Hello! I’m Scott – a product manager at Airtable who worked on the development of document automator – the newest way to get Airtable data into formatted documents.
What is document automator?
Available to those on Pro and Enterprise plans, Document automator is a new integration with Google Docs and associated automation action that enables you to export formatted Airtable data directly into Google docs, where you can format and collaborate on that data to your heart’s content.
Furthermore, because document automator is built into automations, you can use other automations like Slack or Email to automatically share the created document with others, fully automating the process of creating and distributing published reports or status updates.
How can I use document automator?
Document automator is perfect for creating point-in-time reports or status updates that can be shared with people who don’t have access to Airtable, when you want to editorialize around the data, or when you want to facilitate feedback and discussion about the data. Common use-cases for document automator include:
OKR (objectives and key responsibilities) updates
Roadmap updates
Campaign performance reports
Publishing Retrospectives
What about Interface Designer or Page Designer?
While similar, Interface Designer and Page Designer are meant to accomplish different use cases:
Document automator: Point-in-time reports/status updates leveraging Airtable data across multiple records, meant to be communicated to audiences that may/may not live in Airtable (or be close to the work), allowing broad access (ie. Google docs) across the org. This helps with distribution and permissioning issues, as well as facilitating comments and discussions directly on the report.
Interface Designer: Live-refreshing dashboards or surfaces for collaboration on live data
Page Designer: Visual assets (physical printed page design, mock-ups) based on individual records (like a real estate brief, business card, etc.)
Where can I learn more?
To learn more about how to use document automator, check out the launch blog post, or help center article.
I’ll also be hosting a Community AMA to talk all things content automator on June 29, at 9 am PT where you’ll have the opportunity to see the feature in action and ask any questions you may have. You can register now here, and I can’t wait to see you online.
We can’t wait to see what you create with the document automator and would love to hear your thoughts below.
If you are on a pro or enterprise plan and not seeing these changes reflected in your workspace, try clearing your cache.
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Yeah, I’m confused about why Airtable didn’t invest more money into improving Page Designer, instead of rolling out another document creator that, in many ways, is more lacking than Page Designer?
Page Designer needs:
Multipage support (for multiple records and/or linked records).
Headers & footers.
Ability to automatically generate PDF files.
Ability to be automated via Airtable’s Automations.
Totally agree, instead of making a new APP, just add this four features to the Page Deisgner. That was enough.
Instead of a fully working feature there are three incomplete corpses.
Yeah, I’m confused about why Airtable didn’t invest more money into improving Page Designer, instead of rolling out another document creator that, in many ways, is more lacking than Page Designer?
Page Designer needs:
Multipage support (for multiple records and/or linked records).
Headers & footers.
Ability to automatically generate PDF files.
Ability to be automated via Airtable’s Automations.
I believe that Airtable is working on both, just with different teams. At the Daretable conference a few months ago, Airtable staff mentioned that work was being done on Page Designer, but did not include a timeline or a feature list.
Yeah, I’m confused about why Airtable didn’t invest more money into improving Page Designer, instead of rolling out another document creator that, in many ways, is more lacking than Page Designer?
Page Designer needs:
Multipage support (for multiple records and/or linked records).
Headers & footers.
Ability to automatically generate PDF files.
Ability to be automated via Airtable’s Automations.
I agree. Seems odd to have another document creating option. Will confuse new users.
Without the ability to sort record lists/grids in automations, I’m not really able to use this feature.
For example: I want to produce a check-in list for front desk staff to sign in event attendees. I can query for RSVPs by event, but unless I can also sort that list by last name, it’s effectively useless.
You can do exactly that. Just sort / filter your view the way you want it first
The hidden feature here that I learned from @openside and @Kamille_Parks is that after a document is generated, you can automatically generate a PDF of that document and then insert it into an Airtable attachment field.
You just need to add /export?format=pdf after the URL.
Note: This feature requires that your document be generated in a publicly-accessible folder.
Here’s a screenshot that @Kamille_Parks provided for me:
I wonder why is this feature hidden?
I wonder why is this feature hidden?
Honestly, I think it’s because Airtable didn’t even know it existed. It’s a Google Docs feature that several Airtable consultants knew about, but the Airtable people probably didn’t. This is a fantastic example of why Airtable should value their consultant ecosystem more highly.
More tricks are listed here, which @openside turned me onto:
Can only second what @ScottWorld and others have said here: Instead of coming up with a new way to create Google Docs, it would have been very good to improve Page Designer (esp. include automations).
I’ve been creating Google Docs out of Airtable (with the help of Zapier) for years and won’t stop using that solution with this new release by Airtable.
Can only second what @ScottWorld and others have said here: Instead of coming up with a new way to create Google Docs, it would have been very good to improve Page Designer (esp. include automations).
I’ve been creating Google Docs out of Airtable (with the help of Zapier) for years and won’t stop using that solution with this new release by Airtable.
I recommend Make instead of Zapier, but yeah, the best thing about using external apps is that you can base those documents on complex document templates that contain formatting, headers & footers, fonts, colors, tables, margins, etc.
Even better, Make can ALSO create complex spreadsheets with Google Sheets based on a complex spreadsheet template as well.
So personally, I’m having some difficulty understanding why people would choose Airtable’s Document Automator over any of these other options.
It still seems to me like improving Page Designer would’ve been the path to go down, since Page Designer has already started taking its very first baby steps down the path of creating these sorts of complex documents.
In the meantime, here are 4 popular solutions for generating documents from Airtable that can do what people are looking to do:
DocuMint — the original document creation app for Airtable. Creates PDF files.
DocsAutomator — creates Google Docs documents or PDF files.
Howver, if you really need to have a database app that can create multi-page documents from within the app itself (i.e. no 3rd-party apps required), then you would need to upgrade to a more advanced database platform, such as my personal favorite, Apple’s FileMaker.
I used to be a File!aker developer for nearly 30 years, so if you need a referral to a top FileMaker developer, feel free to contact me through my website: Certified FileMaker Developer - ScottWorld
It is possible to achieve what you describe by taking the following steps:
Create a view containing the data you want, sorted the way you want
In automations, add a “Find records” action based on the view you created in step 1
In automations, add a “Create doc” action (using doc automator), and reference the data from step 2.
The data in the document should reflect the sort order of your view
Hope that helps!
Thanks, Scott. My mistake!
Yeah, the best thing about using Zapier (or Make.com or On2Air: Actions) to create Google Docs is that you can base those documents on complex document templates that contain formatting, headers & footers, fonts, colors, tables, margins, etc.
Even better, all of those tools can ALSO create complex spreadsheets with Google Sheets based on a complex spreadsheet template as well.
DocuMint also creates documents based on a template, but it uses its own template editor that doesn’t require Google Docs.
So personally, I’m having some difficulty understanding why people would choose Airtable’s Document Automator over any of these other options.
It still seems to me like improving Page Designer would’ve been the path to go down, since Page Designer has already started taking its very first baby steps down the path of creating these sorts of complex documents.
Good points - (I have used Documint and am now using on2Air Actions)
But an advantage that Airtable’s new Document Automator has over both of those products is that it can easily create a document based on a view. With Documint / on2Air - you have to start with a single record (which then receives the PDF) and work with linked records.
So I will be using both products.
Good points - (I have used Documint and am now using on2Air Actions)
But an advantage that Airtable’s new Document Automator has over both of those products is that it can easily create a document based on a view. With Documint / on2Air - you have to start with a single record (which then receives the PDF) and work with linked records.
So I will be using both products.
This is true. And many people will likely turn to Document Automator because it’s so easy & it’s built right into the product — it’s just one simple action step.
Ok, I spent some time testing Document Automator - love the MarkDown approach. A side note to MarkDown is that I wish Airtable supported image embed through Markdown.
I’d like to see the abilty to pull in a Google Doc template, that can then be appended with AirTable data - that would absolutely be a game changer and a likely replacement for Page Designer.
Realistically, Page Designer needs to be built up in parallel to support similar/same functionality - unless Airtable can gear Document Automator to output to the same degree of Page Designer (whilst catering for expanding/shrink data tables)
Love this add-in though, keen to see it progress!
EDIT: Oh, keen to have full control of the output data too, none of this sneaky " Generated 6/15/22 22:06 UTC — View ilatest on Airtable.]" nonsense plz.
This looks quite useful but a couple of thoughts I have…
My requirements air more on presentations rather than docs and therefore being able to have a monthly stakeholder pack in Google Slides which could be mostly automatically generated would remove one stress from my life. As I understanding it, this is only the equivalent of an MS Word file (not super familiar with Google Apps).
Also, I find that I am more likely to want to share elements from the Interface dashboard rather than the detail level. It would be great to have a simple, automated way of automatically dropping charts and other more visual elements from my interfaces into slides in preparation for that stakeholder review.
My requirements air more on presentations rather than docs and therefore being able to have a monthly stakeholder pack in Google Slides which could be mostly automatically generated would remove one stress from my life.
This looks quite useful but a couple of thoughts I have…
My requirements air more on presentations rather than docs and therefore being able to have a monthly stakeholder pack in Google Slides which could be mostly automatically generated would remove one stress from my life. As I understanding it, this is only the equivalent of an MS Word file (not super familiar with Google Apps).
Also, I find that I am more likely to want to share elements from the Interface dashboard rather than the detail level. It would be great to have a simple, automated way of automatically dropping charts and other more visual elements from my interfaces into slides in preparation for that stakeholder review.
Hey Stephen,
As Scott mentioned, our On2Air Actions app uses Google Docs, Google Slides, or Google Sheets and has several additional features that are not available in the new Google Docs automation.
Our app also has a way where you can use charts from Sheets and add them in Slides.
Feel free to start a free account and try it out.
We’re glad to give you a demo and help you get set up as well
Hey Stephen,
As Scott mentioned, our On2Air Actions app uses Google Docs, Google Slides, or Google Sheets and has several additional features that are not available in the new Google Docs automation.
Our app also has a way where you can use charts from Sheets and add them in Slides.
Feel free to start a free account and try it out.
We’re glad to give you a demo and help you get set up as well
Highly recommend On2Air actions for this. I had a Demo from Dan a couple of months ago and am amazed at how cool it is and what it can do
Highly recommend On2Air actions for this. I had a Demo from Dan a couple of months ago and am amazed at how cool it is and what it can do
Thanks so much Andrew!
I’m working on a comparison right now and our app is still much more powerful.
Yep. Agreed. What we really need is a vastly improved Page Designer. It’s what all of us have been hoping for!
Yes totally agreed with you.
This is perfect except it doesn’t work with Shared Drives. For most Google Business Workspace users, we generate these docs within our own team/corporate shared drives. Currently when saving to shared drives it shows error. We really need this to work with shared drives please for the corporate environment please!
This is perfect except it doesn’t work with Shared Drives. For most Google Business Workspace users, we generate these docs within our own team/corporate shared drives. Currently when saving to shared drives it shows error. We really need this to work with shared drives please for the corporate environment please!
Our On2air solution supports Shared Drives if interested to check it out
Hi all
Really finding this a useful feature.
@Scott_White Is there anyway Of including the summary values in the report? (Ie Sum / count of the records in the group)
I use it to generate a snapshot of a budget every week so would like to see totals.
Thanks
Andrew
Hi all
Really finding this a useful feature.
@Scott_White Is there anyway Of including the summary values in the report? (Ie Sum / count of the records in the group)
I use it to generate a snapshot of a budget every week so would like to see totals.
Thanks
Andrew
Could you create summary fields in the sheet, and include those in the report?
Thanks Rob
Good idea. I guess I could - though as I’m looking for a total of a group - it wouldn’t make much sense appearing in a column.
But will give it a go. Thank you.
Thanks Rob
Good idea. I guess I could - though as I’m looking for a total of a group - it wouldn’t make much sense appearing in a column.
But will give it a go. Thank you.
I tried this - but couldn’t get it to work. Ended up using Make to calculate the group totals instead.
Would love to see this feature built in so group totals can be included natively in the report.
Hi, it could be a very useful feature. Is there a restriction on the number of records or is there something I’ve done wrong? It shows only the first 100 records.
Also it’ be great if we had the capability to see the Sum, Average etc on each filed as we have it on the table.
Hello! I’m Scott – a product manager at Airtable who worked on the development of document automator – the newest way to get Airtable data into formatted documents.
