Automations

I have a Teams level workspace with the following solution : Services Rendered Businesses Staff Monthly Reports YTD ReportsThe monthly & YTD reports are essentially acting as join tables for generating rollups, counts, and other formula fields to create up-to-date Month & YTD reports each time a new Service Rendered is submitted. In order for this to work smoothly for month reports, I set up an automation to relate the services rendered and businesses they were rendered to directly to the report itself each time a new SR was submitted. In order to add the new SR & Business without overwriting the others, I had to lookup and re-insert ALL the businesses and services each time. Not a big deal for one month’s work. BUT…Now, I’m ready to create a similar YTD report of my monthly reports table but quickly discovered that we will always have more than 1000 services rendered in a year, so this will not wo

Hello all, I searched a lot about my problem, I found half answer only …. It’s a common problem I found several times on this forum but no real solution (I think) I have 2 tables.The table 1 create a line in the table 2 with automation. They have the same name project, no problem for that. I have several lines which are different projects.then on the table 2 I update a cell to “ok” on a random project and I need that a cell in table 1 automaticaly switch to “ok”. on the same project line.My problem is that the “ok” from the table 2 update the first line only of the table 1 😓 How can I manage to update for exemple the project 3 cell to “ok” from table 2 to table 1 ? thanks in advance.  

Hi Everyone,I really hope you can help me.I have a table (Client Session Log) which creates a records every time the client has a session. I’m creating an automation, where a forms is emailed out to the client after Session 2, 3, 4, 5, and 6.It works up until the email part. The email address for the client is in the Client Coaching table: This is how I set up the email section:1.

Hi Everyone! I have an automation that is set to find records in a certain view and send them an email. I know when in testing Airtable will only show the first 10 records, but it is also completing the automation for the first 10 records as well and right now that view has about 18 records in it. Any advice on whats going on with it? 

I have a single select field in an interface that allows users to enter new values if what they need isn’t already on the list.  This will grow over time and it would be a lot more useful if it was in alphabetical order, but I don’t want to have to go into the field properties every day and click the alphabetize button.  Is there any way to automate this?

I'm setting up an automation, which takes fields from a google forms response sheet and adds them to airtable as  single select fields. So far I have the form and the airtable with the single select fields.  The issue: afaik when setting up the automated import (new line in form response sheet --> new record in AT), I have to click into each field I want to import and match it with the right column in the response sheet. Is there any way to automate this?

Hi all, hoping the hive mind can solve for what I think may be a common use case. Here we go…I have two tables:Table 1: List of records from form submissions. Records are only added to this table. Records are linked to another table with multiple look up fields. We have an automation that when a record is created in this table it finds a record in Table 2 by matching against a unique identifier and updates the lookup fields. If the unique identifier is not matched, the linked and lookup fields remain empty as seen in the screen grab below. Table name is named 1. Onboarding Form

Hi there,I’m trying to generate an automation email and insert text from a Lookup Field. So the email/name is in one table, and then there are Lookup Fields for the Subject and Content which come from another table. These are visible in the table, but when I try to insert them into the automation they come back as blank. I know the automation works as it already has variable fields inserted which work fine, but I can’t make the Lookup Fields appear in the email. I don’t get an error so I don’t quite know where I’m going wrong. I’m choosing the “Value” option from here. Any help greatly appreciated!

Hi allI want to create a purchase order (contract) in a PDF file for sending via Outlook to my suppliers.Goal: Create a pdf Purchase Order automatically generated upon a trigger (PO Ready) from the master order which can be emailed out to multiple email destinations and internally.Thanks in advance

Hi all, hoping the hive mind can solve for what I think may be a common use case. Here we go…I have two tables:Table 1: List of records from form submissions. Records are only added to this table. Records are linked to another table with multiple look up fields. We have an automation that when a record is created in this table it finds a record in Table 2 by matching against a unique identifier and updates the lookup fields. If the unique identifier is not matched, the linked and lookup fields remain empty as seen in the screen grab below. Table name is named 1. Onboarding Form Table 2: List of records that is overwritten daily by an external sync. With any given update, records remain, are added to and/or fall off the list so it’s not a situation of “when a record is added”  or “enters a view”. Table

I have an Invoice table. My automation setup is, when a record gets created, I run a script which calls an api (that api updates an Attachment field in the Invoice table) and then at last there is a Send Email action.For some reason, the send email action does not send any attachments. Although I could see the files are added successfully by the api. Here I add attachment field from the trigger response.I think, Send Email step is referring to the older values,  present during the start of the automation. Now what works is, if I add an Update Record step in between Run Script and Send Email, and update some random field and then in Send Email refer the attachment field from Update Record action.Just wanted to know if this is the expected behavior or not

Hi all !I'm making an automation in order to create pdf  with Make and google doc. All works fine except the import of all "single select" fields... the pdf stay empty in final. My question is : does the "single select" fields are considered as text field or not ? 

I am trying to create a list of members who have not made a booking yet.  I have two table; Members and Bookings.  The relationship is one to many i.e. the Bookings table can have many records from one member.  I want to create a view or table which shows me which members don’t have a booking.  We can then contact them and find out why they have signed up and not used the service.

I am trying to use Airtable, Make, and Documentero to pull data from multiple records in Airtable and place in a table in a Word document generated with Documentero. The table will have multiple rows and multiple columns. Each row will contain several fields from Airtable, each field with its own column. How do I format the template in Microsoft word and configure the fields in Make using the Documentero module?

 If you use Airtable to manage images or videos in your app or website, you might have noticed that attachment URLs (from the “Attachments” field) expire after about 2 hours. This behavior was introduced for security reasons and can cause problems with displaying multimedia content in your applications. The solution: use Cloudinary with Zapier or MakeTo overcome this limitation, I implemented a workflow that uses Cloudinary together with Zapier (or Make) to obtain permanent and public URLs for images or videos. Here’s how it works:Trigger: When a record with an attachment is created or updated in Airtable. File extraction: Zapier retrieves the file via the Airtable URL from the “Attachments” field.

I am trying to use a shared form to get our client’s current Mailing Address for stipend scholarship checks. They can get multiple checks over time so we want present their last Mailing Address and have them accept it with no changes or override with a new address.. My approach was to create a shared form where I can prefill the previous Mailing Address. It would be blank the first time or would show the last value if they had one stored where they can override it or just hit submit to accept what defaulted in the form.Because it is a shared form, anything submitted would be a new record. I was going to date stamp the new one and use it to update the master record. The issue I am having is I cannot prefill the Client ID (the key) into the form as read only (or at all) even when the prefilled link came from a record that had the key, the new record only has the data they submitted. I can't find a way to grab the unique identifiers to match what comes back from the form. A

Anybody noticed that or is it just me. It takes forever. Any page on automations, when switching between automation flows, or looking the history etc, it takes about 5 minutes for me to show.UPDATE:Sorry false alarm. Weird. Reloaded the browser and the automation page loads fine now. I would delete the post but I can’t. Not fan of seeing the forum all dark.

I would like to take data from airtable to put on pdf template or a template to be emailed out eventually via zapier outlook intergration Which 3rd party company is the best to integrate with zapier and airtable.  Documint, Formstak, PDF Monkey etc? 

I haven’t used up my automation runs for the month, but all of my automations have stopped working suddenly. They worked yesterday, but today, they aren’t. Each step when tested runs well, but if I try to edit the conditions or create another automation, I get this ‘Sorry your request conflicted with another change’ message.Can anyone help please? 

I added an automation to a task management base that is intended to send a reminder email every month to each staff that has tasks on their list that are not marked as a completed status by the time the email is triggered.This month there were 104 incomplete tasks that about 5 staff are responsible for. The email was triggered and each staff received one email, but in the cc’d line were 104 email addresses so i obviously set it up wrong. See the screenshots of how it is set up- what am i missing?#1 #2 

Hello,When I confirm an appointment by email with the date and time, the times indicated in the email are off by minus 2 hours.For example: I sent an automatic confirmation email with an appointment for Saturday, May 17th, between 9:00 AM and 10:00 AM.The email sent by automation indicates the time indicated as 7:00 AM and 9:00 AM.Can you explain what is causing a 2-hour difference between the email I sent and the data in my database?The appointments in my diary are correctly positioned at the right time. Thank you in advance.Sincerely,I live in France

Hey guys, I’m using the “Insert Record As Grid” feature in Airtable (screenshot below). When I choose this, it lets me choose the columns I want included in the grid.The columns of the grid appear in the order of the dropdown list that appears.Where does Airtable take the order of the dropdowns? From a specific view?I want to order the columns differently but it does not work. I have lots of different views, so I don’t know which view determines the order of the columns. Would really appreciate the help! :) Thanks so much in advance!  

We are getting close to determining of going with Zapier or Make. I know very well the feedback about Make vs Zapier. However, the decision is more than just me. Either way, our team has a question on how to best judge how many actions or operations is enough?At minimum we’re quoted around 300k-500k runs. I can understand there is a number of variables at play.Some considerations:From an Airtable perspective on an Enterprise account with over 20 apps used across the organization for about 150 editors Considerations to connect Airtable with ServiceNow, MS products, and other financial tools Starting out with about 5 developers using the API solution Definitely be capitalizing on the AI offerings either hasIf anyone has insights on how to determine what is needed love to hear about it.

Okay, so it's 2023. Is it possible to update information in a record via a form and not delete data if the form field is left blank yet? I wish to allow users to update database information via a form, but I do not want the existing data in a field to be deleted if the user leaves a form field blank.Is there a way to achieve this in the Airtable UI and not third-party apps?Is it possible to add to the photos via this form submission instead of replacing all the photos with the update form? For example, photos 1, 2, and 3 already exist in the data. A user used the update form and uploads image 4. So it would update the data to have photos 1, 2, 3, and 4. As it is not, it replaces photos 1, 2, and 3 with just photo 4.Thanks for reading!

I have a table where there are potentially multiple images available:Two columns linking to other records, then One Lookup column for each of those to look up the image attachment, and then finally, One more column where I paste a screenshot, used for cases where neither of the other links are present.So there are potentially 3 columns which could contain an image attachment. If I were to try to build a sensible gallery or an app, I’d only want one image for many of the views, so I’d like to make a Best Image column.The rules are more or less:Does Source 1 exist? If so, use Source 1 If not, does Source 2 exist? If so, use Source 2 If not, use Screenshot  If I try to do this using a Formula column, I end up with what looks like a URL to the image on dl.airtable.com, instead of it displaying the image. The docs do say that attachme