Invoice Routing

@Ember Krumwied

I think what you are describing is achievable. However, in order to allow users to record a response without logging in to Quickbase​ you'll have to make a choice:

1. Make part of the app accessible to Everyone on the internet (EOTI) so that anonymous users can create records.
2. Include a user token with access to part of the app that can modify records.

Both have their own risks to consider and will depend on your tolerance.

Because this will be an anonymous response, you also won't be able to leverage native user data about who approved or denied the request. So you'll either need to have the approver fill that data or make the URL unique enough to only apply to the recipient of the notification.

Let's assume our risk tolerance aligns with the first option. Here is how I would do it.

1. Create a new table called responses with a field for Invoice Record ID and Approval Choice
2. Create a role called Email Responder with access to add records and view records in this table
3. Give that role to EOTI
4. In the approval notification that is sent to the user, display dynamically generated Reject and Approve buttons that take the user to a new record in that table with the fields pre-filled. (See below for URL structure)
5. Create a pipeline that triggers when a record is added to the table
   1. When a record is added
   2. Find an invoice record with the Invoice Record ID
   3. Edit the invoice record from step 2 and pass the Approval status from the response record into the approval status field of the invoice table

URL Structure:

URLRoot() & "db/" & [_DBID_RESPONSES]
& "?a=API_GenAddRecordForm"
& "&_fid_6=" & URLEncode([Record ID#])
& "&_fid_7=" & URLEncode("Approve")
& "&z=" & Rurl()

In this example, fid 6 is Invoice Record ID and fid 7 is the Approval Choice.

Once the User saves their response, the workflow should kick off.


I recommend consulting with a QuickBase expert or a developer to help you determine the right level of risk for your application.

#EOTI #urlformula #Pipelines #rolesandpermissions #Notifications/Email