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Base Design

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

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  • 8,410 Replies
3359 Topics
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celine12_2New Participant
posted in Base Design
Combine individual and collective tasks into 1 Kanban

Dear AirTable community,I have just been recommended and discovered the amazing Airtable tool. But I am struggling structuring my team individual and transversal To Dos.In my team, each team member has its individual AirTable base "To Do [name]" and each transversal project has its transversal AirTable base "Project [name]". The tasks in individual and transversal tables are structured with similar fields.Let's say I'm Céline : I have my individual base "To Do Céline", in which I have my individual tasks, which are not related to any transversal project and which therefore do not require to involve any other team member. I also have a Kanban view that enable me to visualize my individual tasks by status.I also have the transversal base "Project eCommerce" as I am involved in a few tasks within this transversal project.I would like to find a solution to include these transversal tasks into my Kanban view in my individual base "To Do Celine". Of course, I would need that any ta

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Outreach11New Participant
posted in Base Design
Help Needed With Workflow

I need assistance in setting up a workflow for a non-profit organization where we help people with food, clothing, rent, utilities etc. I'll do my best to explain my needs. I've watched every video I can find and read all kinds of articles, but I've yet to figure out how to make this work. I would appreciate any help....Thank you.I have a database with all of our clients, addresses, emails, and other demographics.I need a database that will help with all the services we provide for our clients.I need this database to update as new records occur.I also need this database to be able to tell me if a client has reached their limit on available services.               Some of these services are only allowed every 6 months, some are allowed every two weeks, some are conditional situations. I need to be able to see what a client has received over the past 6 months. These records need to be able to update as the clients come

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TheTimeSavingCo
Quero_Emigrar
Quero_EmigrarInspiring
asked in Base Design
I see no option to prevent view users outside airtable to filter the view

FolksI have created a database with several peoples details. On it, I have also created a view which will take a filter text like this:https://airtable.com/VIEWLINK?filter_FIELD=FIRSTNAME%20LASTNAMEand then send it to the specific FIRSTNAME/LASTNAME person, who does not have any airtable account as a normal shareable link, so they can access their data.The problem I am facing with is that as the controls of the view are available, the view can be filtered with different values and people can see each others details.I see that on the EMBED version of the view, I have the option "viewControls", but it does not work if I use it on a normal share view.Is there a way to prevent a view to be re-filtered? Or to prevent the controls to be available?Thanks in advanceAlfredo Rodrigues

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Quero_Emigrar
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BurkePNew Participant
posted in Base Design
Select a single item from a choice of three that were picked from many.

We want our guests to ore-order menu choices by selecting one starter, main and desert from three choices in each category that have been picked from an extensive list of menu items.  I have a table with the menu items.  Another table has the meals with the date, venue and three offerings from the three categories.  Now, for each guest (all guests are in another table) I want to select a starter, main and desert from the three that are being offered by the venue.  From this information the venue will get a list of all guests and their menu choices and and each guest will receive  a confirmation of their selections.  So far I have the three choices in the meal table but can't figure out how to select one of each from the choices in each category for each guest.  I hope the attached diagram illustrates the issue.

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TheTimeSavingCo
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ariseNew Participant
posted in Base Design
Automation help

Hello all, I have created an AirTable base used for tracking insurance documentation for a construction company. I have set up a date column of when the insurance document in question expires. I was wondering if is possible to set up an automation to send an email to a user that this document is expiring? The issue I run into is that all of the dates are different. I see in the automations you can select "when a record matches conditions" then when selecting a condition when 'insert my expiration column in first field". The next step is where I hit the issue because there is no way to select "date that is listed in the column". Hope this makes sense and there is a different way around it I am just not seeing it. Appreciate anyone who can lend their expertise and I can provide more information if needed. Thank you!😊

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Karl_at_Easy_La
Karl_at_Easy_LaInspiring
asked in Base Design
Retrieving the "many" side of a link in a table which was deleted

Take the example below, imagine you have:Category.ProductsProduct.CategoryA product is linked to multiple categories. When you first create the 'Category' field on Product, this creates the other side on Category, lets call it "Products".  If you delete the column "Products" from the Category, is it possible to re-link them later on?Also, if you do not think one will ever need the "many" side of the relationship - does it slow AirTable down if you keep that many-side Field as well? Or it does not make a difference? 

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Alexey_Gusev
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SpelaUKnown Participant
posted in Base Design
How to create PDFs with checkbox data (for a multimple choice)

Hi!I'm creating PDFs with Google Docs and DocsAutomator. When I check the field "generate RMA" AirTable create PDF out of Google Doc and save this PDF to the desired attachent field. Of course the data is from AirTable. And this is easy.Then I came across one problem, which I think I handeled it okay. If I have two choices that I have to decide and check in a checkbox) I simply created formula field.So I had two choices "repair" or "servise modification". And I created checkbox field "repair" and "ervise modification". And then formula field for each of these field with IF() function. If the field if checked, it returns checked box, otherwise it returns empty checkbox. And then I connect these two (formula) fields to the PDF. And It worked.But then I came uppon bigger problem.. if I have many choices to check I don't want to create all these fields plus formula fields for all that fields, if you know what I mean. Is there any other way to do that? Maybe with a single- or multisele

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Karl_at_Easy_La
Karl_at_Easy_LaInspiring
posted in Base Design
Re-structuring bases - Splitting base into two bases, and syncinc tables

Hi. I am using Pro plan, which allows syncing between bases.  I've been structuring a lot of parts of our business in one main base.  There is a significant amount of data which needs to be imported from CSVs, for which it is much easier to give direct access to the base to the users, rather than through interfaces, views, etc.  There will also be some sensitive data in the main base, which I do not want to give even view-access to these users.  If you give access to a Base, they automatically get access to all the tables read-only as a minimum. Because of this, I realised it would be better to have a Main Base, and also a base for the Raw Data/CSVs.  I would give any users who need to import bulk data to the Raw Data/CSVs base, and then sync tables from RawData to the MainBase.The issue is that I already have a lot of automations, fields, configuration, etc in Main Base. For example, I have a table called 'Bookings Data'. I would like to move this to Raw

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Karl_at_Easy_La
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Brown_MillerNew Participant
posted in Base Design
Create an index of records from multiple tables?

Hey, can anybody think of a way to create a table that consists of a listing of all the records in several other tables in an index format. Something like this: Primary Field Value | Table Name Bob | First Names Goldthwait | Last Names Comedian | Occupations I want to produce a single table like the one above, dynamically and continuously from live data, from a base that contains the following tables: TABLE: First Names RECORDS: 1 Bob TABLE: Last Names RECORDS: 1 Goldthwait TABLE: Occupations RECORDS: 1 Comedian This is just hypothetical data. I know I could this by exporting to a spreadsheet and reimporting but I want it to be automated and real-time. Any ideas?

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Tiffany11New Participant
posted in Base Design
Customer Experience Quality Assurance

Hi! We were wondering if Airtable could be used as a Quality Assurance tool to evaluate our customer's representatives? If so, how would you implement it (using forms, reports...)? Thanks!

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ScottWorld
Karl_at_Easy_La
Karl_at_Easy_LaInspiring
asked in Base Design
Merging multiple tables together, to output a 'client statement' report

I have a structure, similar to the below simplified version:EndOfMonthReportsClientIdDatePayoutsEndOfMonthReportIdBookingsEndOfMonthReportId ExpensesEndOfMonthReportIdPayouts, Bookings, Expenses all fit the template whereby they all have a Date, Description and Amount. They all have very distinct fields, so I dont believing merged them all into one table would make sense. Each of these entry in a way effects the client's account balance, either with a positive transaction, or a negative transaction. I would like to be able to generate a report, where one can get an account statement per client, for a particular time period.  What this would do is if you say generate it from Jan 23 - Jun 23, it would get all the end of month reports within that date, and show a list of all these distinct transactions, in the form of:01/01/2023 | Booking | Reservation from 1 - 10 January | +70010/01/2023 | Expense | Management Fee | -20030/01/2023 | Payout | End of Month for June | -500...

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Karl_at_Easy_La
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Lindsay_PatrossKnown Participant
posted in Base Design
How would you link 2 tables - calendar of events and tasks

Hi everyone, I've got two tables in two different bases.calendar of articlestasksI'd like to create a task for each calendar item and only need to update one table. Just looking for ideas on the best way to link these bases. My current idea:is to sync the calendar table into the base with the taskslink each calendar task to the calendar item. Use an automation to update the task status

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TheTimeSavingCo
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CPMSMParticipating Frequently
posted in Base Design
Sign-up sheet

Hello- I watched this video but it's not clear to me what happens between minute 1:00 and 1;07.  https://youtu.be/ES1RyNPv_KgI am looking to create a sign-up sheet for one day in 5 minute increments between the hours of 12:00 pm - 5:00 pm, and have 4 rooms running at the same time. How do I pre-populate the times?Any help is greatly appreciated.

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AirOps
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hrydhNew Participant
posted in Base Design
Can I set the timeline view's "minimum date" (not just jumping to a specified date)

Hello, I'm using the Timeline view with a data set that has data points starting Aug 1st 2023 and onwards.There are no data points for the time period before Aug 1st (Jan 1- July 31st) yet these dates are available to be scrolled through.I am aware of the date settings allowing you to jump to a certain section in a view, but I am instead looking for a solution to start the entire horizontal axis on a designated date, without having the possibility to scroll to an earlier time frame where there are no data points. Is there any way to hide the empty values, or set the minimum start date of the horizontal time scale of the timeline to start at a specified date? i.e. August 1 2023?

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BastianbbNew Participant
posted in Base Design
Reject new record when existing record with identical value in field URL exists

Hi all 🙂I am trying to avoid duplicate entries from making it to my airtable table.Background: I am running multiple webscraping actors collecting entries from public sources multiple times a day. The actor itself can not determine which entries it already has collected, but just get's the 10 latest entries 5x a day. This way i assure that I get all the entries which are posted. However, when I now add the entries to airtable, it will create duplicates. I am currently using the "Datastore" of Make automation, which will automatically "reject" any duplicate entry as i am using the unique URL of the entry as the unique key in the Make datastore. This is desired as each time an actor runs, only the new entries make it to the DB. However, when trying to switch from Make Datastore to Airtable as a DB provider, I realised that airtable doesn't allow me to specify a "key" or "record id" when adding new entries.Question: Is there anyway to make airtable reject new records from com

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ScottWorld
Karl_at_Easy_La
Karl_at_Easy_LaInspiring
posted in Base Design
Rollup all values of a field of type Link, into a large combined list Links

Hi.  Is it possible to rollup all values of all the links in a field of type link, combined into a larger array? I'll give an example to illustrate better.I have two tablesReportsExpenseCategoryLinesLinked (Link to ExpenseCategoryLines, many-to-one)ExpenseCategoryLinesReportId (Link to Reports, one-to-many)ExpensesLink (Link to Expenses, many-to-one)Expenses ExpenseCategoryLineLink (Link to ExpenseCategoryLines, one-to-many)The idea is to have a Report.AllExpenses as a rollup, which would combine all the Report.ExpenseCategoryLinesLinked > ExpensesLink into one field, as an actual list of links (not text). I've tried using CONCATENATE or ARRAYJOIN, but it returns the IDs as text. 

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giancarlo97New Participant
posted in Base Design
Need help linking multiple promo products and managing inventory

Hello AirTable Community,Im somewhat new to Airtable and I am currently facing a challenge in building an effective inventory base in Airtable, specifically when it comes to linking multiple promo products into one product and properly managing the inventory for each line item. I would greatly appreciate your guidance and expertise on this matter.Here's the scenario I'm dealing with: I have different office kits - mini, small, and large - each containing various promotional products such as post-it notes, pens, carabiners, webcam covers, mousepads, and business cards. I want to be able to track the inventory for each individual item as well as the overall inventory for each office kit.The goal is to manage and update the inventory levels for all the components within the office kits. I want to ensure that when one item from a specific office kit is sold or depleted, it automatically reflects in the inventory for that particular kit. Additionally, I need the ability to track the overall

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Celinkadev
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Sydney11New Participant
posted in Base Design
[Gallery View] How to configure different fields in card view and card expansion view

Hi All,How can I configure different fields in card view and card expansion view?Use case: I want the cards to be smaller and neater, and show 1st tier information only at a glance. Upon card expansion, I would like to show more details.Basically, it should be able to select which fields would be part of the view, and the which fields would go on Card only and which ones on Card expansion.Im afraid I know the answer, because I searched for it. Its just that I cant believe that that functionality, with so much potential, is useless in any case that's not super simple, what a waste of a feature...Any plans from Airtable to improve this feature?Kind regards

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jameshardingNew Participant
asked in Base Design
Grouping with filtering options

Hi community!I have an airtable that tracks VFX shots as they come in from vendors.One sheet (delivery) tracks every shot as it comes in, including the same shot with a different version number due to fixes or changesOn a separate sheet (topsheet) I have a master list of all the VFX shots in the filmOn the delivery sheet, I link each record to the master vfx record on the topsheet. That way I can see every version of a VFX shot delivered and track commentsThe issue I have is that the producer likes to see a list of every shot that is either 'not started', 'has issues' and 'passed quality check'. The issue is, because multiple deliveries are linked to the master shot, the master shot can be both 'has issues' and 'passed quality check' as the old versions are linked. Is there a way to group the 'topsheet' so that one group is all shots 'not started', all shots that have issue but none that have passed qc, and a group that is any shot that has at least one 'passed qc'ThanksJames

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gaexszNew Participant
posted in Base Design
How would you set this up?

How would you set this up?Department 1 is in charge of sending contract to customer, receiving contract, sending invoice and receiving invoice for initial payment. Once initial payment is received, Department 2 is notified and now needs to complete a certain number of tasks for 'onboarding that customer'. When those tasks are complete, Department 3 is notified and they have their own number of tasks for that customer, and so on.Thanks for any advice!

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Beth_BCampsParticipating Frequently
posted in Base Design
Syncing Tables, Task management

Hi! How many tables can a base store? over 100?Is there any way to sync tables within a base?I have 6-7 tables in a base that stores task templates (based on accounts that get managed by various people). Originally I synced them to another base but changed each tab to specific accounts we manage. Since there is a 10 sync limit, I am trying to find a work around.Is there any way to have a template of tasks in a base and sync this to 30+ accounts other tables within the same base for task manage. I ask because, I am thinking that if a change needs to be made to the task manager, it would be quite labor intensive to change each accounts task list. it would be nice to change the template and have this apply to all of the tables the template is synced to - one swoopfor context: we have 90+ accounts we manage (schools). Tasks vary based on school system but are generally the same for all school systems. Staff manage multiple accounts across a variety of school systems. My goal is t

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queasha10New Participant
posted in Base Design
Adding Space between records.

I want to create space in between weeks of records so that it's easier for the client and me to view. Attached is a photo how it's currently set up, but I noticed when I skip a record, it still documents it as "blank." So when I group it by week, those blank records are kept together, but I don't want them to be shown at all--if that makes sense. Please help. 

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reagand
joshtech
joshtechNew Participant
asked in Base Design
How to change grid tabs with multiple colors?

Hi Community,I have a lot of tabs which are all green, however all these tabs consist of various process flow.I would like to assign different colors to the tab, may I ask how to change grid tabs to have multiple colors?Thank you! 

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haakonbirkNew Participant
posted in Base Design
Multiple key value pairs for one record

Hi!I am new to airtable so I am looking for some help. I am trying to create a database/input form for data that will be loaded into powerBI.The goal is to analyze revenue streams in PowerBI. Each revenue stream has a set of fields, among them are StreamID (Unique), report date, department, revenue type and $ sum. For each revenue stream I want to be able to allocate a percentage of the sum to the brokers in the company. The number of brokers per project varies.  What I am wondering is how I can create multiple key value pairs for each revenue record in my database? I currently have two ideas for how it could be solved:1. Putting an allocations field in the revenuestreams table that contains multiple key-value pairs, i.e.:StreamID(many fields)Allocation1...{Peter: 20%, John: 80%}2...{Peter: 40%, Eva: 60%}I know this would be possible with a multiple select field where the user enters a delimited string, i.e. "peter-20", "john-80", however this is a very iffy database design a

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TheTimeSavingCo
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EnjayInspiring
posted in Base Design
Form view creation permission

Is there no way to turn off the permissions to create forms for users?I do not see a way to turn this permission off for users, it appears anyone able to create any other view is able to create a form. It would be nice to be able to turn of the specific ability to create form views. Without having the ability to set required cells inside the table itself, we have ended up relying on using forms for our method of inputting information into the tables as we can control required fields in forms. We use both the normal view forms, and forms in interfaces. The issue currently is that anyone with the ability to create a view is able to create a form which allows them to bypass the requirements of the intended forms and interfaces we have made to ensure that our data remains in a somewhat stable state. It seems like a weird loophole that users are able to bypass required fields unless I am missing something. Has anyone else run into this type of problem with their users and if

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