Creating and Using a Quickbase Service Account for Pipelines

Purpose

This article defines the recommended and supported process for creating and using a Quickbase Service Account in a customer’s Quickbase realm when implementing Pipelines.

The objective is centralized pipeline ownership, reduced dependency on individual users, and safe, predictable automation behavior across applications.

Important Warnings and Scope Limitations

• Converting an existing user account into a Service Account is high risk. Existing users may already own pipelines, API tokens, automations, reports, or app-level permissions. Converting without proper discovery can break integrations or cause unexpected behavior.
• Conversion of existing user accounts is not supported within implementation scope. Customers pursuing this must engage Quickbase Support for discovery, planning, and execution.
• These steps apply only to the creation of a NEW Service Account.
• Customers retain full responsibility for access control, approvals, and security governance within their Quickbase realm.

Failure to follow these guidelines may adversely affect pipelines, app access, and automation ownership.

When a Service Account Is Required

A Service Account is recommended when:

• Pipelines must persist beyond individual employees or consultants
• Pipeline ownership must be centralized
• Multiple apps share pipelines
• Operational continuity is required

Recommended Process for a NEW Service Account

Step 1: Create the Service Account User

In the customer’s Quickbase realm:

1. Create a brand new Quickbase user
2. Designate the user as a Service Account
3. Grant access to the implementation team’s designated account (this will be provided during implementation)

Do not reuse or repurpose an existing human user account.

Step 2: Grant Pipeline Permissions

Pipeline permissions are critical.

• Ensure the Service Account can create, edit, and run Pipelines
• Verify access at both the realm and app level as required

Missing or incorrect permissions will cause pipeline execution and maintenance failures.

Step 3: Migrate or Create Pipelines Under the Service Account

Existing Pipelines Already Created

If pipelines already exist under another user account:

1. Export each pipeline from its current owner
2. Import the pipeline into the Service Account
3. Validate connections, credentials, and app references

Pipelines intended for long-term or centralized management must be owned by the Service Account.

New Pipelines

For new implementations:

• Create pipelines directly under the Service Account
• No migration is required

Step 4: Add the Service Account to Required Apps

Add the Service Account to:

• All apps referenced by pipelines
• Any supporting or downstream apps used by automation

Confirm the Service Account has sufficient permissions to perform all pipeline actions.

What This Process Does NOT Cover

• Discovery of existing user dependencies
• Risk assessment of converting existing accounts
• Remediation of broken pipelines caused by account changes

These scenarios require direct involvement from Quickbase Support.

Additional Quickbase Reference

For official Quickbase guidance on Service Accounts, refer to:
https://help.quickbase.com/docs/setting-up-service-accounts

Summary

• Create a NEW Service Account only
• Grant appropriate pipeline and app permissions
• Migrate existing pipelines when required
• Create future pipelines directly under the Service Account
• Engage Quickbase Support before converting any existing user account

This approach minimizes risk and ensures stable, supportable, long-term pipeline ownership.