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# Reassign overdue Quickbase records from a report

> Run a Quickbase report of overdue records and reassign or reprioritise each one by your rule, with the old values kept so any change is undone.

Source: https://cotlet.dev/integrations/quickbase-api-mcp-server/reassign-overdue-records

Your Overdue work orders report fills up every Monday, and a person has to open each row to move the late ones to someone else and raise their priority.

Cotlet does it in your own Quickbase account with run\_report, get\_record and update\_record, called by your AI agent, an n8n workflow or a script.

[Sign up free](https://cotlet.dev/app/signup?app=quickbase) [All Quickbase tools](https://cotlet.dev/integrations/quickbase-api-mcp-server.md)

Hosted · nothing to install or maintain

## Can Quickbase do this on its own?

Quickbase offers three ways to do this (checked 23 Oct 2026): Grid Edit by hand, a Pipelines pipeline, and the RESTful API with a user token. A pipeline moves data by a fixed rule, and the API needs a script you write and host. Nothing in Quickbase reads each row and decides by a rule you write in plain words.

## How you do it in Quickbase today

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.

## How to reassign overdue Quickbase records from a report

Prompt

```
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.

### What you get back

Example data

```
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)
```

### Other ways to ask

- Every Monday, list overdue work orders by assignee and change nothing.
- Set Priority to High on every overdue work order for the Depot site, and leave Assigned to as it is.
- Show me the overdue rows that Sam Ortiz closed since the report ran, and do not touch them.

## What Quickbase allows, and what to know first

- Quickbase lets an app manager remove the Grid Edit button from a report, so a user may only have the Edit pencil for each record.
- Grid Edit does not show totals or subtotals and does not upload documents, so a report you edit by grid hides numbers a record page shows.
- In Quickbase, a record saved by someone else during your edit asks you to resolve each field, which is why the agent re-reads the record first.
- The Quickbase RESTful API allows 100 requests per 10 seconds per user token and answers HTTP 429 above that, so a script that updates a long report has to back off.
- Quickbase Pipelines record triggers need admin rights on the app, so a reassignment rule built that way may not run for a user without them.

update\_record changes only your own Quickbase data and reach no one else, so it runs without asking first.

Sources: [Quickbase Help: Grid edit](https://help.quickbase.com/docs/grid-edit) · [Quickbase Help: Add, edit, and view records](https://help.quickbase.com/docs/add-edit-and-view-records) · [Quickbase Help: Rate limiting overview](https://help.quickbase.com/docs/rate-limiting-overview) · [Quickbase Help: Use the Quickbase channel](https://help.quickbase.com/docs/use-the-quickbase-channel) · [Quickbase Help: Edit records across multiple tables from a single legacy form](https://help.quickbase.com/docs/editing-records-across-multiple-tables-from-a-single-legacy-form)

## Call update\_record from a script

curl

```
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"}}'
```

Example response

```
{
"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.

[Schedule it in n8n, Make, Zapier or cron](https://cotlet.dev/integrations/quickbase-api-mcp-server.md#automations)

## Quickbase tools this automation uses

__Cotlet Quickbase tools used to reassign overdue Quickbase records from a report__
| Tool | Parameters |
| -------------- | --------------------------------- |
| run\_report | app, table, report, limit, cursor |
| get\_record | app, table, record\_id |
| update\_record | app, table, record\_id, fields |

[All 14 Quickbase tools with descriptions](https://cotlet.dev/integrations/quickbase-api-mcp-server.md#tools)

## Frequently asked questions

### Can I undo a run?

Yes. update\_record returns the previous value of every field it changed, so you ask the agent to write those values back. Only deleted records cannot be restored.

### Is it safe to connect Quickbase to Cotlet?

Yes. You sign in to Quickbase yourself, in your own Cloud Browser in the EU, and we never save your password. Your agents only get Quickbase once you enable it, every background request is listed, and the browser profile is stored encrypted with AES-256-GCM, the cipher 1Password uses for its vaults. The AI model never sees a login, posts and messages wait for your OK, and Disable for agents cuts access in one click. Independent scanners grade cotlet.dev A+ on Qualys SSL Labs, securityheaders.com and Mozilla Observatory; live results are on https://cotlet.dev/security.

## More Quickbase automations

- [Add Quickbase records from a list or an email](https://cotlet.dev/integrations/quickbase-api-mcp-server/add-records-from-a-list.md)
- [Export a Quickbase report to CSV every week](https://cotlet.dev/integrations/quickbase-api-mcp-server/export-report-to-csv-weekly.md)
- [Quickbase API and MCP server: every tool](https://cotlet.dev/integrations/quickbase-api-mcp-server.md)
- [All use cases](https://cotlet.dev/use-cases.md)

## Give your agent access to Quickbase.

Free 7-day trial with 2,000 credits, no card needed. Cotlet is independent and not affiliated with Quickbase.

[Sign up free](https://cotlet.dev/app/signup?app=quickbase)

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