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Email Automation - pulling value from one record while "finding" multiple

  • March 6, 2026
  • 2 replies
  • 8 views
Addie_Dunham
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Hello !

We have a list of contacts for each entity that we work with. Within this list of people, there are 1-3 people who are designated as authority contacts.

I am trying to automate an email to send out periodic reminders to review their information. With a single auth contact, I have a working automation with links personalized to each person.

This becomes harder when there are multiple auth contacts. I need the email to be sent to the group of people rather than individually. If I use a token to pull the URL value for the record, it’ll show duplicates of the URL in the email body. Anyone know of a way I can rework this or add to it to make sure that only one of the records’ values displays?

    2 replies

    leok
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    • leok
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    • March 7, 2026

    Hi ​@Addie_Dunham, I have a few questions that will help figure out the right approach.

    Should each auth contact see their own personalized page when they click the link, or is it the same page for everyone?

    Is the personalized URL stored directly on the contact record or is it generated during the automation?

    Could you also share some screenshots of your table structure and how your automation is currently set up? That would make it a lot easier to understand what is happening.

    Leo from UseEfficiently

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    TheTimeSavingCo
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    Hm, assuming you’ve got an ‘Entities’ table and a ‘Contacts’ table, perhaps you could create conditional lookup fields in the Entities table to display the emails of all Auth contacts for that entity, and show only the last 1 value for the URL?  

    I’ve set it up here for you to check out

    Here’s what I think your data looks like:

    And here’s what the lookups would show:

    Lookup field setup:

     

    I’m not sure if I got your base setup right though.  If you could provide some screenshots of your data I’ll see what I can do!

    Adam, Airtable Consultant - thetimesaving.company
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