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Base Design

Need help with your Airtable base design? You've arrived at the right place.

  • 3,359 Topics
  • 8,414 Replies
3359 Topics
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rossi-2007New Participant
posted in Base Design
Necesito ayuda

DATETIME_DIFF(  TODAY(),  {Fecha de nacimiento},  "years") & " años, " & (DATETIME_DIFF(    TODAY(),    {Fecha de nacimiento},    "months"  ) -   DATETIME_DIFF(    TODAY(),    {Fecha de nacimiento},    "years"  ) * 12)& " meses"   como hago para que en vez de contar hasta hoy, se cuente hasta una fecha exacta?

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ibayub
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Nicolas_RosenNew Participant
posted in Base Design
Background colour of fields

Hi, is there a way to colour the background of cells, or better whole columns? What I’m trying to do is categorize the columns into different sections in a large table. I guess it is not possible since the filter and sort features colour the background of the according columns. Is there some other way to categorize the columns? Many thanks in advance!

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TheTimeSavingCo
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Geoffrey_WegNew Participant
posted in Base Design
Colorize a column

I would love the ability to add a color background to the cells in a particular column. This would greatly help in making the column standout. Is this possible? If not please add this functionality. It’s very easy in Excel. Thanks

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TheTimeSavingCo
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robsimasNew Participant
posted in Base Design
Help Structuring a Base for Content Production and Management

Hello! I’m new to Airtable and could really use guidance on structuring a base to serve as the central hub for our content production and management. Currently, we use Asana for task management and Airtable as a content calendar, but the workflow between them is clunky and inconsistent. I’d like to consolidate everything into Airtable in the name of consistency, efficiency—and my sanity.Current Workflow ChallengesArticles: Articles are manually brought into Airtable only when it’s time to promote them, not immediately after being published. However, articles are often updated later (e.g., older articles being rewritten or reviewed). This creates inconsistencies because updates in Asana don’t always sync back to Airtable.Rewrites: Older articles that need rewriting go through a full workflow in Asana (essentially the same steps as creating a new article).Reviews: Recently published articles will get a second review a few months after publication. This review process is managed in A

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HerbertNew Participant
posted in Base Design
Record answers to a standardized test

Hello everyone,I'm new to Airtable.I need to administer a standardized test consisting of several questions to several people every month.I would like to be able to record the answers so that I can follow the evolution of the answers over time and according to the people.I can create the list of questions and record the answers, but I can't create separate entities for each date on which the questionnaire is taken.Could you help?Thank you in advance for your help!

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TheTimeSavingCo
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jweaverNew Participant
posted in Base Design
Importing meeting schedules from Access

Hello there,I'm starting to migrate from an old Access database to Airtable.  Part of this Access DB was used to track a number of groups and the days/times they meet per week.The data is in two tables, Groups and Meetings.  Groups is just a list of groups which has a one-to-many relationship with Meetings which is a matrix of a time-of-day and day-of-week:It shows in a report like below.  The letters in the boxes are different meeting formats:I have imported the data into AT and linked the two tables.  The issue is that all of the time-of-day and day-of-week data is getting combined into fields.  I understand that is what is supposed to happen.  Is there any way to link records and keep them separated in a one-to-many relation?Here is a link to a Base with the sample data: https://airtable.com/applQ22GX9Mh4QaAI/shraUgGlLA5zlOKoiThank you for any insight you may be able to provide!Jason

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TheTimeSavingCo
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zimpeterwNew Participant
asked in Base Design
Colouring column headers

I want to use different colours for column headers to differentiate between those that must be changed manually and those that will automatically be updated from automation when certain conditions are met. Is this possible?

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Sean_Lake1
Sean_Lake1Inspiring
posted in Base Design
Junction table, sort of

Hey all.I have tasks that are laid out and currently in one table - Milestones.  I have another table with Event names.The idea is each Event will have all the tasks in the Milestones/task listing table.  SO that when I group by each Event, the tasks can be worked on for THAT event, they're the same tasks, but need to be linked to each Event separately.  Does that make sense.I created a third table as a sort of junction table and created two linked fields, one for the Event and the Other for the Milestone/task listing.  The above table is the "junction table".  Did I need to do it this way?  Or just I've just added the task linked table in the FS Listings?Any ideas? 

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TheTimeSavingCo
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BharathyInspiring
asked in Base Design
Restrict the access to record

I have two tables Properties list and Budget. In the Properties table, I have a user field that we can assign the property manager to that particular property and that manager is only able to view and edit the Budget(budget table) details belonging to the property.But in budget table has many records of multiple properties detail. But that particular property manager should be able to view and edit Budget details belonging to that property. The rest of the details can be visible or hidden but should not be editable.Is that possible?

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MarkS17New Participant
posted in Base Design
Read-only records

Hello all,I'm wondering if it's possible to indicate certain records in a table as read-only. The idea is that once these records have been validated they should not be modifiable (except perhaps through a special procedure). It's for accountancy records that have been transferred to an external database and so should no longer be modifiable.Any tips or tricks anyone to achieve this?Thanks,Mark

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Abbey_MatyeParticipating Frequently
posted in Base Design
Read Only / Lookup Field In a Form

Hiya!I'm trying to create a registration form to send out to external users, but want them to be able to see the remaining capacity of each event, to know if they can register for the event. I tried to do this via a lookup field and as a read only field to find that Lookup fields aren't supported in Forms and Read Only fields won't appear in the public facing form. Is there a work around for this?I have the form set up where if an event is at capacity it won't show in the form, but haven't found a way for it to not accept registrations causing the event to go over capacity, which is why I though the registrant seeing the remaining capacity would be helpful. For example:A teacher wants to register their class of 40 for one of our spring concerts. Their first choice is Concert A, but when they selects Concert A, they sees it only has 30 spots left, thus they should go with a different choice. [as it stands right now Concert A is still a choice since it is not at capacity, but it wou

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AllostasisNew Participant
asked in Base Design
How do I get conditional visibility on a form to work correctly?

I have conditional visibility set for 2 fields in my form. One is working correctly, and the other is not. I  need to know what I am missing on the one that is not working correctly.Here is the one that is working correctly as it is in the form and what the conditions are: Here is the one that is not working correctly, as the Clients Location Link is still showing up when it should just  be the Love is Blinds Location Link:   Any help would be appreciated. 

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Doug_Gregan
Doug_GreganKnown Participant
posted in Base Design
Primary Field Change in Synced Bases

I'm trying to create a new Base for Donor information. I've successfully created the new Base and everything seems to be syncing fine. However, I have been using just a Autonumber Field for the Original Donor Primary Field and have converted it to a Formula so I can include Donor names with the Serial #. Now, in the synced base, I am unable to assign the new Field as the Primary because it's synced. Is there a way to override this? Why doesn't the change in the original migrate to the synced Base?

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TheTimeSavingCo
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Todd_ZimmermanParticipating Frequently
posted in Base Design
Record Review layout convert new to legacy

I am so disappointed in the updated Record Review layout. My team was satisfied with the filtering and sorting available with the legacy element-based record review layout. I am trying to find a way to customize an efficient arrangement of fields, but all I can do now is list them one per row..? I don't want to have to look for an Airtable alternative just to build an attractive record browsing interface.

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SidStuntParticipating Frequently
posted in Base Design
Airtable Security - SSO / inactivity log out / other solutions

Dear community,In the company I work for, we have a base which contains a lot of sensitive data about clients. We are currently on the Team plan. I noticed that there is no inactivity log out in Airtable. The only safety measure I could potentially take is 2FA. Although, preferrably I would have 2FA, a inactivity log out and something that makes it only possible for colleagues to log-in when they are on their work MS365 account.I see this last thing is possible with SSO, but that's only applicable for business. Since we are a foundation, that is hard to afford for about 20 employees. I hope someone in the community can help us with this security issueThanks a lot,Sid

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JBJ
JBJKnown Participant
posted in Base Design
Problem with Database Architecture

Hi there,I'm facing an architectural problem for which I haven't found a solution as of yet. This problem is linked to the way I handle revenue and payment depending on the client type – small company or big company.Here's how I decided to structure my database to handle revenue and payment for small companies:And here's how I decided to structure it to handle the workflow for big companies: But this leads me to the following problem in terms of database design. I could have found a solution to this problem by:breaking the [Revenue Items] – [Client Sessions] direct relationshippulling the Client Sessions into the [Revenue Items] table with lookup fields and assigning each of them to the proper revenue item in dynamically filtering them based on their execution date Only problem... dynamic filter is not offered on lookups! That means that all client sessions for the deal are assigned to each revenue item, instead of having only client sessions of January be put

215
kuovonne
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isobelhowardNew Participant
posted in Base Design
Uneditable prefilled form fields

Hi there,I am hoping to build a form which allows individuals to 'verify' the data we have on file for them. For example, say I have a phone number and an account number I want them to confirm. I have this data in a table, and want some way to have this in the form with a yes/no tickbox to allow them to confirm that the details are correct. However, using the prefill form links I am only able to get these as editable sections. I don't want users to be able to edit the prefilled entries but rather to just verify or not verify them as correct. Any pointers on how to achieve this would be greatly appreciated, thanks!

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ScottWorld
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Patryk_SulejczaNew Participant
posted in Base Design
Incorrect data imported in date format

Hi, I'm facing an Issue with importing data into Airtable. I have date prepared in Google Sheets which I'm trying to import in 4 diffrent ways: just copying the range (data table) and pasting it, exporting the .csv file and trying to import it, exporting the .xlsx file and trying to import it and also via Google Sheet connection. I have tried diffrent types of date formats in Airtable. In all cases importing dates appear one day before the date, so that once I have the date (screenshot from Google sheets): TestDate2025-01-15while importing it appears to be (screenshot from Airtable):   Has anyone faced such issue?Thanks in advance, Best regards, Patryk

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Peter_GallettaNew Participant
posted in Base Design
How to move a table to a new base and preserve linked records?

I have a base with several tables and lots of linked records between the tables. It has become necessary for various reasons to move one of those tables to its own base.Is there a way to move that table to its own base while preserving all the linked records to the other original base?  I'm struggling to find a good example or guidance how to approach that.thanks!

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TheTimeSavingCo
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scbatesNew Participant
posted in Base Design
Employee/Job Assignment

We assign employees (N=65) to Job Type (N=5) and Job Title (N=many) every six months.Before we begin, we know the employees and the job titles.There are two phases: assignments and distribution.Assignment:I assign individual employees to individual job types and titles.Distribution:Employees get sent a list of their job assignments for the work period.We need to:Make sure that every employee has a job type and title.Make sure that every job title has an employee.What is the best set up for this kind of task? Is it just one big table? is it two tables (employees, jobs)?I FEEL like this is a job for linked records, but no matter how hard I try, I can't figure it out--I've been doing this on a spreadsheet but there's gotta be a better way (particularly because I have to do this twice per year).-Scott

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Rochelle12New Participant
posted in Base Design
HELP: I need to make Project/Task management a breeze!

Hello all, I need your brilliant brains!I am new to Airtable and I am hoping to create a base to rule them all, so to speak. Basically, I am a small biz owner and a single mum with ADHD and I am just drowning right now and I need to turn things around and manage my time a bit better and I'm hoping Airtable can (and you) can help! I am thinking I'd like a base that I can use to map out my capacity in regards to the projects and tasks I have and sort of timeblocking my day. I'd love to be able to have time spent on tasks adding up so I can see when I am approaching the capped amount and/or when I have gone over. I want to be able to plan a weeks worth of tasks for the business, allocate to my subcontractor and reshuffle tasks around because, life happens. I would love to have a simple interface where I can view all of the data.I'd also like to have a base for each of my projects so that I can report back to the client about what has been acheived, what is outstanding, hours worked e

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DiscoBreakNew Participant
posted in Base Design
Timeline: 24-hour time format?

Hello,Is there a way to change the time format from a 12-hour to a 24-hour time format for the timeline view (as well as the interface element)?The calendar view seems to do it automatically, however, I can't find a setting or any info on the support pages.The columns are formatted as 24 hr.

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JBJ
JBJKnown Participant
posted in Base Design
Dynamic Filter on Lookup

 Hi guys, On my [Revenue] table, I'm trying to compute the expected revenue that I'll get from a client. The client processes payments twice a month after the work sessions are completed. We have struck a deal that spans multiple payment periods. To this end, on my [Revenue] table, I'm trying to set a dynamic filter on a lookup of the `Sessions` field, which is itself a lookup on the [Deals] table. I want the `Sessions` field on the [Revenue] table to display only the sessions – hourly sessions or weekly sprints – that ended after the `Work Period Start Date` and before the `Work Period End Date`. This would then allow me to sum the compensation due for each session within this work period with a rollup. The thing is, it seems I can't set up a dynamic filter on a lookup. Do you guys confirm?If so, which workaround would you suggest? Thanks for your help.

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JBJ
Ron_Daniel
Ron_DanielInspiring
asked in Base Design
Linking records on import when the primary fields don't match...

I have a database for our retail stores. The main table's first column is a formula that combines the store's name and the store's number with a " – " in between. For example, "1234 – Joe's Discount Hardware".I need to import data from a report that only has store numbers. I know could use the CSV Import extension by setting it to merge with existing records and set the merge field to the store's number.However, where I really need it imported is into another table in this base. This is where my roadblock is: Since the linked store identifiers are "1234 – Joe's Discount Hardware" but the report's identifiers are "1234", is there a way for me to link them?I did try bringing in a lookup field that show's the linked store's store number. But it can't use the lookup field as an identifier. Then I thought I'd found an answer by making the table's first column be =storeNumber. However, when I tell the extension to merge with existing records using storeNumber as the merge fiel

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Ron_Daniel
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Robert_AndrewsKnown Participant
asked in Base Design
Linked record in a form - how to prefill/allow create new?

I have a base with a field "Company" that is a linked record.Ultimately, I want to pre-fill my form with all values inc Company.First, how can one pre-fill a Linked record field? Seems like it isn't possible.Second, even if it is possible, how can I allow the creation of a new such Linked record from the form?

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CristianCG

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