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Question

Help with table/forms

  • September 17, 2026
  • 5 replies
  • 28 views
I-Rogers
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Hi 

I’ve made a table to track vehicles arriving at my site but I’m struggling a bit with trying to make some forms that feed into it. 

I’ve made one form that the user can add new vehicles arriving which works fine

I’m trying to make a second form that the user can look down a list of pre-logged vehicles and select the one that has arrived. Ideally this is from a drop down list, but it only lets me enter a new reg, not look at a list. 

The field type is short text if thats useful to know.

 

Any advice would be appreciated.

 

Thanks in advance.

 

    5 replies

    jills
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    • jills
    • Inspiring
    • September 17, 2026

    Sounds like you would need two tables with a linked record field.

    The first table would be the one you have where the form generates a new record (new vehicle) each time.

    The second table would be for the arrival (status? date/time?) of the existing vehiles that are listed in the first table. This table would have a linked record field (linking to your first table). This field would show as a dropdown on your second form to select from the existing vehicles from the first table. 

    Then, if needed, you can use a lookup field in the first table to display any information that comes in on the second form that you want to show up for tha vehicle.

    TheTimeSavingCo
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    Yeap echoing what jills mentioned about two tables and I’ve set up an example here for you to check out

    The idea is to have a table for all your Vehicles and another table to log them when they arrive

    The form lets users select from the records in the Vehicles table, and if they can’t find the vehicle there, they can add a new one by filling in the ‘New Vehicle? Add it here’ field

    When users fill up that field and submit the form, it triggers an automation that will:

    1. Create the new Vehicle record
    2. Link that new Vehicle record to the Log record

     

    Adam, Airtable Consultant - https://thetimesaving.company
    I-Rogers
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    • I-Rogers
    • Author
    • New Participant
    • September 17, 2026

    Hi Jills & Adam

     

    Thanks for the suggestions. The two tables linking and the layout of the form make sense and I’ve rebuilt my tabes that way. 

    I am however still having a bit of trouble with the automation which creates a record in the “Arrivals” table. Is there a way to pull through the information captured on the form/”Log table”? All I get is a bunch of letter like so: reckDCaRinHHw9nLh. Ideally I would want to pull through the fields captured on the form/Log table and map them to correct fields on the “Vehicles” tab

     

    Thanks again for the suggestions so far.

     

    Cheers

     

    Iain

     

    TheTimeSavingCo
    Forum|alt.badge.img+32

    Hm, could you provide some screenshots of your table and automation setup, specifically the Create Record step?

    I've also updated the automation in the base to copy of the data in a new field called ‘Other Vehicle Data’ for your reference!  

     

    I also do free half hour calls and would be happy to jump on a quick screenshare to get this sorted if you’d like, and you can grab a time here!

    Adam, Airtable Consultant - https://thetimesaving.company
    I-Rogers
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    • I-Rogers
    • Author
    • New Participant
    • September 18, 2026

    Hi Adam 

     

    I actually figured the mapping part out last night after a bit of trial and error. Seems to work as desired now.

     

    Cheers to you and Jills for all the help!

     

    Iain

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