Reassign overdue Quickbase records from a report

1. A user with a role that may edit opens the table, chooses Reports, and opens the saved report, for example Overdue work orders.
2. If the app manager left the Grid Edit button on the report, the user clicks it on the page bar and double-clicks a cell to change it. A changed cell turns yellow, and nothing is saved until Apply Changes and Save.
3. Without Grid Edit, the user clicks the Edit pencil on each record, changes the fields and chooses Save, or Save & next to move to the next record.
4. If someone else saves the same record meanwhile, Quickbase asks the user to resolve each field, or to use Keep all or Discard all.
5. The report refills as new work orders pass their due date, so the same pass repeats every week.

Run the Overdue work orders report in the Work orders table of Field Ops. For each row assigned to Sam Ortiz, set Assigned to Dana Whitfield and Priority High. Leave every other row alone and list what you changed.

1. 01

   Read the report

   Your agent opens the report with run_report and follows next_cursor until it comes back empty. A report that is a chart returns an error, so name a table report. The rows come back in the order the report sorts them, each with its Record ID#.

2. 02

   Match your rule

   Each row is checked against the rule in your prompt, for example Assigned to is Sam Ortiz and Due is before today. Rows that do not match are left alone and listed as skipped, so you see that the agent looked at them.

3. 03

   Re-read before writing

   get_record opens the record right before the change. If another user already changed Assigned to or Priority since the report ran, the agent skips the record and says who the field names now.

4. 04

   Change the fields

   update_record sets only the fields you named. It returns the previous value of each, and the agent keeps them in its report, so a wrong run is undone by writing the old values back. It does not wait for your OK, because it is undone in one call.

5. 05

   Check what the app does next

   A Pipelines or notification rule in your app can fire when Assigned to changes, for example an email to the new assignee. The agent says so when your prompt changes that field, so a run of 20 rows does not surprise anyone.

Overdue work orders: 5 rows
Reassigned to Dana Whitfield: 3
- 1042 Replace pump seal: Sam Ortiz to Dana Whitfield, Priority Normal to High
- 1063 Repaint bay door: Sam Ortiz to Dana Whitfield, Priority Normal to High
- 1071 Test fire alarm: Sam Ortiz to Dana Whitfield, Priority Low to High
Skipped: 2 (assigned to Lena Park)

curl -X PATCH https://cotlet.dev/api/v1/quickbase/records/1042 \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"app":"Field Ops","table":"Work orders","fields":{"Assigned to":"Dana Whitfield","Priority":"High"}}'

{
  "record_id": 1042,
  "table": "Work orders",
  "updated": {
    "Assigned to": {
      "previous": "Sam Ortiz",
      "current": "Dana Whitfield"
    },
    "Priority": {
      "previous": "Normal",
      "current": "High"
    }
  }
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is quickbase_write → update_record. Example data.

• Add Quickbase records from a list or an email
• Export a Quickbase report to CSV every week
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