1. Adding multiple unrelated records in one form: Ex: to create multiple Employees records in the same form here, you would drag your fields onto the form for the first Employee record, then click on New Target Table and choose the Employees table again. This will make it appear as below (Employees 2 shown in Target Table). Then you can drag the fields for your 2nd Employee record onto your form. And you can do this with more tables and records in the same form.
NOTE: Multiple unrelated records like this will only work in an Add Record use...creating an Edit or Print button/URL won’t work because the form will only be linked to one record to edit.
2. Multiple form completers/signers for one record in one form: there are several ways to accomplish this, depending on your specific needs. In your target table you are likely to need a Signature field for each signature like below, and set the File Upload (file attachment) field’s properties to keep as many revisions as you want, which keeps versions of the pdf instead of overwriting them, and creates an audit trail of the pdfs through the workflow.
A standard approach here is to create 2 form templates from the same form master, to be used by the different signers/form completers. Digitize the first with just the fields for the Applicant to use to create the record, in the green section here. Save this form to be used as the Add Record form.
Then add the 2nd form completer/signer/approver fields and “Signature 2” to their section of the form, change the form name to designate it as the Approval form, and Save As. If you don’t want the approver to be able to edit the Applicant’s fields, the easiest way to restrict this is to create formula fields for the Applicant fields as needed and use those so they are read-only in the Approval form. You can use this form for just Edit/Output, since it will be editing existing Applicant records. (You can also set up an email notification or work queue report in Quickbase to tell the Approver they have new applicants to review). When the Approver edits the record in their form and signs it, the pdf produced will have all signatures in it, which can be shared by email or email notification with any parties to complete the digital transaction.
These workflows can be complex, so use the Quickbase functionality available and carefully create the forms and workflows so they work the way you need them to.
3. Adding multiple records and tables on a form and relating them as Parent-child: (Note: the tables have to be related as parent-child in Quickbase for records to be relate-able here). For Adding new records, this functionality supports one or multiple child records to one parent record, or one child record with (single) parents in multiple tables, or multiple children to multiple parents (each with a single parent), creating and relating them all. The simplest version of this is choosing a single parent table and single child table.
Make the first Target Table the parent table, and place the desired fields on your form including any required fields.
Select your child table from the Target Table dropdown, and place the desired fields on your form including any required fields.
Click on the Options button. Here you can see the tables your form is linked to, and you can relate them by clicking the “Relate Target Tables”. This will open a box called “Connect Target Tables”.
From here, you can choose to either manually relate target tables or let Form Engine import the connections from your app for you. The steps for each option are listed below.
Option 1 (Improved method): Import the Connections -
In the “Connect Target Tables” box, click the blue “Import Connections” button.
This brings up the box below that shows all the relationships between the Target Tables. Form Engine pulls the relationships in from your app, but the target tables must be set up on your template.
From here, you can choose which relationships you want to Import. If there is a relationship you do not want to Import then select “Skip” in the dropdown.
Click Save when you are done.
Option 2 (Original method): Manually Relate the Tables-
In the “Connect Target Tables” box, click on the green ADD button located beside Current Connections.
This brings up the box below that allows you to specify the Parent table, Child table, and Related Parent field. Specify those and Save.
For additional child or parent records and relationships on a form, just add more target tables and the fields you need, and more Connections to specify those relationships.
For Editing related records, a form can only have one child record and one parent record (from one or multiple parent tables). The reason for the single child record only is that the child record doesn’t know about any other child records in the child table.
When creating an Edit or Print field to edit child and parent(s) with the wizard in this screen, the “Choose a Table” the field is created in should be the child table. Then the Record ID# (unless set to a different field in Quickbase), and Related (Parent) for the last dropdown, as highlighted.
Note that a child record can have multiple parent tables and records on the same form, and Editing from the child record allows updating the parent records at the same time (though not changing parents).
4. Creating a Child record and relating it to a Parent record: This is simply done by digitizing your form to the Child table and including the Related Parent field on the form. The form completers will be able to choose a parent record using that field when they fill out the child record, just like native Quickbase forms. They get this searchable dropdown to choose a parent record, using the Record Picker fields that are set in your Quickbase table settings.
You can include Lookup fields in your form and they will populate and update on the form in real time when your form completer chooses a Related Parent record. When Editing a record in the form, the user will be able to update the child record and change the parent selected if you have that Related Parent field editable for them. Lookup fields are a type of form pre-fill (see Pre-fill below). These related features overlap some. Lookups can pre-fill fields in a form from parent records several levels up, as long as the fields are Lookup fields in the child (Target) table on the form.