Quick Base

Tracking your customers can be a difficult task unless you use a tool like Quickbase.  With Quickbase, your whole team can manage projects, customers, sales and more.

In this example, we’re going to show you how to use Formstack Documents to generate an NDA from Quickbase with the click of a button and then we’ll send it out for signature using HelloSign.

To get started, we’re going to setup the template for our NDA using a Word document.  Inside the Word document, we’re going to add our boilerplate agreement information.  For the spots that we want to insert our customer’s information, we’re going to use merge fields that look like {$FirstName}, {$LastName}, etc.  These are just text that we enter into our document.

Here’s what our NDA template looks like:

Since we’ll be collecting the customer’s signature using HelloSign, we need to enter a signature tag so that HelloSign knows where to place the signature inside our NDA.   The signature tag looks like: [sig|req|signer1]

Once we have our template ready to go, we need to upload it to Formstack Documents.  From the Documents page in Formstack Documents, click the New Document button and enter a name.  On the next step, select Office Document as the document type and then pick the file from your computer.


After you upload your template, you’ll be taken to the Settings tab for your document.  On this page, you can change options like the type of file that is generated and the name of the file.  For this example, we’re going to generate a PDF and we’re going to include the name of our customer in the file name.


Next, we’re going to setup the integration with HelloSign so that our merged document is automatically sent out for signature.  On the Deliver tab, click the New Delivery button and select HelloSign from the list.
You’ll need to enter your HelloSign API Key and then enter the signer’s information.  We’re going to use merge fields for our signer’s information.


Once you have saved your HelloSign delivery settings, we’re going to setup the integration of our document with Quickbase.  In order to setup the integration, we need to get the Merge URL for our document from the Merge tab.  Please save that URL.


Inside Quickbase, we have a table setup for all of our customer’s information to go.  We’re going to create a custom field on this table that is a Formula URL field.  This will be the link to generate our contract.

Under the Settings page for our Customers table, we’re going to go to the Fields page and then create a New Field called Create NDA.

After the field is created, we’re going to click on the field to setup the URL.  This is where we are going to enter our Merge URL and build the URL so that the customer’s data is passed in the URL.  One other thing we need to do is add a “_use_get=1” parameter to our URL so that Formstack Documents knows to look in the URL for the merge data.

Here’s what our URL looks like:

Once you have finished adding all of the fields to your URL, go ahead and save the field then go over to one of your customer records.  On this page, you’ll see a link for Create NDA. 

Go ahead and click that link and your customer’s information will be sent over to Formstack Documents and your NDA will be generated and sent to HelloSign for signature.

Here’s what our NDA looked like ready for signature:

That’s it!  You’re all done!  You can now generate all kinds of documents from quickbase with the click of a button.  Can you think of any other ways that you could use Formstack Documents to simplify your paperwork process?


Use Automated Webhooks

Quick Base now allows you to automatically send data over to Formstack Documents when you create or update records in your table.  To add a new Webhook, open up your Settings in Quick Base, go to Tables, then click on your table name.  On this page, click the New Webhook button.  Here's an example setup:




Add Child Records from Quickbase

To include a report of child records in your Formstack Documents document, there’s a multi-step process. First, you’ll collect several pieces of text. Copy them out to a text document to keep hold of them.

First, generate a QuickBase API Ticket. You may want to create a user specifically for this purpose and limit that user’s access, depending on the sensitivity of your data. To create a ticket, go to:


This will return a webpage with a QuickBase authentication ticket. More about API Tickets can be found here: http://www.quickbase.com/api-guide/index.html#authenticate.html

Secondly, if you use app tokens in your QuickBase app, you’ll need to retrieve one of those. Go to the home page of your app, click the blue Settings link in the upper left, and select App Properties to access these. More about App Tokens can be found here: https://intuit.quickbase.com/user-assistance/app_tokens.html

Hold onto the app token and ticket, and go to a parent record which your Formstack Documents document will be based on. In the upper left of the child record report, click "Full Report".

On the resulting page, select More in the upper right and choose "Show the Expanded URL for this Report"

You’ll be shown a URL like this one:

Add this to your text document and replace everything before the "&query=" with "?a=API_GenResultsTable", so you’ll get something like:

Finally, get the DBID from the URL of that report. The DBID is the string of letters and numbers after the /db/ and before the ?a=
In your Formstack Documents Field Map page, create a custom field called "report_url" and paste in the following value:


Next, we’ll need to replace the value of the parent record with one that is merged in, so you’ll alter the previous string to be:


In your document builder in html mode, you’ll insert this code:
{smarty_curl($report_url) nofilter}

And finally, at the top of your builder page in HTML mode, you’ll add this link to QuickBase’s CSS:
<link href="https://intuit.quickbase.com/css/themes/classic/reports.css" rel="stylesheet" type="text/css" />

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