose from:

The Conservative Approach (Most People Should Do This)

Turn OFF Grid Reports initially for existing apps (or simply go with Quickbase's roll out schedule and watch for communications on the dates)
Work through the checklist above
Update permissions and settings
Configure inline editing for just a few reports or user roles first
Monitor and gather feedback
Expand gradually

This is the "measure twice, cut once" approach. 📏

The Moderate Approach

Enable Grid Reports but disable inline editing for most reports
Selectively turn on inline editing for simple, low-risk workflows
Watch what happens
Expand as you feel comfortable

This is the "dip your toe in the water" approach. 🦶💦

The Aggressive Approach (New Apps or Simple Use Cases)

Enable Grid Reports by default
Set up permissions properly
Train your users
Monitor closely for a few weeks

This is the "jump in with both feet" approach. 🏊‍♀️

A Note on Column Widths 📝

With the new Grid Reports you can now set the report column with for a field in the field's properties.

The default is "0", but that doesn't mean it will be a super skinny column!

If no default is set the width will be determined by the content and field type.

To change this on all views (reports, dashboards, embedded reports on forms) adjust the column width here. I believe this is in pixels and you can think of 100 pixels as about one inch.

Note, adjustments to the column widths will be remembered for that user regardless of the width setting.

What's Coming Next?

⚠️ DISCLAIMER: The information here is what I've heard in various presentations and demos. Quickbase may adjust their plans at any time.

Quickbase is actively working on:

Add children in embedded form reports without explicitly setting the parent value - even to parents that haven't been saved yet!
Set a record picker in column properties for reference/proxy fields
Make fields required by report in column properties

Quickbase is exploring:

Grid Report rules (like form rules but for Grid Reports!) 🎉
Group totals shown inline when groups are collapsed as a future enhancement

Pro Tips for Success 💡

A few last-minute tips to send you on your way...

For Admins

Start with ONE low-risk app to learn the ropes
Remember: Disabling Multi Record Options affects more than just grid reports!
Review who can save common reports (you might want to tighten this up)
Test with multiple users editing at the same time to see conflict resolution in action

For Users

Changes don't stick until you save (so breathe easy if you mess something up)
Double-click those column borders to auto-size
Use your keyboard shortcuts - they work great!

BONUS: Shortcut Keys

The new Grid Reports don't yet have as many shortcuts as Grid Edit does, but they do have a few:

Double-click on an editable cell (not a formula, lookup, etc) to enter edit mode
Ctrl+c to Copy
Ctrl+v to Paste
Spacebar to mark for deletion (will delete on save with confirmation)
Ctrl+down arrow to jump to last row
Ctrl+up arrow to jump to first row
Ctrl+z to undo

Quickbase says they are working on more shortcuts / hotkeys! So stay tuned for time saving tricks 🪄🐇

And If You're Still Worried... 😰

Here's what to do:

Turn OFF Grid Reports for your apps until you've done your homework
Test in a sample app before going live
Start small with low-risk reports and user roles
Use the resources below for more help

The bottom line: Grid Reports are powerful and awesome, but rushing in without planning can mess up your carefully crafted workflows.

Take your time. Test thoroughly. Train your users.

You've got this! 💪

Want to Learn More?

If you're feeling a bit overwhelmed (totally normal!), remember that you don't have to enable Grid Reports right away. They'll be there when you're ready.

We're all figuring this out together! 👯‍♀️

Resources:

Download this Grid Report Survival Guide (checklist included!)
Quickbase Grid Report Help
Quickbase's Grid Report Basics video
EmpowerPro Product Demos (see "Real-Time Visibility For Smarter Decisions")
Quick Base Junkies Original Ultimate Grid Edit Guidebook (not Grid Reports, but covers a lot of useful permissions)

Looking for a Quickbase Expert to help you on your journey? Let's Talk!

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