Automations

Hi all I have an automation set-up, that changes the status of a record. This is performed via interface/record picker view. As owner/admin I am able to run this automation when clicking the button, however my colleague who is also an admin, is unable to click this button. It’s greyed out.  I understand there are some limitations if the record is coming from a different base. Does anyone know a workaround please?  Hope I’m making sense here… Thanks!

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?

Hello, I have built a table with links to spotify, Instagram, twitter and tik tok and I also include the number of followers of each of the artists in the table. I update this data by hand and I would like to know if there is a way to automate this update or to do it on demand for a previously selected group of artists. Thank you!

Hi everyone,I’m looking for some help setting up an automation in Airtable for my booking agency workflow. Here’s the use case:Every time I send a contract to a client, I update a single select field in my table to “SENT.” What I’d like is to receive a reminder email after 72 hours only if the contract hasn’t been signed yet, and I didn’t change the single select field status. Current workflow: I send the contract and set the status to “SENT” If the client signs it, I manually update the status to “SIGNED” (so no reminders needed) If the client does not sign within 72 hours, I want to receive an email reminder so I can follow up directly (I know Airtable can send an email to the client, but I would like to send it instead) The key requirement is that the reminder should not be sent if the status has already been changed to “SIGNED” within that time frame. I’m not sure what the best approach is here (delays, conditions, or possibly a workaround with timestamps), so any guidance or e

I am setting up an airtable database that functions like a preventive maintenance module (scheduled events with a start date and scheduled frequency create individual records/tickets based on the due date). I have an automation with a script meant to run daily to create anything due within 12 months, however, I keep getting duplicate records. I've been using omni to troubleshoot but have hit a wall.

Hi,I’m trying to use linked records in a “When record is created” automation to create records in a repeating group, but I don’t understand how to get it to work.I googled and reviewed Airtable’s support documentation (https://support.airtable.com/docs/repeating-groups-of-automation-actions), but that was less than helpful. It confirms linked records can be used, but doesn’t open up how to do that.The background is that I want to create Invoice Header and Invoice Line Item records in separate tables based on one order record with products as linked records. First a new order triggers creating a new Invoice Header record, then this triggers creating a new line item record for each of the linked product records.(I first tried to create both the header and the line item records in one automation, but that didn’t work because one cannot have repeating groups inside a conditional step. The conditional step is required since not all orders created should trigger the automation, so there need

Hi everyone,I have an automation that matches keywords to a record. In this case it’s a person and their biography, e.g. I want to tag Neil Armstrong with Astronaut — chosen from a fixed list. NB. I have tried the deep match and it’s too slow for the volume I’m working with.Table A: ProfilesTable B: KeywordsIt compares the two and selects very well, but sometimes it invents new keywords. If I don’t allow the keywords field to be edited by automations, I get nothing. Does anyone have any bright ideas? Would this be better as a script (I had a script a year ago but can’t remember why I changed)Screenshot attached so you can see how I set it up.  

I manage a statewide calendar on which people submit their events via a form. Many of these dates repeat weekly. How do I set up an automation to add subsequent events automatically rather than having to do it manually? 

Good afternoon.I would like to clarify whether it is possible to manually trigger an automation without linking it to any tables. I noticed that the “Run automation” button is available on the record details page, but in my case the first step needs to be an API call that retrieves data before anything is added to the tables. I don’t need scheduling and cannot use webhooks. Is this approach supported?

I’ve been working with Airtable for a few months. I’m a DBA and operations manager so I’m not a novice but I also know my limits. I’m building a new relational DB in airtable to manage a small business I’m starting and given my time constraints I’m looking to outsource some of the initial design and configuration so I can maximize automations and reduce the burden of any manual work. Please comment if this is something you might be able to help with.

Hello! I’m trying to create an automation that allows me to add someone to a collaborator field without replacing any data that is already in the field. Is this possible? That is, if 3 people are already in the collaborator field and I want to add a fourth via an automation, can the fourth be added without removing the other 3 that are already in the field?

Hello! I have two tables. One is a collection for a webform and the other contains all the main data. The webform uses a field that references the main table data, such as first name. I want when someone adds a specific code in the form to update a multi select field but I don’t want to destroy the other entires. I have it good to go right now but its overwriting the current selections with a singular selection that I want to add to the existing selections.

I was recently added as an ADMIN and owner of an existing workspace and base. There are some existing automations created by other people.When I tried to add myself as a subscriber to notifications, I get an error message saying, “Subscriber must have creator permission level in the application.”Well, as admin and base/workspace owner, I think I’ve got all that.The only subscriber to one of these notifications is someone who has left the organization and no longer has an account. I can’t remove them unless I can at least add one other user. So it’s a catch-22.Any ideas?

Hi, I have social media base that has two tables – one for content creation and one for our social media posts. I have an automation setup to automatically create a post record when a content record is set to a certain status. It also copies over related fields such as campaign, location, etc. The problem is the automation triggers as soon as that status is selected, which is sometimes before the other fields are updated.I’ve tried adding a script to delay the create record action, but it still only pulls in the fields that were filled out when the whole automation is triggered.Is there a way to delay the new record creation stage so that it waits a few minutes after the status is updated and then pulls in the rest of the relevant fields into the new record? Or, is there a way to update the linked post record fields if any of the fields in the content record are updated after the post record is created?  

Hey! We are in a need of a feature that when the team is collaborating on a card/row and they comment @ one another. We want those to fire into slack too. They are too often missed on email. Any thoughts?

I am importing records that have attachments, and that attachment can be csv or text or json  . . whatever. Airtable ai wont read it, can a script in an automation read data from an attached non image file?

I have a requirement to move the csv files in SFTP and S3 to airtable, the file size is huge, have more than 1M records, is there a reliable integration in place to achieve this.

I work for a small nonprofit and am trying to build a base to track our required legal filings. I have tried generating formulas and/or automations to help create an auto updating due date field but nothing that I have found to try is working. The base has 2 tables, one with list of the required filings and one with the submissions, linked to the proper required filing. On the required filings table I have a field with the current due date, a rollup showing the most recent submission date, and a single select field for the frequency of the required filing (annual, etc). I want the current due date to update when the year in the most recent submission and the current due date match. The new due date would be based on the single select field where Annual = advance 1 year, Biennial = advance 2 years, Quinquennial = advance 5 years, and One-Time = remove the date.  For example, if our Form 990 has a current due date of May 15, 2026 and is due annually, when we add the filing listing that i

Hi,We’re looking at adding e-mail tracking (open, follow links etc) to our mails that currently are sent from Airtable with its Gmail function. This is for individual mails to leads, not bulk mailing, so no need to add any dedicated mailing services to the stack.I learnt about Paste Pixel from the community here, but now they have a notice saying they don’t take new customers when trying to sign up, and I’m getting no response on my mails.Would anybody know if Paste Pixel is still alive, or if there are other similar services? I’m familiar with BaseMailer, but their pricing seems very steep, and it may be unnecessarily complex for our current needs.We use Zapier, if that would help finding other alternatives.Rgds,Björn

I'm writing to inquire if it's possible, either through an extension or natively, to track whether an email sent via automation has been opened or not.

Can someone help me or show me the steps to how to set it up where I can archive records without deleting them? I would need to access them again in the future. Thank you so much for your guidance. I appreciate it.Amanda

My DB have interfaces with Tally and Zapier, and they just stopped working.When I try connect it in Tally, it recognizes all DBs in my workspace, but can find no tables in the BD.Even tried duplicate the BD and rebuild the connections, but just got the same message: “No tables found”. But all tables are there, and all data’s there…Asked AI about it, and it wrote about API key and Tokens…Help, please?...

This has been asked a couple of times with slightly different solutions, so seeing current thinking.I want to have an incrementing number that is specific to a group of records only. In fact I want 3. This is used to create unique names (don’t ask me what this client wants this!), but the number should increment if the record has a field set to x. So when grouped together, there is a sequential incrementation (1, 2, 3, 4,) , but others not in that group do not get that number. They would get a different increment (different field probably).My current thinking is to link the records to another table (using deep match?), identify the highest number of increment already, and then have an automation add to the new record ‘number +1’. Thoughts?

Hi Everyone!I am planning a wedding and using a site like Zola to gather all Emails, Addresses, RSVP information. When someone completes the form it auto populates a Google Sheet. Currently I have my guest list organized in Airtable with just names and all of these other pieces of information blank. I would like to create an automation that searches the Zola created Google Sheet whenever a row is added, finds a matching name and updates the Record in Airtable. If in the case a name is mis-matched or not present in my Airtable guest list, ideally I would like it to just add it to my guest list and I can manually correct the issue. I created the automation and used a test Google Sheets and everything passed but I am not seeing my data reflected. I have attached screenshots: 

Hello all.I’m wanting to run an automation that will create x number of new records in a table, where x is a number entered into a field (on another table).So someone wants 5 new records, the enter 5 into the field, the automation runs 5 times.I’ve seen this: But not entirely sure I understand how to implement this!Help muchly appreciated.