Base Design

So this system will replace an Access/SQL Server system which has long passed it’s sell-by date :grimacing: Applicants complete a form (Jotform) with just over 100 fields (many conditional), which populates a table in Airtable through Jotform/Airtable integration. Admin then conduct an initial review, referring to some of the application data. For each criteria Admin record: pass, partial, or fail, (new Single Select field) and also any comments relating to that specific criteria in a comments field (commenting is not used as a) it must be preserved, and b) it relates to a field not the entire application). This means that most fields become 3 in order to record the admin review. If the application passes the intial review stage, Admin send automated emails to application contacts (from the form data). Views are used to create a process to move applications through the different stages of initial review. Responses from the application contacts determine whether the application is re

Hi just wondering how to change the data being shown in the preview for example I want to remove the NEW item and move the SKU information shown in this photo

Hi, How can I color individual cells in a table? Thanks in advance!

i have a multi select field in one table of my base (Grants). i need to get that information into the Organizations table of my base. i have used a Lookup field to get the data into the other table. however, in the Lookup field, the data is converted to text. is there a formula that i can use to convert the information in the Lookup field to a new multi select field in Organizations? (i know i can just convert the field type from Lookup to multi select, but i want this to happen whenever new data is entered into Grants, not have it be a manual process of converting the field.) thank you for any insight!

Hi, I am trying to set up a base to track asset/inventory quantities, costs, assigned employees, and locations, but am fairly new to databases and couldn’t find anything in existing topics that helped me beyond probably needing a junction table? I currently have three tables: one showing the item, type, total quantity, and cost per item one showing the employees that currently has a column showing links to the items one showing the locations I want to be able to designate how many of each item each employee has been assigned, and where the item currently is. For example say there are 5 laptops worth $500 each, John has 2 (1 at home and 1 at Office 1), Mary has 2 (1 at home and 1 at Office 2), and the last is currently unassigned but is at Office 1. This situation is then repeated with various other items with varying values. From that, I want to be able to see at a glance that John has $2,500 worth of items and a breakdown of what those items are, while having some kind of limit that

A group of us (“auditors”) are conducting an audit of the features of 100 virtual events. The responses were gathered in a spreadsheet and I’m moving to AT. I’ve created my main table. The anchor column lists the individual event names (domopoluzza, Zoomtopia, AWS, etc.). A series of columns of checkboxes and multi or single selects and others accounts for the various event attributes (date, free/paid pay model, live/recorded, networking, number of sessions, and other virtual event features). Then, for each event, we also have 10 qualitative questions that require written answers. In the current spreadsheet, each event has a separate tab. Column A lists the auditor’s name. The columns are the 10 questions. Each auditor then adds their responses to each of the questions. This current spreadsheet has 101 tabs - the summary of data on tab 1 and each of the individual events/qualitative questions on the remaining 100. Here’s my question - how do I handle the 100 qualitative tabs? The sa

I have a table of Volunteers that lists their name, email, cell phone, etc. I also have a table called Teams. In my Teams table, I have a “TEAM LEADER” field. I’ve linked that field to the Volunteers Table. I am able to select a name from the Volunteers list just fine. The next two columns are “Cell Phone #” and “Email Address”. I’ve tried making those two columns a Lookup on the “Team Leader” column. It seems like I’m able to do that fine, but it doesn’t automatically populate the email and cell phone # from the Volunteer table, which is what I thought it would do. ie. I thought when I select a person from the Volunteer table to be a Team Leader, it would automatically also pull that person’s email and cell into the next two columns. Am I thinking about this all wrong? Scott

Hello to All! I would like to build a base that tracks a total of 9 monthly matrix per user for the year. I will try to keep this simple. The idea is that the user will be around for the entire year, but that can change throughout the year, users can either be deleted or new users can be added. Matrixes 1 and 2 can change at any given month per user, but are single select. Matrix 1 is which group the user belonged to that given month Matrix 2 is the status the user was that given month Matrixes 3 thru 7 you could call performance matrixes, and these are numbers, will change every month. I’d like to accomplish the following, with views or any other feature. View a summary of users performance for all 12 months with totals of matrixes 3 thru 7 and averages. (would be nice to get averages for only months completed). View totals of a single matrix from 3-7, by month, with year total, grouped by Matrix 2. I hope it’s not to simple of a description. Thank you in advance for all your idea

Hello! I’m an Airtable novice. I’m building a membership database for a therapy dog nonprofit. We send dogs (with their human handlers) to visit with people in hospitals, jails, nursing homes, etc. I’ve created a dogs table and a humans table. I’ve linked the dogs and their humans. How do I assign attributes to a team (consisting of a specific dog and a specific handler)? For example, we evaluate a dog-handler pair, or team, to make sure we can send them out safely. I’d like to record the date on which this team completed their evaluation. Thank you!

I am interested in building a form (for easy resource planning), where the user can enter in a “kind-of” calendar format (this could be on a day, week or month level) the planned utilization of a resource for a predefined period ahead. For example: an editable table-structured form with columns the weeks (W1, W2, W3, …) and rows a set of tasks (e.g allocated to a specific resource), where in each cell a value could be entered. Please advice how can this be achieved. Thank you in advance

Hi. I have audio and video lectures that I want to be able to easily navigate to find and listen/watch portions where specific topics are being talked about. As an example, if it is a video about a chef talking about how to cook a steak, I would like to go in and manually tag the various things that are happening and different times during the video (e.g. “Talking about Meat Quality”, “Knife Skills”, “Temperature Controls”, “Chef Making a Joke”, etc.). Also, note that multiple tags can happen at the same time - i.e. Chef could be cutting meat while making a joke. It would be like “Chef Making a Joke” [1min 31sec to 2min 58 sec into the video], “Knife Skills” [1min 53sec to 2min 32sec], etc. End goal is that I can have many audio and video files inside AirTable, and each tagged with topics being discussed within each. I should then be able to perform searches on tags and be able to directly go to the section of the audio(s)/video(s) file(s) where that tag is being talked about. NOTE: In

Dear AirTable, I have a database question. (I use Airtable for other things and it works very well). I send out articles from time to time, in PDF format. I am using an Excel spreadsheet to record who I send it to, when it was sent, and what article was sent. This is all so I don’t double up and send someone the same article. I have looked at Airtable, but I can’t see a way of doing it. This is what I need; A list of recipients A total number of recipients A list of articles A total number of articles A total number of all articles sent, A total number of articles sent per article The dates for each article sent All of that info I have in the spreadsheet, but there’s only one date available for each recipient per article. For example, I can’t record more than one date for the same article going to the same recipient. Another drawback is that adding a new article to the list, means adding two new columns, setting them up etc, etc, which is a bit time consuming. I’d love to be able

Hi there - We want to try to find the values that match the fields in another database. For instance, we are taking a survey, and want to have users choose certain results which are recorded. We want to create a script that sends a report based on: Individual user Their session # (some will take the survey more than once) How can I do this with scripting?

Hi there, Hoping someone out there can help me with a weird automation issue. First, some context: I have 2 tables in my base. Table #1 is the order table - This is used for tracking individual orders (every line order is quantity 1), and the record name is the serial number of the item. Table #2 is the shipping table - These records are named as followed (rolled up from the records in Table #1): “{Customer Name} + {Site} + {Ship Date}” So essentially, whether there is 1 order or 20 orders from Table #1 going to a particular customer site on a particular date, I want them all rolled up into a single record in Table #2. This works perfectly fine manually: I have a column “Shipping Table Name” in Table #1 that follows the same naming convention for the record name in Table #2 ("{Customer Name} + {Site} + {Ship Date}") and I can just copy and paste that into the “Link To Table #2” column. No problem. But… when I tried to automate it to fill the Link column for me, it only works if the rec

Hi there ~ I think this is simple but I can’t grasp it. STEP 1: In Content Creation Table enter one of three options in my Reinforces field: Message 1, Message 2 etc. STEP 2: Content Title from Content Creation Table record is automatically entered in the Related Content - WIP field of the Your Messaging table in the same base. I tried to do this using linked records but I can’t get it to trigger automatically. Attached screen grabs to help clarify.

Hi, I am trying to create a Procurement base where can add product pricing for many suppliers and see the price side by side on in one table so we can review quickly. I have a table for each supplier containing the same product data but one different is the price.

Hi everyone! I was hoping I could get some help/advice on what to do with my specific situation/need here. So I have 2 different tables in different bases and I was wanting it so that when a record is created (through a form I fill out) in the ‘New Clients’ Table in my Client CRM Base, an existing record in the Consultations (Strategy Session) Base to automatically check the “Converted” field. I know I could do an automation if I did a synced table view, however since I am on the free plan and limited to manual syncing, that is not an ideal solution. The Full Name of the records is what would be matching in this case to know what to reference. Here are the links to the respective tables I am referring to: Consultation Data in Consultations (Strategy Sessions) Base - https://airtable.com/shr2ZWE6hn8Q0rcKz New Clients in Clients CRM Base - https://airtable.com/shrVLdQuwqZaTbDfr If it would make things easier, I could move the Consultation Data table over to the same base as the CRM… Than

Hi all. I’am trying to create this logic: I have 2 type of Contacts: Individual Contacts and a Companys as Contacts. Company may have some individual contacts as “children”. Linked to same table (!) And i have Task table, each contact (individual or company) have many Tasks. In a Task table a have a Price field, that field is alsa calculated as “Sum of Price” in Contact table. Thats working well. Now i want to calculate a sum for a Company (Sum of ‘Sum of Price’ for each parent contact). And i cant do it, i see an error “Sorry, there was a problem saving this field. Can’t save field because it causes a circular reference”. Can you recommend something? Upd: Incorrect description. I made rollup calculation of ‘Sum of Price of my children contacts’ but i cant summerise Companys ‘Sum of Price’ & ‘Sum of Price of my children contacts’ The field i want to sum ‘Sum of Price from related Tasks’ + ‘Sum of Price from related Tasks to my related children’

Hello, I’m looking for advice on a specific use case: my organization provides training and we need to track when a participant joins a program, when they leave a program, and their attendance at various events. Ideally, this information would be filled out by the participant themselves or a coach via a form, but not all of the information would be known at the same time. However, I would like all of the information to be linked, so that a joining, leaving, and attendance record for the same participant would recognized as the same participant. I believe that this would mean that the primary key for each of these tables should be the participant’s name or a unique id, but I’m not sure how to link multiple tables with the same primary key. Ideally when filling out an attendance or leaving form, it would be possible to search the list of participants who have joined, rather than manually entering the name (perhaps leading to inexact matches). Is there a way to do this?

Hi everyone. I have base A in Workspace 1 (which is premium). Base A has sensitive information that should only be viewed by specific individuals within the base. How do I set the settings to make only these specific individuals be able to see said base i.e hidden? Alternatively, I will settle for making certain tables “hidden” from the view of everyone except said specific individuals. Thanks.

I read post " Airtable Backup & Recovery Strategies: Simply, a Nightmare" Sobering. I come from a background in Oracle and MS Access. I loved the tools to visualize relationships and miss them in Airtable. However, We have fairly simple contact database that is rapidly getting more complex and need to establish a better backup strategy (not just occasional downloads to Excel). Would appreciate comments on following proposed process. setup a separate “backup” account or workspace setup zapier automation to backup to something (Excel, Sheets, “UNLY”, whatever) Setup restore process to recover from that backup set Create a “test suite” of fundamental operations (such as extracts to mailchimp) Run backup Test recover process to the “backup” workspace Run “test suite” and examine results If bad, “fix” some combination of (a) design of main worksheet (usually simplify it) or (b) backup & recovery process or © test suite Repeat steps 5-8 until tests are clean In principle, I think t

Is there a way to have a last modified date for when a button is clicked. I want the button clicking to trigger an automation and record the date the button was selected.

Hello community! I’m starting to use Airtable, I still don’t know much about the tool and I would like to know if anyone knows if there is a template to make a quarterly plan to set my startup goals. What I need to do is set my quarterly goals, organize them by months, weeks and finally have a task list for each day I don’t speak much english, so I apologize in advance Thank you very much for the collaboration

I’m not quite sure how to word what I want to do in abstract terms, so I’ve described my set up below. Any help would be so appreciated! I’m using Airtable to track my English dissertation research and I have the following tables: primary titles, secondary titles, authors, topics, and people. The primary and secondary are separated because I need different info for each category of source, but I’m using linked records to keep track of how the primary and secondary titles relate (eg Macbeth and a scholarly article about Macbeth). Both tables link to the authors table where I can see everything an author has written and track topics that author deals with, which then goes to the topics table. So, what I want to do is create a “people” table where I can aggregate information from many of these tables and combine it with new info. I have a list of historical figures whom I need to keep track of, so I’d like to create a link between that list and any secondary titles about them, which is ea

I have tables that use keys generated by data in the rows, this used to work flawlessly, now I get errors in those columns until I refresh, earlier in the day it didn’t work at all? And why is it impossible to contact anyone now??? Even your docs point to a “Contact Us” link in the menu that is no longer there. The support USED to be awesome, now the menu and info lead you in circles and you never really find a way to contact anyone directly, I am very disappointed in what this company is becoming, I USED to be impressed, not so much anymore.