Automations

It’s surprising to me that when you’re building a custom automation and want Airtable to update a picklist field as part of the automation, the automation builder doesn’t show the existing values in the picklist of the selected field. Seems odd that a native automation builder isn’t sophisticated enough to pull underlying values once the field is selected. Any thoughts on why this happens / more elegant solutions than just going back to the linked field and directly copying the picklist option text exactly?

How can I configure an automation to only run (or complete given n steps) if it hasn’t run within t hours or minutes? I have a couple automations that watch for various sporadic updates to tables in my base. On occasion, these updates happen close together and trigger more actions than needed by the users of the base.

I have an EVENTS table with an EVENT Date, I am trying to use automation to create a record in a Related TASK table that uses 1 week before the event Date as the Task Due Date, I thought perhaps I could use the EVENT Date-7 but that didn’t work. I don’t know what to put in the Task Due Date field in the Create Record automation. Any help would be appreciated.

I have a grid view “FIRE TASKS” that is SHOW RECORDS where Start Time is Within (2) The Next Number of Days I have automation that is WHEN Record enters view “FIRE TASKS” Update Record to Change Priority to “HIGHEST” Moving forward this works with all tasks, but when multiple tasks enter the view simultaneously, only the first record is updated. I’ve now set it up so that when the record has been updated it leaves the “FIRE TASKS” view. That seems to work? Unless to records enter view at the same time? Driving me nuts. How do I fix this?

Hello! I want to list duplicat records within a table in a view so we can check them. I found this, this would be good for us, but I don’t realy know how to make it work in the automation: Automation: Check Submission for Duplicates before Publishing Automations I’m trying to ingest a new user registration (password’s being handled separately). I want to make sure that the new registration does not use an email address already in the DB (prevent duplicate accounts–ideally even if they’re using “+variable” in something like a gmail address). I’m currently using automations, but I can’t seem to get around the “Find Records Action 0 results stops the automation” flow. I actually want to update the record AFTER a Find Records determines there aren’t any d… I did some automation, so it’s not new to me, but maybe not as complex like this. Best regards Attila

Hi there. I have a seemingly simple task that I have been struggling with for a few days now. I have a ‘Team’ table that has a checkbox field for each record/member that selects them as being a member of the ‘Forward Sales Team’. I have an ‘Incoming Sales’ table that gets populated from a Gravity Form on the company website. I’m using Integromat to facilitate the transfer of data between Gravity forms and Airtable. What I would like to do is pre-populate a field that is linked to ‘Team’ with only members that have the ‘Forward Sales Team’ box checked. I have gotten as far as limiting the selections available in my linked field to only those that have the box checked via a custom view. I just need those team members to actually be selected when a new record is created and not have to go add them manually each time. I have gotten close with automations and with Integromat…but I keep falling short for one reason or another. So I guess the question is how do I populate a field in one ta

2 tables: Projects & Tasks. Projects has fields “Project”–Project 1, Project 2, … and “Stage”–A, B, or C. Tasks has fields “Task”–string, “Owner”–John or Jane, and “Task Stage”–A, B, or C. Based on matching “Stage” in Projects & Tasks, I would like to populate newly generated assigned task tables, John’s Tasks & Jane’s Tasks, specific to “Owner” in Tasks. Example: (one record in each table → desired output) Records: Projects - “Project” = Project 1; “Stage” = A Tasks - “Task” = ‘fill out forms’; “Owner” = John; “Task Stage” = A Output: “Project”, “Stage”, “Task” should populate a record in John’s Tasks table. (Project 1, A, ‘fill out forms’) Can someone help?

I have a table, with has reservations for a small hotel, I have another table with Gift Certificate reference numbers. When a gift certificate reference number is used, I’d like it to search through the records in the Gift Cert. table and change the status to redeemed. Basically, I want to link these two tables, but I’m not sure how to go about it. I think it’s a junction table … i think I know what a junction table is … in theory, but I’m not sure how to make it.

I have an automation to create a record in Table B when a record in Table A is updated. The details are for when a vendor applies (their info gets dumped into Table A) then when we change the status to “approved” their record gets created in Table B. Here is my issue… We have status updates for markets in June + August + October… if I change the status for June to approved the record is created in Table B but then the status updates for August and October are not populated. If I do “waitlist” for June and “approved” for August and October - the record is created in Table B for this vendor and the status for June and August is populated - but then October is blank. Basically it creates it at the first “approved” update but the rest are left out… is there a way to make sure all the values/status updates are populated when the record is created? Screenshots of the automation I have created: Uploading: Screen Shot 2022-02-23 at 12.20.57 PM.png…

Hi, I am trying to move records form one table in Base A to another table in Base B. To do this, I want to build an app, which automatically creates a table in Base B and then copy the records from Table in Base A into Table B. I do not have access to Metadata API which makes it easier to do so. I saw in a post, I can use the blocksSDK to create table, which I can do if I am in the same base as the App is installed, but not in the additional base. Airtable FAQ says this is possible by providing the API_key Yes. While each app runs in a sandboxed iframe and can only access data from the base that it’s installed in, you can use the Airtable public API in tandem with a custom app to interact with another base. To do this, the custom app will need to ask the user for their Airtable API key. Then, the app can use this key to make calls to the API endpoint for the other base. You can find the public API documentation under “Help” in any of your Airtable bases. But the public API doesnt ha

Hello! I need help with a process that I am hoping can happen in Airtable. We have a monthly ticket raffle where someone can enter for several different events. For example Amber entered for Red, Blue, and Green Jen entered for Red and Green Sally entered for Blue I broke out the data into different views so that I am only looking at Red, Blue, or Green and picking the winner. I tried to generate a random number using this method - Auto Generate Random Number, and then sort from least to greatest, but the problem is that Amber has the same chance of winning Red, Blue, and Green since the number is the same for each event. In excel I just used a =rand which assigned a truly random number. Is there any way to make this happen in Airtable?

Im trying to change a status to “C-lead” after a lead has not been modified for 30 days. And by changing that status it would go in to another “view” the C-lead view. (which is filtered by status already)

I would like some assistance in creating an automation that sends out monthly (or conditional) emails to specific employees depending on certain items. The base is a tracking log for all of our employees to track their monthly recertification for their clients. Each row is a client’s name, employee responsible, a due date, and a manager responsible. I want an email to send out to the respective employee that share a list of all the client’s that have not renewed their certification with us past the due date. I have a view that finds records that are past the due date. But i also know how to make it by condition. The issue is that staff are likely to have up to 30 clients a month to renew and I don’t want to send individual emails for each client, i want a digest that shows a list in the email body of all the specific clients that are over due for renewal. However, I am unable to target the right email to match this query. I am either sending it to one person, or one email for all p

I have two clashing automations for when a new record is created vs when a form is submitted. I’ve found a workaround but would love to know if there’s a neater or more elegant solution. (Would love to have first automation “when new record is created, except when submitted by form” or have the form-submission automation run second.) I have a job listings database, and I’ve just added a form for users to submit listings. My process is to find a job online, use the Airtable Web Clipper to scrape data and add it to the database. Because I’ve submitted it I know I can trust it. So I have automation #1 set up: when new record created, set “Status” (single select field) as “Open” (which adds it to the public view). The form process I just created is for other users to submit job listings, and I want to quickly check it before setting the status as “Open” (i.e. visible to users). I have automation #2 set up: when form submitted, set “Status” as “Pending review”. A workaround I’ve just thoug

Hi everyone ! I have a list of bars associated with internal funding codes. Then, on another tab, I have a list of projects and each one of them is associated with a particular internal funding code. On that tab, there is also a column name “List of bars”, where I’de like to have a list or a field including all the bars that were tagged with the specific internal funding code associated with the projet. Right now, I’ve tested automations used “Update record” and even “Create record”. The link works : If I input the internal funding code to a particular bar, it will show up in the list of bars on my second tab. However, instead of ADDIND this new bar to the list, it erases what is already there and only update the latest bar associated with my internal funding code. So, here I am, wondering if there’s is a way to do what I want to do with this. Thanks a lot for the help !

My understanding (drawn from this post: How can I make a lookup field show only unique results? - #23 by Mathias_Mayer) is that using automation to act on update of a rollup field (leveraging ARRAYUNIQUE) should work for selecting matching items in a linked items field, as though each string were entered by hand; but it does not work when operating on linked tables. It only works for choice fields in this context. Trying to operate on field with it set to lookup generates "insufficient permission" errors. The only hint on that I found was here: “For context, the error you are receiving can happen when the cell value for the linked record is not a valid primary cell value for the linked table (e.g. if the primary column in the linked table is a computed field).” [ Creating the record failed due to insufficient permissions ] Which…what? When I type the same string into the field, it finds the record. So why should this make a difference? But it is a calculated field in the source base,

Hi there AirTable Community, I want values to update automatically based on the date provided. To go into little details, I want the “Production Week” column to change its fields, Week 1, Week 2, Week 3, and Week 4 based on the Kick-Off Date. So, if the kick-off date is Feb 15, 2022, and today is Feb 22, 2022, it should automatically update the value in the Production Week column to “Week 2”, and the in the next week, it should change its value to “Week 3” so on and so forth. I hope it makes sense. Here is a quick 1-minute Loom Video of me demonstrating my concern: Loom | Free Screen & Video Recording Software Thank you!

Hi, I am setting up a tour schedule and wanted to ask if it’s possible that each member of the group can get a notification when some other member changes something in the table or adds a comment (like: I can’t make July 23rd because I have another gig…)? Does anyone know how to do this? Thanks Tobias

I have customer’s name, email, and phone number. I have thousands of records. I want to automatically generate a letter for all these customers, and want to include these three text records in that letter. Is there any way to insert those records automatically throughout the text? For example, into this template (just example not actual): Hello [Name], We tried to reach you at your phone number [Phone Number] and blah blah blah. I have a text template and want to insert the records throughout it.

Hi there! We have a base that uses the SendGrid app for sending emails. We have a need for using SendGrid in automations instead so that our users don’t have to manually send emails daily. Is it possible to use the SendGrid APi in an Airtable Automation? I haven’t found any examples. It looks like Airtable scripting natively supports React, while the SendGrid API is Node – so I’m not sure it’s possible. Thanks!

Hello, What I am trying to do (unsuccessfully) is to link one field within one table to another table. Let’s say that every time someone is filling in a form asking for apples in table 1, the apple sellers in table 2 should receive an email with the request details. I already automated the email and communication part adding the lookup fields, but I do totally miss the automatisation that connect the line one: apple request with the lookup field in table 2: apple seller. Can you help me? thanks!

When a record matches conditions: Where relationship exists. Update record: Copy name of related record of the triggered record into plain a text field. Find records: Where multi relation field contains the dynamic value of the plain text field. Results: An unknown error occurred. Filters: Invalid filter on [table] I don’t know what I’m doing wrong, why this errors - suggestions appreciated.

Hi have a marketplace, people send specific requiriments to search for a seller. sometimes several sellers fullfill the requiriments to be the seller of that client. How I have thought of this in AirTable? I have a when record matches conditions, find record automation. So with this I can look for the possible sellers of the cleints. But if I want to assign only ONE of the finded reords to taht client? How may I do that? On my trials, when i try the, update record for showing the seller to the clients, I got all the possible ones…

I am trying to add a dynamic condition to an automation to Find a record based on a value in my table. That value is based on a link to another table. I do not allow multiple values, so it should be a 1:many relationship. But the dynamic condition will not let me insert the value. It only shows the length, etc. assuming multiple values could exist in this field. Is there a workaround for this problem?

I have a field that is called Assigned to and it is a single select. It has for example 4 values. When a record is added, I want it to randomly select one of the 4 options and update the record.