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  • 5,191 Topics
  • 16,172 Replies
5191 Topics
Kim_Trager1
Kim_Trager1Brainy
asked in Automations
When does a between tables stop to be active?

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

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ScottWorld
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GunnellNew Participant
asked in Automations
Automatically Linking Records to Each Other in Same Table

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). 

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Mike_AutomaticN
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Luiz_Gustavo_deNew Participant
asked in Automations
Add new records given value in a cell

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!

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Mike_AutomaticN
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hfbtoursNew Participant
asked in Automations
Error code 422 - Facing a persistent issue with the Airtable node (v2.1, on n8n v1.93.0 self-hosted via Docker) when updating a single record

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

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Yonatan_LangerKnown Participant
asked in Automations
Automate Tasks for Projects including Dependencies via a script

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

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Balazs_KemenesiNew Participant
asked in Automations
Updating the record failed due to insufficient permissions

Hi everyone, I have an automation, where the automation should copy a field whenever a new record is created. It should copy the data from Instance field to All Events field in the same table. However I get an error that says “Updating the record failed due to insufficient permissions.”. I made this automation as the owner of the base and I have absolutely no idea what or where is going wrong. Does anyone have any recommendations to solve this problem? Thank you in advance!

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paulac998New Participant
asked in Automations
Creating the record failed due to insufficient permissions. Run history auto fails but Test run automation works OK

Hi,I have an automation that is triggered when a record is created in Table X, and it then creates a new record in Table Y. This automation has been working well, but recently, I've noticed some failures in the Run History.It's not happening with all cases—only some. The trigger and all other actions work fine; the only issue is with the creation of the new record. The error shown is: “Creating the record failed due to insufficient permissions.”However, when I take the same record that triggered the automation and run a manual test using it, everything works perfectly and the record is created successfully.This is quite confusing—I don’t understand why some records fail while others don’t, and why it works without issues during manual test runs.Could you please help me troubleshoot this?

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dilipborad
GregD
GregDNew Participant
asked in Automations
Auto Open a Form based on user input.

Hi I would like to automatically open an input form based on a user input.I have a visitor request form(s),  First I would like to ask the user to identify the visit type (Form 1), based on a selection of a single drop down.  After the submit Form1 I would like to determine which Form to open next for more details based on their selection.  How can I accomplish this?

604
Mike_AutomaticN
nroshak
nroshakKnown Participant
asked in Automations
Automation to block a new record from being added if it meets certain criteria

Hi all, I want to do some fairly complex actions when my users create a new record, and in certain circumstances block them from creating it.Here is the logic that I want to run when I create a new record: If FieldA is not null Look for a record with matching FieldA If such a record is found, do not add this record, stop 🛑 Else: If FieldB is null Fetch BValue from external source with a script that takes FieldA as input If FieldB is now not null: Look for an already existing record with a FieldB value that matches what I found If such a record is found, do not add this record, stop 🛑 Else, update this record with the new FieldB value The first issue is that I have nesting “IF”s here. And I cannot seem to nest IF statements in the automation interface. Is there a way to implement nested-IF logic in an automation other than by creating a custom script? The second issue is how to delete the triggering record. Is there a way to

582
ScottWorld
Erica_Bass
Erica_BassNew Participant
asked in Automations
Workaround for needing to find more than 1000 records in Airtable automation?

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 work for the YTD report after the first few months have passed. Is there a way

902
ScottWorld
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zoilgustParticipating Frequently
asked in Automations
automation between two tables

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.  

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Siobhan BParticipating Frequently
asked in Automations
Automation doesn't pick up email address from linked table

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:1.2.3.4. I am getting the following error message: I would really appreciate some advice here.Thank you if you have taken time to look at this. Kind regards,Siobhan 

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TheTimeSavingCo
JamarDiggs
JamarDiggsNew Participant
asked in Automations
Find Record Automation Only Sending to First 10 Records

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? 

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JamarDiggs
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Gabriel_GalindoNew Participant
asked in Automations
Is there a way to automatically alphabetize a single-select field when users add new options?

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?

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Mike_AutomaticN
2
27pNew Participant
posted in Automations
Automate Automation Setup

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?

368
ScottWorld
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Data_TeamInspiring
asked in Automations
Automation: Updating Linked Records

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 FormTable 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 is named 2. Sync from Volunteer LeadershipObjective: Set up an automation whereby any record in Table 1 where the linked record field is empty attempts to lookup records in Table 2 based o

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n4non43kjnNew Participant
asked in Automations
Inserting Lookup Fields as text in Automation email

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!

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ScottWorld
FPX
FPXInspiring
asked in Automations
Create a PDF Purchase Order for emailing to suppliers

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

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Data_TeamInspiring
asked in Automations
How to regularly update linked record look up fields?

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 is named 2. Sync from Volunteer LeadershipObjective: Set up an automation whereby any record in Table 1 where the linked record field is empty attempts to lookup records in Table 2 based

301
TheTimeSavingCo
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pazhamalaiInspiring
asked in Automations
Automation Send Email - Attachments not working for me, is my approach correct?

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

382
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Nocode34130Inspiring
posted in Automations
Single select field does not appear in my google template

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 ? 

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AndyLecapParticipating Frequently
asked in Automations
listing unmatched records

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.

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rfuldaNew Participant
asked in Automations
Using Make & Documentero to pull data from multiple Airtable records and enter into table

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?

442
ScottWorld
M
MarckVincixNew Participant
asked in Automations
How to solve the problem of Airtable attachment URLs expiring after 2 hours

 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. Upload to Cloudinary: The file URL is uploaded to Cloudinary, which provides a public and permanent URL. Record update: The Airtable record is updated with the new URL provided by Cloudinary.This process ensures that images and videos are always publicly accessible, without worrying about Ai

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Mike_AutomaticN
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swtaniParticipating Frequently
asked in Automations
Using a shared form to capture current mailing addresses

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. Appreciate any i

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