Knowledge Base

Quickbase Sync | INTERMEDIATE

Quickbase Sync provides a great way to import data from a cloud service directly into a Quickbase table.

Quickbase Sync connects to three categories of service:

✓ Services: Quickbooks Online, Salesforce, NetSuite, Quickbase and many others

✓ CSV Files: SFTP as well as cloud storage services; Box, Dropbox and Google Drive

✓ Email: Gmail and Outlook Exchange

Here are a few examples of good reasons to use Quickbase sync:

✓ Import converted leads from salesforce into your Quickbase ‘Companies’ table

✓ Import work orders from an separate work order system by exporting them to CSV and placing them in Dropbox

✓ Save emails to a Quickbase table from a specific Gmail folder

Let’s take a closer look at the last example: Save emails to a Quickbase table from a specific Gmail folder

To set this up, take the following steps:

  1. In the upper-right corner of your screen in Quickbase click the purple ‘+’ symbol and select “Using connected app data’. You will then be taken through a series of guided steps to set up your connected table:

  1. Next, name your new table:

Click ‘Next’

  1. Now select your ‘Data Source’. In the pic below you can see there are a wide variety of services available. In this case we will be choosing the ‘Email’ option ‘Gmail’

Click ‘Next’

  1. You will be asked to create a connection with your Gmail account. Start by naming the new connection. (If you have already created a connection, you may select it on this screen)

Click ‘Next’

  1. Follow the guided sign-in steps, providing your Gmail login and granting Quickbase rights to access your Gmail

  2. Select the Gmail ‘Inbox’ that you wish to connect with. In this case we will be connecting to the inbox “Quickbase Items:

  1. Next, select the fields you would like to map from Gmail to Quickbase. You can select as few or as many fields as you would like by highlighting the desired field on the right side of the screen and dragging it to the box on the left:

  1. Next you can apply filters, ensuring only the records you want are imported into Quickbase:

In this case I have specified that I only want emails with a date in 2019. Click ‘Next’ when finished

  1. The next screen will ask you HOW and WHEN you want your data to sync. Let’s start with HOW. You will be able to choose either of the two options highlighted below:

  • Make my table match the data from Gmail exactly: This option will mirror exactly what is in the Gmail folder. If an email is removed from the folder it will also be removed from Quickbase. The table will always be an up-to-date reflection of the email folder.

  • Keep everything in my table and add new records: This option will take all the email in your gmail folder and add them all to whatever records were previously added to Quickbase. This means you will have a true history of all emails, and will likely have many duplicates as well.

  1. Next select your WHEN: In the ‘Schedule’ section click the dropdown box under “When should we automatically refresh your table?”

  • Note: If you select ‘Manual Only’ your table will only update when you press the refresh button at the top of you table homepage:

  • You may also use the refresh data button in order to update the table at anytime even if you have selected a scheduled options such as ‘Every Week’
  1. Now, when you visit your table you will see all emails from your designated folder as records within your new Quickbase table:

EDITORS NOTE: Sync fields are read only and cannot be edited. If you would like to manipulate values imported from a sync field you can add an accompanying field to mirror the field you wish to edit and have the values pushed into the mirrored field using a form rule, placing the sync field value into an editable field.

For an ‘outside the box’ idea for how to use Quickbase Sync to automatically import CSV files click here

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