Support Hub Home Page
Release Notes and Acknowledgement Section
User Control Profile
Support Hub Request Form
Quick Base Alteryx Tools Developed

Automation Utopia - Automated User Management and Support Hub

Inspiration

"The measure of man is what he does with power" -Plato

Our power comes from the tools we use and Quick Base, Pipelines, Alteryx, JavaScript and HTML come together to help solve a complex problem with great ease.

Note:

Rohit B and Adrian Pestana together have made 2 submissions in the Hackathon. These are significantly different apps and processes with the exception of sharing an Employee Control Table and Acknowledgement Process between them. Both the features above are housed and part of the Support Hub and the Parts Process Manager uses these as dependencies.

Features

Automated User Management
Employee Profile Management
User App Acknowledgement
Centralized Request Intake Process

What it does

Support Hub is a Quick Base application that houses the following tables and functions:

Control Table - An employee table that is sourced from Box using a Pipeline. (The assumption here is that the Employee information is sourced from any ERP system into this table). This table helps attribute additional details to the employee's profiles and is used downstream to govern access and view.
Group Management Tables - These tables house all the Groups in the Realm, all the Employee_Group Combinations, and the Group Manager which contains Group and Query combinations that the Groups are based off. Together they enable Automated User Management throughout the Realm.
Requests - This is a centralized Request Hub connected with Slack and Outlook to provide insight on user help/feedback/change requests on various applications.
User Acknowledgement Tables - Used to Launch App Version Release Notes to the Users in various applications including the main app.

Tools Built

Quick Base Bulk Downloader - An Input Connector Macro to Alteryx which is capable of pulling all the records in a table using pagination.
Quick Base Life Saver - A documentation Macro for Alteryx that helps output all the App Schema and Code Pages connected to the User token. This is a Life-Saving tool that helps taking important app schema backups easily.
Quick Base Group Manager - An Alteryx Macro that uses input Queries defined in Quickbase to automate users into Groups. This enables Automated User Management so that App Owners don't have to manage users manually in the application.
Quick Base Group Employee Manager - A workflow that helps identify all the Groups in a Realm and all Employee_Group combinations providing insight to the Admins on an Employee's profile.

Challenges we ran into

Our biggest challenge by far was to commit enough time to build the solution. Working full time from home during the pandemic means endless hours in and out of work.

With the time constraint, we put everything essential and game-changing into the 2 applications we built and had to forego some minor imaginative ideas we had with the solutions.

Accomplishments that we're proud of

Coming from a company that has 14k Active Quick Base Users, Automated User Management is a game-changer because users don't have to go around who owns which apps and what access they need to do their job. App access is fully Automated after the initial setup.

What we learned

After building the processes and tools, we said to ourselves - "We can't believe we used to work so hard to manage users in applications and deal with app access requests all the time". As App Managers, every email that we got for app access had to be verified, documented, and researched as to which roles the users would need in the application.