Automation! Schedule adding records in QuickbaseMay 23, 2019
Schedule routine tasks to be done for you automatically in Quickbase! Using automations on a schedule will change the way you work in ways you can't even imagine.
Bonus: This training also utilizes the NEW Builder Program where you can access a FREE personal Quickbase license.
Do you have daily, weekly, or monthly recurring Quickbase activities? I bet you do!
If any of these sound familiar you'll want to check out this training:
- You track tasks or to-do lists that have recurring daily, weekly or monthly tasks that you manually create records for each time
- You track subscription type charges that occur on a regular schedule
- You track recurring marketing campaigns
- You track monthly finance activities
- The list goes on...
In this tutorial on Quickbase Automations, I'll take you through each step to set up an automation that runs on a regular schedule to add records.
- Create a new automation based on a daily, weekly, or monthly schedule
- Set the action(s) to add new records and save
- Test the results
As you get started with Automations, please be cautious and heed the warnings I share in this training.
Otherwise, have fun and enjoy saving boatloads of time!
See the video transcript
FROM THE TUTORIAL: "Now let's get started! In this automation example, we'll be setting a scheduled automation that means you don't have to do something to trigger the automation rather it automatically runs based on a schedule we set. The automation you want is that each week any active project will require a weekly status update, so let's go into the automations. I'll choose settings and scroll down to automation. Let's start a new automation. This automation will be set to trigger on a schedule. I'll name my automation. The frequency can either be daily, weekly or monthly. I'm going to set this to weekly and have it run every Monday. Now I'll add in my action. You might be thinking, the action I want to perform here is to add a record; and while you wouldn't be wrong, you wouldn't be entirely right either. What I'm actually going to do is copy records because I need my tasks to remain related to my project and now I do need to set up some particular filters. We'll start by identifying the record we want to copy. Now I know that I named it with a task name 'weekly status update', we want to choose the latest weekly status update. In order to do that I'm gonna choose the date created is on or after the date of seven days in the past, and then I can continue to add additional filters as necessary. For this example, let's take the project status and say it's not equal to the value 'on hold'. I don't want to be creating any weekly status updates requirements when the project is 'on hold'. You could also include perhaps things like 'cancelled' or 'complete'. With those settings in place, I can now think about what do. I actually want to have copied from this record that we've filtered down to into my new task. The destination table will be tasks. I'll set my task name here again. I'll type in a value and then, very important here, I want to make sure that my task remains connected to my parent, so we're going to copy the related project from a value in the record. Great! So we've got that all set up. Very important all of this filtering and narrowing, now let's go ahead and click Save and return to our application. Our automation has run and so we can check out the results before we head over to the tasks table to see our new weekly status update. I do want to point out one thing: notice the record here for finance system upgrade. It happens to be 'on hold' and if you recall from our automation, we set anything 'on hold' to not get that weekly status update record added. Now let's head over to our tasks table. On our tasks table we'll scroll all the way here to the bottom and you'll notice we have weekly status updates for a number of items. These first five are the ones that I previously added. The ones that we made a copy of however, these next four well these are the ones the automation automatically added for me. These were added around 4:00 a.m..."
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