Skip to content

QuickBase Workflow Demo

VIDEO TRANSCRIPT | Recorded: 2024-01-10 | Verify against current system state

Abstract

Comprehensive QuickBase demonstration for AANP IT and education teams. Covers call-for-speakers workflow built using AI Smart Builder, public form embedding, blind review capabilities with field-level permissions, multiple approver workflows, Salesforce bi-directional integration, project portfolio management with executive dashboards, and resource allocation features. Includes discussion of licensing models and professional services.

Key Procedures

  • Create event management application with Smart Builder AI
  • Configure call for speakers intake form
  • Embed forms on external websites
  • Set up blind review with field-level permissions
  • Configure multiple approver workflows
  • Integrate with Salesforce for bi-directional sync
  • Build project portfolio dashboards
  • Configure resource allocation views

Notable Statements

  • 0:03:48 "Sometimes it's hard to envision when you have an initial use case, what else you can use QuickBase for because it is a very flexible platform"
  • 0:05:15 "We actually started this off with a newer feature in QuickBase called our Smart Builder AI"
  • 0:10:17 "You can embed this form anywhere you might need to and it removes all of the QuickBase branding"
  • 0:14:22 "Our review process needs to be blinded to not have names and such associated with who is doing the submission"
  • 0:16:29 "You have very granular levels of control over what somebody is able to do or see within a particular application and that goes down to the field level"
  • 0:17:17 "That is 100% something that we can support... multiple approvals and not truly mark something as approved until it's gone through all of the necessary phase gates"
  • 0:28:15 "With Salesforce, we actually have a true bi-directional integration"
  • 0:28:33 "You can enter data in QuickBase and then have it push to Salesforce, or you can update something in Salesforce and that will automatically propagate down to QuickBase"
  • 0:40:13 "If they're not doing something that they're supposed to or a deadline or due date might be approaching, then that would be a good use case for our reminders feature"

Systems & Configurations

Systems Mentioned

  • QuickBase (primary platform)
  • Salesforce (integration)
  • Microsoft Outlook/365 (email integration)
  • SharePoint (dashboard embedding)
  • Power BI (reporting integration)
  • Teamwork.com (mentioned, no native connector)

Smart Builder AI

Feature Capability
Input Simple prompts
Output Tables, relationships, sample data
Benefit Faster time to value

Call for Speakers Workflow

Step Action
1 Define event and speaker requirements
2 Open application form
3 Collect submissions via public form
4 Blind review with hidden fields
5 Multiple approver workflow
6 Auto-create speaker and session records

Blind Review Configuration

Method Description
Field-level permissions Hide contact info from reviewers
Form-level hiding Show only after approval
Role-based control Reviewer role sees limited data

User Access Models

Role License Required
Internal reviewers Yes
External submitters No (everyone on internet)
Approved speakers Optional (for collaboration)

Licensing Models

Model Description
User-based Pay per license
Usage-based Pay for platform usage

Integration Capabilities

System Connection Type
Salesforce Bi-directional native
Outlook/Gmail Native connector
SharePoint Native connector
Teamwork Generic webhook/API

Credentials/Access Mentioned

  • QuickBase admin access
  • Serenie (VP IT), Tamara (Sr BA), Nick (IT), Jenny (LMS Director), Eileen (PM Education), Brianna (Legal Specialist)

Vendor Contacts Mentioned

  • Laura (QuickBase services)
  • Mike Boulanese (account manager, transitioning)
  • Julia Warner (new account manager)
  • Jacob Uzlitz (technical partner manager)

Errors & Troubleshooting

No errors documented - this is a demo recording.

Transcript Gaps & Quality Notes

  • Long demo session (50 minutes)
  • Multiple AANP stakeholders present
  • SessionBoard comparison mentioned
  • Blind review critical requirement documented
  • Account manager transition announced
  • Professional services package offered