My AirTable project deals with scheduling and staffing courses for a University. We have a table of Professors, a table of Courses, and a table of Offerings which marries the other two to create staffed course-sections students can ultimately eventually sign up for.
Of note: our professors do not have AirTable access, and having them sign up is out of the question unfortunately. Additionally, we do not have AirTable Portals on our plan currently.
When we assign professors their share of offerings to teach, we wish to send out a confirmation email where the professor can accept, decline, or comment on a specific offering they are assigned. This will likely be achieved using a Fillout form.
Professors are assigned several offerings in a given term, so we do not wish to send them one email per offering they are linked to. Instead, we would like to send a single email that regards every offering they are attached to. This email should then have multiple links to the forms to accept/decline each offering that is assigned to them.
For example, say our offerings table looks as such:
| Course | Section | Professor Email | Accepted or Declined? (Edited via form → ) | Acceptance Form URL (based on record ID) |
|---|---|---|---|---|
| ACCT1000 | A | John@email.com | Pending | <form url 1> |
| ACCT1000 | B | John@email.com | Pending | <form url 2> |
| ACCT1000 | C | John@email.com | Pending | <form url 3> |
| MKTG1000 | A | Sharon@email.com | Pending | <form url 4> |
| MKTG1000 | B | Sharon@email.com | Pending | <form url 5> |
Given this data, the automation should send 2 emails when it is triggered.
Email 1 would be sent to John and would contain form urls 1, 2, and 3.
Email 2 would be sent to Sharon and would contain form urls 4 and 5.
Is this possible to do via AirTable automations? If so, please elaborate. If not, please let me know of any alternate solutions you may have!