Automations

Hi everyone,I’m working on a budgeting setup in Airtable and would really appreciate some community insight.We currently have a well-structured “CostComponents Employees NL” table, where we define specific account-level budgets per employee. These accounts all roll up under OPEX, and more specifically under the top-level group account “610000 – Staff Costs”. Some of these accounts belong to the group accounts:611000 – Direct Staff Costs 612000 – Other Personnel Costs 613000 – Car CostsNow here’s the situation:Certain accounts are budgeted at the employee level only and should not be editable elsewhere. Certain staff related accounts are budgeted at high-over level (not on employee level, Other OPEX accounts (not staff-related, Operational Costs) need to be budgeted at account level, under the following group accounts: Housing Costs Office Costs IT Costs Marketing and Travel Costs General Costs We are looking to build a unified “Chart of Accounts Budgeting Table”, where: All relevan

Hey,I have an extension in Airtable that creates a file for each record within a Table. Is it possible to download each file as a pdf and populate a file field in the same Airtable record? Each file generated by the extension doesn't have a unique URL (that I can find) to that records extension file making it difficult to download automatically. Please help!Thanks 

I have a Form that is submitted and an automation to respond with the same attachments to every form requestor. I realize I cannot add just a add a PDF straight to that field in the automation for emails. SO My question is how do I somehow get it to pull up and attach the same document to every form request? I am wondering also what it means to add an attachment via Table and Field Id’s , can i reference an attachment in a certain record? : These are the options on what I can add as an email attachment.  

All automations which include a Repeating group on a given base are erroring.When testing, error shows: “Rate limit exceeded: too many jobs have been created.” -see image below.When running on its own, error shows: “Invalid Input List”No automation runs limit has been met, No API call limits have been actually exceeded, Find Records limit has not been exceeded, Repeating Group limit of items/records which can be looped has not been exceeded. Automations worked great for months/year, but started erroring all of a sudden yesterday. Nothing has changed. I tried building new automations with repeating group, and even new automations fail. (started implementing scripts instead of repeating groups, and scripts do work) I already reached out to support, but did not receive a human-like answer yet.​@ScottWorld ​@TheTimeSavingCo ​@kuovonne any thoughts, ideas, similar experiences? Wanted to share this with you.Thanks guys!  

Hi everyone!I’m working on a workflow in Airtable where I want to automatically generate rows in a second table (CostComponents) based on new or updated records in a first table (Employees).In my specific use case, I want to create a predefined set of rows depending on the “Resource Type” of an employee (“Existing employee”, “New hire”, or “Freelancer”). For example:    •    For “Existing employee” → generate 16 rows    •    For “New hire” → generate a different set of rows    •    For “Freelancer” → generate yet another set of rowsEach generated row has static fields like “Cost Component”, “FTE”, and other data pulled from the Employees record.I’m currently using Airtable Automations with “When record created” and “When record updated” triggers, combined with a Run script action. The script seems to run, but doesn’t create the rows. I’m curious:    •    Is this the best (or most scalable) approach?    •    Are there other ways to handle this kind of row-generation logic within Airtabl

I am running a scraper to fetch data into my Airtable. Sometimes, the Company name is in full; for example, International Business Machines.I want to batch convert (correct term?) them into IBM. I am half done with the automation -- When a Record Matches “International Business Machines” .But what comes thereafter is the challenge -- I assumed it should be Update Record but unable to input the “IBM” text. Any help would be greatly appreciated. thanks

Hi. I’m not a coder and I’ve only been using Airtable for a few months. I’ve mostly used chatgpt when I’ve come up against something I can’t figure out on my own (which is mostly anything that requires coding) and it’s mostly done OK with a little back and forth. For my current problem it keeps giving me bad info so I’m turning to you all. I’m building a database for my company to track various data points about the projects we manage. I have a table called ProjectsList for this. For each project, we get many associated elements and I try to capture various data points on each element. This is done in ElementLog table. When we receive a schedule for a project, I log ScheduleStart and ScheduleEnd. In a normal world, every schedule would be a 5-day workweek and have the same holiday days off, etc. and it would be easy to set up fields that count work days/weeks between schedules, can do countdowns from today to start date, or tally days remaining in the schedule if we’re within the sched

Hi,I have made a mistake in one of my automation, and what was supposed to run 1-2 times per week ran over 20 thousand times overnight. Luckily this happened on May 31st, so I did not need to wait for my quota to reset. However this made me wonder if there is some kind of safeguard feature in Airtable that would, for example, maximise the number of daily runs for each automation?

I made an excel sheet a few years ago to help with generating a prefill form link.I hope it helps you! https://www.dropbox.com/scl/fi/gfzbhrx7fwns17kpxq7gb/Airtable-Prefill-Link-Generator.xlsx?rlkey=6sa39tyrcjd49senl02n7jbl4&st=fyoer74g&dl=0

I am newish to AT so maybe I am missing something.  I have read a few, slightly older, threads where users are looking for a two way sync solution and there have been many third party for a few solutions to their connection needs.  I don't need a two way sync, looking for one way from Sheets to AT.I am working on a project to link multiple content calendars and projects. Some of those calendars live in Google sheets, in the future we may be able to lure those teams over to using AT but that is not in the cards at the moment.What I am looking for is a solution that does not require us to have a subscription to yet another service.  I mistakenly thought that AT would have been the solution for these calendars that live in different systems.Is there a way currently to one way sync a Google sheet to AT?  I want AT to be the source of truth but the teams will be working out of sheets to make updates, so would just need those updates to be reflected in AT.  Updates c

I have discovered airtable in the last few days, so very amateur! I have created my first couple of automations to send an alert to managers e-mail when specific actions need to take place. The trigger e-mails include complete an absence review meeting if a staff member exceeds Bradford score of 150, and another is complete punctuality investigation meeting if employee is late more than 3 times in a month for example. The information like absences, probation due dates, lateness are stored in different bases. I would like to know whether it is possible to use these alerts to create a task list from all bases so I don't have to go into multiple bases and tables to find outstanding tasks. I would then like to be able to upload an attachment of say a performance review and this to automatically update to a completed task. Thanks in Advance!

Hi,I have set up an email automation using Outlook. Is it possible to add my email signature to this email and also change the from name to the business name instead of my personal name?

I'm setting up an automation to find records from webhook data. The field I need to match appears grayed out by Airtable with an error, "No valid nested options". Please see image.I've never seen this error message before, and a google search was of little help.Can you help explain what this error message means and how to resolve it?Thanks!

Hola a todos,Tengo una automatización que se activa cuando el campo de la casilla de verificación "Asignar o actualizar" está marcado. Funciona bien la primera vez que se marca, pero el problema es que este campo se puede marcar y desmarcar varias veces (ya que se esperan actualizaciones regularmente). Me he dado cuenta de que, aunque la casilla de verificación se vuelve a activar (se desmarca y luego se vuelve a marcar), estos cambios no se registran de manera consistente en el historial de revisiones y, como resultado, la automatización no se vuelve a activar.¿Alguien ha experimentado esto antes? ¿Existe una limitación conocida con los cambios de casilla de verificación que no se capturan como actualizaciones, o una solución alternativa para garantizar que la automatización se active cada vez que se marque la casilla?¡Gracias de antemano!

Hi Community,Is it already possible (with a workaround) to set up your own programmed OpenAI assistant in the automations? I see the different LLMs listed but not yet the option to connect to your own assistant.Anyone have a solution for this - would be super valuable

Hi all. My first question on the Community forum, so please bear with me. Now that Airtable has added a Find Record action in automations (Yay!), I am wondering if anyone has figured out how to create an action in the event that a record is not found matching the criteria. I have found a need for this automation a few times. To give one example, here is a summary of a scenario: I have two tables - an “All Contacts” table and a “Submitted from Form” table. When someone submits their name, phone, town, state and email address, that info goes into the “Submitted from Form” table. When a record enters the “Submitted from Form” table, I want to search the “All Contacts” table to see if any record has a value in the email field that matches. If there is a matching value, then I want to update the record in “All Contacts” to the current info for the other fields. [So far so good, using the current/new automations] If there is no match, then I want to create a record in “All Contacts.”

I’ve created an automation that uses the Google Docs integration to create a report. Records found by the automation are added to the GDoc in grid format. Unfortunately, each grid tops out at 10 records in the GDoc, even though the Find records actions have a limit of 100 records. Any ideas?

Hi everyone, I’m new to using Script in airtable and was using ChatGPT to help me write my script. Basically, I want the script to read my table (titel is Workshop registration) and when people register, they can click on as many workshops as they want. The script was to then separate the 1 registration into multiple, and it worked! However, I changed one of the columns from single to multi-select and it messed everything up, including the set up. It also just started to bug out a lot. Do you guys know what I could do? I’m not a coder at all and was primarily using ChatGPT to help me write it. 

I want to create a table in my send email automation because there are several features that I want to put in the email and formatting as a table makes it easy to understand. I tried creating a table using markdown and HTML but it isn't working.  

What’s the best way to create an automation with Airtable + Make/Zapier + ChatGPT + AI image generator (Midjourney, Leonardo AI, etc.)?  For example, enter a basic prompt in an Airtable base. Then, via Make it sends the prompt to ChatGPT, in which ChatGPT assesses the prompt and rewrites/improves it. The automation can stop there or go even further by then sending ChatGPT’s improved prompt and sending it to an AI image generator to instantly create that image?

I have built a system where various tables for different Internal departments sync to a “target” table where an API takes the data and uses it in a Warehouse management system. The idea is to use this target table as a place where everything is put together, ideally without any human intervention.However now I've just read the following in the sync support section:Automatic syncs will eventually stop on bases that don't have any recent activity. To keep automatic syncs active make sure that some kind of action (i.e. create a record, update a record, create a new view, etc.) is being performed in the base on a regular basis by automations, humans, or a combination of the two. I wonder how that will affect my target table in the long run.Do new rows that are created via the sync count as 'created record' even though there is no human intervention in the target table? The use of this table is periodic, as the nature of my business is seasonal. So to avoid any sync to stop working, will a

I have a table with contact information for people and business. I need to associate contacts (in the same table) with each other where appropriate. When I associate Sally with Joey (see screen shot), I'd like Joey to automatically be added as an associated contact for Sally.I'm having a hard time wrapping my head around how to automate this. Especially since I don't want to affect the Pizza Shop record in this case, I just need to locate the record that was just linked to (Sally) and enter the record that was updated (Joey) while also retaining any records the "linked to" record (Sally) already contained in the linked field (Pizza Shop). 

Hello guys! I work at a biotechnology company and we use bioreactors to produce fertilizers. My problem is the following: I have a database with two tables: Orders and Tasks One of the fields in the Projects table automatically calculates the number of fermentations (tasks) I have to run depending on the volume of fertilizer I need to produce. The calculation considers the total volume that must be made per order, the number of bioreactors I have available at the time of the order, and the production capacity of each bioreactor. Since the number of brews (tasks) is dynamic, I would like to automatically create a Task list for each order. For example, if I need to perform 17 fermentations (tasks) in a given order, I would like 17 new records to be created in the Tasks table and associated with the order. Thanks to anyone who can help!

I Need to update an Airtable record's "Status" and "Booking Options" fields (both are Single Select type). The Record ID for the update is passed into the Airtable node as part of its input JSON item (e.g., from a previous Set or Switch node).Airtable Node Configuration ("Update Record" operation):Resource: Record Operation: Update Mapping Column Mode: Map Each Column Manually Columns to match on: id ID (using to match) - Expression: {{$json.airtableRecordIdToUpdate}} (This expression correctly resolves to a valid Airtable Record ID string like "recUkSMINWTJgvPzw" when previewed in the expression editor with the correct input item). Values to Update: Status: (Hardcoded string, e.g., "In Progress - A - Needs Pickup location") Booking Options: (Hardcoded string, e.g., "A - Pickup/Drop") (Field names used here exactly match Airtable field names, case-sensitive).  The issue is when the node executes with the Record ID supplied by the expression {{$json.airtableRecordIdToUpdate}}, it fai

Hi everyoneI hope for your help to improve an existing script for automating tasks for projects. I have courses and classes where we always have repetitive tasks in order to organize the courses.In order to avoid creating always the same tasks, I created templates with tasks and a script that copies the standard tasks to the task sheet, and assigns them to the person that need to deal with them.For example: each course need a zoom link, a graphic and a registration page. By selecting the template, these three tasks get copied and assigned automatically.So far so good. Now I want to add dependencies of the tasks in the template, because some tasks should have the status on hold, until a pre-requisite task is completed.The names of the tasks will repeat themselves, and when copying the tasks from the template to the task sheet I don’t know how to assign the right dependent task.This is the template sheet:  Below is my script:// @ts-nocheck// Select project&n