Notifications:Keep Your Team Moving with Perfect Reminders and Subscriptions

#EMPOWER2015

① Introductions

② Notifications

③ Subscriptions

④ Reminders

⑤ Discussions, Questions, and Comments

Relationship Therapy

#EMPOWER2015

Adam Hoover, QuickBase - Sales Engineer

A QuickBase Sales Engineer since 2013, Adam is a passionate supporter of the Intuit philosophy of making complex processes more

accessible. Having worked for Homeland Security, providing automation support to an organization that is incredibly large, and also at a

startup with less than 50 employees, providing software solutions to IT Service Providers, Adam loves to use his experience, spanning

the full spectrum of industry size, and is always trying to gain and provide insights to an increasingly diverse community of QuickBase

users.

Forrest Parker, Oldcastle Materials – Business Systems Analyst

Forrest began his career in 2009 and is currently pursuing a master's degree in information systems. Forrest has a passion for

improving processes and workflows. He stands out as a problem solver and as someone who pays attention to detail. Forrest enjoys

small coding projects and loves SQL. He is a lifelong learner and is willing to share what he has learned with anyone who is interested.

Notable projects/roles include: Agile Business Analyst on an awesome construction timecard app, and Project Lead on a point-of-sale

system switch at over 60 aggregate pits and asphalt hot plants.

Who We Are

#EMPOWER2015

① Mobile Accessibility – A 2014 study indicates that users check

their phone on average, 221 times per day

Benefits of using Emails

② Instant Awareness – Fortune Magazine found that people spend at

least 28% of their work day on Email

③ Quicker Action – Some companies are recommending that

users follow up on emails within 12 hours, even on weekends

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Notifications“It happens when they change something.”

- The Matrix

#EMPOWER2015

Time Card App Enhancements

• The End Goal

– Collect and decide on enhancements for our time card web app (inField)

– Implement the enhancements that will benefit Oldcastle Materials as a whole

• The Problem

– Oldcastle Materials companies are scattered throughout the entire US

– Each company has its own preferences and procedures

– How do we know which ideas are best for the most people?

• The Solution

– House all enhancement ideas in a QuickBase App

– Notify inField Leads when enhancement ideas are submitted and request their feedback

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New Idea - Form

A user submits his/her

enhancement idea into

the inField Enhancement

Hub

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Email sent to inField Leads

Each inField lead receives an email containing details of the enhancement idea. The “Rate Now” link takes them to QuickBase where they can provide feedback.

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General

• Permission Type

(Recipient or Open)

• Notification Name

• Notify Whom

• Notify When

Email Contents

• Message Type

• Subject

• Message Format (HTML

vs. Plain Text Only)

• Single record options

Advanced Options

• Operations

• From Address

Creating Notifications

• Getting there

– “Settings” -> “Tables” -> Choose the table -> “Notifications, subscriptions, &

Reminders” - > “New”

• Options

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Subscriptions“If I’d had more time, I’d have written a shorter letter.”

– Mark Twain

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Blue Stakes Managed

• The End goal

– Keep Blue Stakes Current

• The Problem

– I don’t want to have to look at the Blue Stake’s unless there is some kind of action required

• The Solution

– Create a report that shows only the records that require action

– Set up a daily subscription to the report (Only have the report sent if it contains something)

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Email sent with subscription report

The report is sent out each

day there are tickets that

need to be updated.

Custom Subject Line

Custom Message

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General

• Subscription Name

• Select Report

• Deliver by Email (Daily, Weekly,

Monthly)

• Deliver to: (Me, All users, or Select

Roles)

Mail Options

• From Address

• Subject

• Custom Message

Creating Subscriptions

• Getting there

– “Settings” -> “Tables” -> Choose the table -> “Notifications, subscriptions, &

Reminders” - > “New”

• Options

#EMPOWER2015

Reminders“Men more frequently require to be reminded than informed.”

– Samuel Johnson

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Using Reminders

• The End Goal

– Keep your users abreast of items that would normally fall off their radar, to eliminate the chances

of anything slipping through the cracks

• The Problem

– Users may often find themselves caught up in other priorities, and in those situations, it can be

incredibly helpful to provide them with the information they need in order to follow up with any

outstanding activities

• The Solution

– Create a date field, or series of date fields, or even a formula date field, that we can use to tell

QuickBase when users should be receiving a reminder that something should be addressed

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Setting up Reminders

Using the Reminder Wizard,

you can choose who, what,

and when a user receives a

reminder.

Custom Message

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• Provide a descriptive name

• Give adequate thought to the “Notify When” and “Notify

Whom” sections (Don’t overload the inbox)

• Always test before going live

Best Practices

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Questions“I don’t pretend we have all the answers, but the questions are certainly worth thinking about.”

– Arthur C. Clarke