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Need to track when status changes between specific criteria

  • August 13, 2024
  • 4 replies
  • 170 views
Karen_Siugzda
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Hello

We have 2 phases of work:

  • Phase 1 is working on what we call "First Pages." Job sub-status = NEW
  • Phase 2 is everything after that. Once marketing returns the job to the designer, Job sub-status = CORRECTIONS

I'm looking for a way to automate the change of the sub-status field from NEW to CORRECTIONS.

My thought is to have a field called "FIRST PAGES COMPLETE?" and an automation runs to fill that field with "yes" when the conditions are met. Then, if field = "yes" change sub-status accordingly.

I'm having trouble figuring out how to track the proper conditions because I'm looking to track a change between very specific options in the "Status" field. Not just when the record is updated in general.

I need the automation to look at the "Status" field and analyze when it changes from "In Progress - Design" to either "In Progress - Marketing" or "with Client"

Best way to do that?

4 replies

Saravanan_009
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  • Saravanan_009
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  • 67 replies
  • August 13, 2024

To automate the change from "NEW" to "CORRECTIONS," create an automation that triggers when the "Status" field changes from "In Progress - Design" to either "In Progress - Marketing" or "With Client," updates a "First Pages Complete?" field to "yes," and then another automation that updates the "Job Sub-Status" to "CORRECTIONS" when "First Pages Complete?" equals "yes."

Karen_Siugzda
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  • Karen_Siugzda
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  • 26 replies
  • August 13, 2024

To automate the change from "NEW" to "CORRECTIONS," create an automation that triggers when the "Status" field changes from "In Progress - Design" to either "In Progress - Marketing" or "With Client," updates a "First Pages Complete?" field to "yes," and then another automation that updates the "Job Sub-Status" to "CORRECTIONS" when "First Pages Complete?" equals "yes."


Yes, that's what I'm trying to do, but can not figure out how to get the automation to check the Status field for those specific instances of "In Progress - Design" etc.  Can you show me where that is in the automations?

Saravanan_009
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  • Saravanan_009
  • Inspiring
  • 67 replies
  • August 13, 2024

Yes, that's what I'm trying to do, but can not figure out how to get the automation to check the Status field for those specific instances of "In Progress - Design" etc.  Can you show me where that is in the automations?


1: Create a New Automation: Go to the Automations tab in your Airtable base, Click on Create a new automation.

2: Set the Trigger: Trigger Event: Choose "When record matches conditions".
Table: Select the table where your "Status" field is located.
Conditions: Set the condition to check if the "Status" field "is exactly" one of the values you're looking for, e.g., "In Progress - Marketing" or "With Client".

3: Add a Condition to Check Previous Status (Optional)
To specifically check if the "Status" changed from "In Progress - Design" to one of these new statuses, you might need to create a new formula field in your table that captures the previous status using Airtable's scripting block or an additional hidden field to store the previous value.
You can then modify the condition in the trigger to check both the current and previous status.

4: Add the Action: Action Event: Select "Update record".
Table: Choose the same table.
Record ID: Use the Record ID from the trigger step.
Field to Update: Choose the "Job sub-status" field and set it to "CORRECTIONS".

5: Test and Activate: Click on Test to see if the automation works correctly.
Once confirmed, click on Turn on to activate the automation.

Karen_Siugzda
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  • Karen_Siugzda
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  • Known Participant
  • 26 replies
  • August 14, 2024

1: Create a New Automation: Go to the Automations tab in your Airtable base, Click on Create a new automation.

2: Set the Trigger: Trigger Event: Choose "When record matches conditions".
Table: Select the table where your "Status" field is located.
Conditions: Set the condition to check if the "Status" field "is exactly" one of the values you're looking for, e.g., "In Progress - Marketing" or "With Client".

3: Add a Condition to Check Previous Status (Optional)
To specifically check if the "Status" changed from "In Progress - Design" to one of these new statuses, you might need to create a new formula field in your table that captures the previous status using Airtable's scripting block or an additional hidden field to store the previous value.
You can then modify the condition in the trigger to check both the current and previous status.

4: Add the Action: Action Event: Select "Update record".
Table: Choose the same table.
Record ID: Use the Record ID from the trigger step.
Field to Update: Choose the "Job sub-status" field and set it to "CORRECTIONS".

5: Test and Activate: Click on Test to see if the automation works correctly.
Once confirmed, click on Turn on to activate the automation.


Thanks for that run-down. I was starting with the wrong trigger.

Hmm... This makes me realize I need to think this through a bit further, given some other things that need to be considered.

This has been very helpful! Thank you.


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