Enabling Updates to Existing Quickbase Records

When setting up a Send to Quickbase Global Workflow action, you can turn on the Enable Updates toggle to allow automatic updates to existing records on your Quickbase table.

This feature will overwrite data in an existing Quickbase record when the designated Quickbase unique field value matches the specified FastField form field value. All other form data will be inserted as new rows in your table.

If you do not turn on the Enable Updates toggle, all submitted form data will be added as new rows in your table. This could cause your table to include multiple rows for the same entity, such as a customer name, asset, or site.

By enabling updates, however, it will simply update existing details for the unique entity, instead of creating multiple entries.

In this article

• Setting Up in Quickbase
• Setting Up in FastField

Setting Up in Quickbase

First, you’ll need to designate the unique fields whose rows of data you want to be updated on your Quickbase table when the corresponding FastField form is submitted. To do this:

1. Log in to Quickbase and select your app.
2. Select the table.
3. On your table page, go to Settings > Fields. Here you can see all the fields in your table.
4. Select a field that you want to designate as unique.Select a field that you want to designate as unique. This will set it as a unique identifier (unique field) for the records to be updated when matched with a form field.
5. Note: Record ID# is already marked as a unique key field by default.
6. Note: List – user fields cannot be marked as unique.
7. In the Properties tab under Basics, select Must be unique.
8. Save.

Now, when you set up the Quickbase Global Workflow action in FastField, you will be able to match these unique fields to your form fields, allowing their existing records to be updated.

Setting Up in FastField

You’ll then need to create a new Send to Quickbase Global Workflow action in FastField in order to map a form to your table and enable updates.

1. Go to Workflow > Global Workflow and select + New Workflow.
2. Name this workflow and select Send to Quickbase as the action.
3. Name this action, choose or create an integration, and validate your Quckbase app ID.
4. Choose the Quickbase table that you would like to map the form data to.
5. Turn on the Enable Updates toggle.
6. Choose your desired Quickbase unique field and FastField form field, which will update the table’s existing records when matched (instead of creating a new entry).
7. Note: Key fields must be marked as unique in Quickbase before they appear in the Quickbase Key Field drop-down (See Setting Up in Quickbase).
8. Complete the integration by mapping Quickbase table fields with form fields and save.