Efficient document management is essential for teams that rely on Quickbase to keep their projects organized and moving forward. Quickbase’s Native File Manager provides the core features needed to upload and store files, but for teams that require greater control, flexibility, and integration with external cloud platforms, Document Portal offers additional capabilities tailored to those needs.
Document Portal is designed to work seamlessly within Quickbase, making it easier to handle large file uploads, manage file deletions, and access related records—all while supporting external storage options.
Who Can Benefit From Quickbase’s Native File Manager?
Quickbase's native file manager is ideal for teams needing basic document storage within the Quickbase platform. It provides core functionality like uploading, storing, and retrieving files, making it well-suited for teams with smaller file sizes and minimal external storage requirements. It’s a practical choice for teams focused primarily on core Quickbase data management with limited need for advanced file handling features.
Who Can Benefit From Document Portal?
Document Portal is designed for teams with more complex document needs, such as handling large volumes of files, working with larger file sizes, and integrating with external cloud storage platforms. It’s the ideal solution for industries that rely on extensive documentation—like construction, healthcare, and manufacturing—where flexible storage, batch actions, and enhanced file management capabilities are essential for smooth operations. Document Portal is perfect for teams looking for more control, efficiency, and advanced features to streamline their document workflows in Quickbase.
Comparing Features and Functionality
Here’s a closer look at the differences between Document Portal and Quickbase’s Native File Manager.
1. Storage Flexibility
Native File Manager: Files can only be stored within Quickbase, with no support for external cloud platforms.
Document Portal: Supports file storage on external platforms like Amazon S3 and Dropbox, freeing up space within Quickbase and providing more storage flexibility.
2. File Size Limits
Native File Manager: Maximum file size of 30 MB per uploaded file.
Document Portal: Allows a total upload size of up to 2 GB, with individual file limits that vary by cloud platform. This allows users to work with larger files and manage bulk uploads more effectively.
Important Note: If using Quickbase as a storage cloud, then the individual file limit is 40 MB. This is a limitation from Quickbase, similar to the Native File Manager
3. Maximum Files Per Upload
Native File Manager: Limits uploads to 20 files at a time.
Document Portal: Allows uploading as many files as fit within the 2 GB size limit, giving users greater flexibility for handling large batches of files.
4. File Deletion Capabilities
Native File Manager: Only allows deletion of files one by one.
Document Portal: Supports batch deletion, allowing multiple files to be deleted simultaneously, saving time in file management.
5. Multi-File Download
Native File Manager: Only allows downloading of one file at a time.
Document Portal: Users can download multiple files at once as a ZIP file, simplifying bulk file retrieval.
6. Edit File Details
Native File Manager: No functionality to edit details of file records.
Document Portal: Allows editing of associated file record details, providing better control and organization for each file.
7. Manage Associated Records
Native File Manager: Does not provide direct access to associated records for each file.
Document Portal: Allows users to view and manage records associated with files, giving them more contextual information and control over document management.
Bringing It All Together
While Quickbase’s native file manager covers basic storage needs, Document Portal offers a comprehensive approach for teams with advanced requirements. With flexible storage, large-file support, batch actions, and external platform integration, Document Portal streamlines document workflows within Quickbase. It’s built for industries that handle high file volumes, need organized storage solutions, and benefit from faster retrieval—whether in construction, healthcare, manufacturing, or beyond.
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