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Base Design

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

  • 3,327 Topics
  • 8,269 Replies
3327 Topics
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Nate_SNew Participant
posted in Base Design
Calculating payments and tying that back to a user

Hi all, I’m wondering if Airtable is a good fit for managing our student share flat expenses. Currently we use icloud numbers, to enter raw values and show, but it is cumbersome and manual. This is what I have in mind: People Table: All people are stored here and cross referenced. Sometimes people move in and out, or go away for holiday, so don’t need to pay power bill for example. Powerbill Table: Our powerbill is calculated everyday automatically. We have an app which shows how much power was used for each day and input into the airtable. For each day I can enter the $ value of a day. This is then divided into payees of two sorts, heat users, non-hear users, depending on if you use electric blanket that day. The issue I have right now is that I do not know how to tie that back to the person, as an outstanding fee. Thanks for following through that and hopefully it wasn’t too confusing or abstract. Appreciate any opinions!

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Nick_McQueenNew Participant
posted in Base Design
Clients / Contacts

I work for a company that delivers services to private and domestic clients I currently have two bases set up. One which lists ‘People’ Base 1 One which lists ‘Companies’ Base 2 In both bases are examples of clients. i.e. we may work for Acme Ltd (Company) or Mrs Smith (Person). However the companies base is not exclusively clients (it also includes supplier etc) and the contacts base isn’t exclusively clients (also includes people who work for companies) Is there a way I can pull companies labelled as clients and individuals labelled as clients into a new base called clients?

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Nick_CreedNew Participant
posted in Base Design
Help Updating Record Based On Another Table

Hi there, I currently manage a student organisation at my university and every year members have to renew their memberships to remain an active member of the club (this is university policy). I chose to use airtable as it is an easy way to allow students to register for the club through airtable forms and the integration with mailchimp is very convenient. At this stage, I’m trying to figure out a way that I can email students a link to an airtable form that allows them to reaffiliate and for the information to be updated on the membership table automatically. At this stage I have made another table called ‘Reaffiliation’ with a form that allows them to select their student ID from a linked record and click a checkbox to reaffiliate. Ideally, I would like the checked box to be reflected in a column called ‘Reaffiliated’ on the ‘Members’ table making it easy for me to create a view that allows me to see all of the active members so I can send that information to my university. If anyone

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Kutluhan_AykutNew Participant
posted in Base Design
A different kind of spreadsheet usage

We are using a different weekly excel sheet for our projects in our company. Could this be implemented ? The main difference is i need to create daily fields to edit the current status on that day It looks like a gantt chart with editabe date status fields… Every week our company edits this excel for the next week/every week… Can i make st. like this ? Any ideas are appriciated… Thanks to all users and ideas… PS:I couldn’t put any link or image in post sorry i will send if you have an idea

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Dave_MillerNew Participant
posted in Base Design
Project management database

Hi, I don’t believe my requirement is all that complex, but I’m having difficulty understanding how to work out what relationships are need in order to build a suitable base. I have multiple projects in progress. Each project is supplied by a selected list of suppliers, not every supplier on every project. I would like to track projects to the point where they complete, at which time I then invoice for commission. Some projects may have early quotes associated with them from each of their suppliers. This seems like it should be a standard thing to be doing - common practice in my industry, so is there a template base that would immediately suit this requirement? Or do I have to build one from scratch? Many thanks Dave

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Libertie_SantalNew Participant
posted in Base Design
Table design and qty of tables

I’m considering moving over a generic database I made in Access. I use a database for tracking participants of an ongoing teaching and learning curriculum. I need to track each participants progress, contact information, credentials, graduate year, school, attendance to seminars as well as specific classes. I’d like to incorporate mail merge to have emails sent when a seminar is missed, upcoming workshops/seminars, and action requested notifications. I’m unsure how to separate my information into tables or should I keep as I do now, ALL on one big table? It’s an exciting project it’s a matter of where to begin!?

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Scott_FergusonNew Participant
asked in Base Design
All dates a song has been played/used (playlist history)

I have a song database and I want to keep track of every date I’ve used/played each song, essentially a playlist. Ideally this would be a list of dates listed from newest to oldest. Any suggestions as to how to do this?

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Christiana_ThomNew Participant
posted in Base Design
Can you show/hide fields conditionally in a base?

I’m hoping to create a structure where based on the choice in a single select field a user sees one of two sets of additional fields to enter information into. Is this possible? Thank you!

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Mike_MorseNew Participant
posted in Base Design
Individual's update their records confidentially

Can an individual update only their individual record in a table without have access to view any other data in the table or base? We have a large number of individuals in our community who are in a database for a non-profit and would like to be able to find a way to protect our data while still allowing an individual to access and update their personal data.

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Ben_EngelNew Participant
posted in Base Design
Forms Question - default values (not seen by person completing the form)

Hello, Newbie question here :frowning: I’ve got two forms, purpose is around whats working well, engagement etc - one for field sales, one for office staff (who talk to field sales). One data source is an inbound or outbound call from the office - form A, contact type will be inbound/outbound 2nd data source is sales people can complete a form when they are “on the road” - form B, contact type will be “webform” In the grid that collects data from both forms, can be an webform have a default contact type of webform? I see you can hide fields, but that hides them completely. This is same/similar to this question in post “Default values for hidden form fields” can’t link direct sorry… Any news or workarounds? All help greatly appreciated.

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tine_damgaardNew Participant
asked in Base Design
Adding colour to a group of records

Dear community I am trying to add colour to a bunch of records, however, I do not want the colours to be linked to the content of the record. I wonder if there is a way to manually add colour to groups of records, so that not all records that have the same text have the same colour. Is there a way to do this? Best, T

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Fergus_SmithNew Participant
posted in Base Design
Content Plan / Project Management

Hi, I love using Airtable but having some issues with managing project work. E.g. Exactly when work is going to be completed and work all that out using the calendar system. An was wondering if anyone knows a solution to this. An example of this is we have a Project being worked on with multiple different sections involved in getting in completed. An really what we want to know is if there is away. To get a snapshot of where the project is at (e.g. When the work is scheduled, how far through the work are we and finally, if there are any roadblocks). We need this on the calendar, as when a Client calls we can quickly look when a projects larger sections are booked and when we are expecting outcomes to be completed.

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Nick_McQueenNew Participant
posted in Base Design
Weekly Asset Check

I run a tree care company employing ten people. The company owns a large collection of climbing equipment - ropes, harnesses, karabiners etc. (Assets) Each item of climbing equipment is assigned to a different member of staff i.e Tom = Rope A, Harness B, Karibiners C & D / Mark = Rope F, Harness J, Karibiners Y, Z I would like to create a base to record weekly checks of this equipment. Every week I would like each member of staff to check the condition of their equipment and record as a checkbox ‘Pass’ or ‘Fail’ I am new to Airtable and just getting my head around how it works. Can anyone guide me on how best to arrange the tables within the base. Nick

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Ryan_Williams2New Participant
posted in Base Design
Link a record to a record in another table based on what the field

Hi All, I am trying to link a record on one table to a record in another table based on a a field in the first table. In this situation, I am working on a base bwhich I am intending to use as a budget and am working on the “Credit Card Transactions” table. My goal is to use the “Card No.” Field, in which is the last 4 numbers of a credit card provided by the bank csv., to look up the card ending in those for numbers in the “Credit Cards” Table. Btw, I did read Conditional Logic-ish Linked Records but didn’t think it would work in my scenario. I would appreciate any ideas! Thanks,

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Noah_GlaserNew Participant
asked in Base Design
Finding entries in one table but not another: emulate an outer join?

I have two tables, one that is built in-house (say, INTERNAL) and one that is supplied externally (say, EXTERNAL). I don’t trust my external data source, so what I want to do is find all records present in INTERNAL and missing from EXTERNAL. If I were working in SQL, the query I would write would be something along the lines of: SELECT a.*, b.* from INTERNAL AS a LEFT JOIN EXTERNAL as b ON a.primary_key=b.primary_key where b.primary_key IS NULL I want to avoid using record linking; there are over 100 records to do this for, and my understanding of linked records is that they have to be done manually. Having to do this manually would defeat the entire purpose of using a database tool to speed up my workflow. Can the above analysis be done strictly within Airtable, or will I need to write an API script to emulate a JOIN?

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M_kInspiring
posted in Base Design
How To Set up A Calculating Function

Hi Airtable: I would like to set up a basic base with one table to calculate two different expenses. I would like to start with the grand total amount for 2020 and then minus the two expenses, as they come up and then give me the new grand total. I am just not sure how to set up the calculating functions. Thank you, Mary K

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Josh_ClarkNew Participant
posted in Base Design
Multiple Multi Select Fields

Hello, I am trying to make a base that will track truck usage for our fleet. It’s just about done but I need a multi select field for each truck . I thought I would be able to reference another table and not have to fill out every staff member for every truck multi select field but I can’t see an obvious way of doing this? It seems like a basic function so I’m sure I’m just overlooking something. Any help would be appreciated. Thanks

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Adam_Isler1New Participant
asked in Base Design
Using a lookup to another table to populate the choices in a single select field in the original table

I have a table, called ‘Industry,’ with 2 columns of Industry type codes. The first column has many repeat values in it, the second column are unique values, for example: Manufacturing Textile Mills Manufacturing Apparel Manufacturing Manufacturing Paper Manufacturing In another table I have a column called ‘Industry level 1’ which contains values from the first column of the table above (Industry). I’d like to add a 2nd column to it that’s a single select that looks up the values available for Manufacturing and displays them as the choices for the 2nd column. I’ve seen a range of questions like this asked but none answered that didn’t invoke JSON and code. Is there some way to do this natively in AirTable? Thanks!

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Chrystal_CheckeNew Participant
posted in Base Design
Base/Table for Construction Estimates (Pricing)

Hi there! I’m fairly new to Airtable. I am working on a base to track bid requests, assembling an estimate and tracking orders for a construction company. Using the base template for a product catalog, I’m making some progress, but am stuck when it comes to pricing. The majority of our builds are custom and we are just beginning the data capture process. Right now, someone can fill out an estimate form. Then we review home plans, and identify material required to assemble an estimate. An estimate includes material prices + manufacturing time + our labor + delivery (optional), etc. I’m stumped on the Material Pricing Table. The two main components are wood of some variety and steel/hardware. Each component has several potential vendors (listed on a different table). Any help is truly appreciated! Columns as I see them are: Material Type (Doug Fir); Type 2 (Rough, Free of Heart Center, Box Heart, Kiln Dried); Size; Length; Vendor; Quantity, Price, Total price for Material (function of qu

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Jack_MacekNew Participant
posted in Base Design
Trouble setting up a daily stock count function

I’m trying to migrate my inventory management into Airtable from GoogleDocs and I have a feeling it will do what I need it to do but I seem to be stuck in Excel thinking. Currently in GDocs use three sheets to manage stock. First with all the items individually listed by order of unique serial numbers, second with item descriptions assigned to each SKU code (this is then pulled to first sheet) and lastly a stock counting sheet where I simply scan serial numbers during a daily stock count. First sheet then checks if there’s a match of its record in the third sheet and if there’s a match it simply displays a “Found” message, if there’s no match it marks an item as “Investigate”. I tried to include images but apparently I’m not allowed images or links for some reason :frowning: In case this is relevant, the lookup formula for the stock count looks like so: =IFERROR((IF((VLOOKUP(A2,count,1,FALSE))=A2,“FOUND”," ")),“INVESTIGATE”) The closest I get to replicating this facility in Airtable

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Renata_LuciaParticipating Frequently
asked in Base Design
How can I hide completed tasks in table view?

I have created a table for our small architectural firm based on the “project tracker” template I found in Airtable. Once a task is completed, I need to be able to hide the task in the table view so that it is clear at a glance where there is work to do for each project (and have the option to unhide for when I need to review task history). I have worked out how to filter tasks by their status in the Task tab but seem to be unable to do so in the main table. When you are looking at the table, there’s no way to distinguish completed tasks from incompleted without opening up the row, and looking through all the tasks, which is causing me problems in meetings. Right now, the owners have me manually adding asterisks to the text of completed tasks AND I’m having to delete most completed tasks anyway, because they really pile up on the table view since I can’t hide them. You can see an example of what I’m saying in the “project tracker” template. In that template, under the “Design Projects”

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Jagow_SelbsthilNew Participant
asked in Base Design
Where can I download a PDF invoice with my address on it for the PRO plan?

Where do I find my invoice? Thank you

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Charissa_SantosNew Participant
asked in Base Design
New User getting started with User Research template

Hi, I’m a first-time Airtable user testing out the User Research template. Is it suggested to delete the sample data records and add your own records, or is there another place in Airtable where records get created?

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Moulton_Law_OffNew Participant
asked in Base Design
Automatically create tasks when a record in another table is created

The records in one of our main tables are legal cases. Each case has the same set of tasks that need to be done to it. When we create a new case record, we want to automatically create the appropriate set of tasks in a task table and have them connected to the new case. Can we do this? If so, how? Thanks!

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Delainey_LaHoodNew Participant
posted in Base Design
Autofilling project details

Does anyone know if there’s a way to autofill the project details box based on the Tasks or Task Type? It would be great as we have specific projects that repeat and it would save time to not need to fill out the project details each time we create a record.

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