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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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J715New Participant
posted in Base Design
Someone fills out a form, it makes a new record. Can it update existing?

I have a table that is basically a homework submission table. I made a form for it. Say a record lists the assignment (Homework #1) and I have 3 records for this. One each for Peter, Paul, and Mary. My idea was that they would submit the form, pick Homework #1 and their name from the dropdown, and that when they finished submitting it, that record would go into the record that was waiting. Instead, it maks a new record. How could I have that information go into the existing record?

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Zack_S
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Mohsin_RazaKnown Participant
posted in Base Design
URL for gallery each record

Hi, I am trying to get the Gallery URL for each record not the URL of Gallery. I want to share Gallery View of each record to my user. I don’t want to share entire Gallery View, just for single record. I don’t want to do it manually for each record by giving condition for each record. Even that so that will not work as gallery view will be always be same, as Gallery View URL remains same. How to achieve this in Airtable?

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Kosta_KondratenInspiring
posted in Base Design
Default drop down on every new record created

Just created a “Stages” drop down in my Accounts table… in the CRM base… and… well… anyone that gets added there is… at a minimum a ‘Suspect’ (lowest stage of the funnel) - any way to setup a creation rule that every new account created automatically gets labelled with the 'Suspect stage? Thanks!

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kuovonne
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ucmavnerdKnown Participant
posted in Base Design
Hide records that have a matching value

I’ll do my best to describe this. Description I have a base with two tables. Table 1 is an import of course records in a csv file. Table two is linked to a sanitized view of this data. Each course has a unique identifying number. Some of these courses are what we call “cross listed” which means that several different majors are in the same class. Example: The same class might be BIO100 and CHEM100. When this happens, the registrar puts a code to connect all the classes that are cross listed. What am I trying to do? I only need to see one of these classes for what we are trying to do. Is there a way to return or filter a “sanitized” list that could do that? I can try to provide screenshots or a sample base, but I can’t share the actual data. What I have tried I feel like I am dancing around the solution. Tried several filters and such. I made Table 3 and linked the course records with cross list codes to it. It has them all grouped as you would expect with a link. I then did a rollup of

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Kamille_Parks11
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heavenleighNew Participant
posted in Base Design
New base with automations

Hi All, I am creating a new base however, I am struggling with the setup. I have a large amount of people imam keeping track off and their daily rates plus contract start and end dates. I need to track then and also the rates and provide reminders once contracts ends. How can I automate this table to be easy to navigate and have all this info in one place.

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Ben_Young1
Sean_Lake1
Sean_Lake1Inspiring
posted in Base Design
Rollup - space and comma

So I’m noticing, that ARRAYUNIQUE(value), is returning exactly what I need/want, except…it’s adding a space after the value. Is there a way to ensure that there is no space? e.g. 1_a3dcco95, 1_2hfykt9q, , 1_s67jl895, 1_qzarywx0, 1_qumummg1, 1_6qp5g8uh, 1_7g44di07 Thanks

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Sean_Lake1
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Bobby_GayKnown Participant
posted in Base Design
Matching values from two different tables

I have a CRM system that can export Revenue data in a .csv format. That data includes an Owner field, which displays the person responsible for generating each line of revenue. I have created a table in my base that has the same fields as the Revenue Report file. Weekly, I want to import the Revenue Report data into my base. The goal is to calculate commissions owed, while two other tables capture hours worked per week and miscellaneous commissions earned. Payroll calculation is the ultimate use case here. For these reasons, I have a company Personnel table in my base. My question is how to leverage a link between the Personnel and Revenue tables. When the imported Revenue data comes in, it includes the Owner’s name. Since the Personnel table contains the exact same names, I have created a link between the Revenue and Personnel tables. My Question: When I import data from the externally generated Revenue Report into my Revenue table, the Owner in one of the records is Sam Smith. I have

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J715New Participant
asked in Base Design
Duplicate the same records every day?

I want to do daily updates from each person on my team. I’ve created a table that has each of their names in a drop-down. The primary field is the date. I have a daily meeting where i’d like those records to be waiting for me to type the daily update in the “Notes” field. Then the next day, have those lines waiting for me again to fill in with that day’s inormation. They all go into one big log, and then I have a view that is just “Today”, filtered by today’s date. I made another table with the Names in a list so I could just cut and paste them each day, but that’s tedious. Is there a way to either replicate these records for every weekday in the future (or future month, etc.)? Or a way to have those 10 blank records (for 10 employees) waiting for me to fill in each day?

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Simon_ForsterParticipating Frequently
asked in Base Design
Linking Setup Question

I have a table with employees I have a table with courses I have a table with course attendance I have a table with training days I have a table with skills Courses have linked Skills Course Attendance has linked Courses & linked Employees (who attended) I can use Lookup to show Skills next to Course Attendance Training Days have linked Skills & linked Employees (who attended, lets call this LE1) I can list Linked Skills next to Employee using a Lookup for Training and a Lookup for Course Attendance. I’ve got this working up to this point using “Link to another record” type fields. Training Days and Courses expire after a period of time (no longer competent). I want the Employee to show only linked Skills from Courses and Training that haven’t expired. I can do this using “Link to another record” type fields with “Limit record selection to a view” and limiting the view to records that haven’t expired. PROBLEM: using “Limit record selection to a view” on “Link to another record”

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Josh_LeskarNew Participant
posted in Base Design
A Travel Planner for non-daily-specific "itinerary"

Hi community! I’m hoping to use AirTable to help plan and organize a trip to Italy, visiting a few cities. As I currently have it set up, I have tables for “Logistics” (flights, car rental, hotels…etc.), “Activities” (sights, tours…etc.), and “Food/Beverage.” I also have one “Master Itinerary” tab where I’m trying to link records from each of those tables. In an ideal world, I’d like to create some views on the “Master Itinerary” tab, where I can view items by, for example, “Cities” (where it would show me my flight, my accommodation, and restaurants I’d like to go to), and a “To-Do” list for things that I need to book, regardless of City, However, each of these tables has a column called “City” with a single select, and when I bring it into the Master Itinerary, I can’t group by a SINGLE city column, because I see “City from Logistics” or “City from Activities.” Does anyone have experience with creating something similar, or have ideas for how I can make this more cohesive? I feel lik

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TheTimeSavingCo
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akiourNew Participant
posted in Base Design
Relational Database & Forms

Hi ! I’d like to create a relational database with contracts like this : many contracts (contract 1, contract 2, contract 3, etc.) many contracts types (type 1, type 2, type 3, etc.) many attributes (attribute 1, attribute 2, attribute 3, etc.) each contract has only one contract type each contract type has a strict list of attributes (type 1: attribute 1, attribute, 2, etc. ; type 2: attribute 2, attribute 3, etc.) each attribute has a value At the end, 1 contract has only 1 contract type with a strict list of attributes that I want my users to fill the value. I’d like to create a database structure that allow my users to create a new create with a form like this : select a contract type see all related attributes fill the value for each attribute create the contract record What is the most relevant & efficient database structure ? Many thanks !

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RMLONew Participant
posted in Base Design
Event planning: using linked records for couples/groups of attendees

I have a base for planning a 3-day festival. I currently have it set up so each attendee has their own record, then there is a linked record to the same table (attendees) to link their plus one (or sometimes plus more than one). But since that isn’t a reciprocal link I have to go to the Plus One’s record and link back to the first attendee too (currently have an automation for this). But this solution is not very elegant. I need to use these lists to create labels and name tags and the organizers want specific formats (lady first, sometimes folks have special prefixes like Honorable or Dr), and to create accurate head counts for different events, for which their Plus One may or may not attend. I currently have roll-up fields to get head counts. I have looked through several template bases and examples in the universe. The only other way I can find to deal with this is to create a “relationships” table where the primary field is a formula with summary info, and there is a linked record

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Hannah_Wiginton
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Florian_GastNew Participant
posted in Base Design
Looking for assistance to configure Airtable to our needs

We are working with Airtable for over a year now but still have some basic questions how to optimize the workflow (collaborators, permission levels, …) and also want to include some new features. But we are not database experts and look for a team that could assist us - conditions to be discussed. THANKS!

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ScottWorld
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Howard_CohenParticipating Frequently
posted in Base Design
SnapShot Questions

I could not find any existing threads regarding snapshots - my apologies if I missed them. Besides Revision History, are there other data or metadata that is not preserved in a snapshot; e.g. forms? Where is a manual snapshot stored? E.g. if I want a backup stored somewhere besides AirTable servers (redundancy, disaster recovery,…), is that possible?

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kuovonne
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Monica_MerchantNew Participant
posted in Base Design
I want to return multiple values using If statements

I’m trying to return multiple values in a single cell, based on information from another cell. Cell A is a multi-select cell with potential values of G6, G7, G8. Based on the choices selected, I want Cell B to return an email address to match one or more of the values. So, if G6 and G7 have been selected, I want Cell B to return the values of G6leaders@sch… and also G7leaders@sch…My formula works when only one value is selected, but it returns nothing when multiple values are selected. IF({Grade Level(s) Involed}=“G6”,“G6leaders@sch…”,IF({Grade Level(s) Involed}=“G7”,“g7leaders@sch…”)) Screenshots:

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ChloChloNew Participant
posted in Base Design
Small Office Inventory

Hello, I am pretty new to AirTable, and I was wondering if anyone has advice on designing an inventory base/ tables for a small business. Currently, I have three tables for inventory - employee equipment (IT Equipment), supply closet inventory, and our meeting room inventory. Each of these tables features the item’s name, brand, description, quantity, unit type, price per unit, link to purchase, location, and the date of last purchase. I also have a table for a shopping list where employees can submit a shopping request. What is the best way to design a base like this where I can easily track, uniquely identify, and organize each item? I am new to office inventory keeping and wanted to hear about your best practices. Additionally, I am trying to figure out a way to add a checkout option for employees looking to use certain equipment and a way to track how many times something has been purchased. Any help is greatly appreciated.

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Nicole_AlvesNew Participant
asked in Base Design
When to create a new base - guidelines? Help!

What are the reasons you would create an additional (new) base for your company’s info rather than store it in another table? We have a lot of info to track but I’m struggling with when to know what belongs in the same base, and what calls for its own base. For example, we have 2 separate production divisions that handle the same kind of work, just on different types of accounts. Clients Jobs per Client Projects per Job that can utilize different internal teams Deliverables for each project Tasks that add up to the delivery/completion of a Deliverable Regarding the users… There is a leadership team above these divisions with the need to see data from both divisions rolled up into one place. This makes me think Division A and B’s work should all happen in the same base. For the most part, the team members within each division are not shared with the other division (although this could change in the future). For this reason, I tend to think Division A and Division B should be in

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Pascal_Vallet
Pascal_ValletInspiring
posted in Base Design
One form for X entries

I have a database to collect the purchase orders from my employees. For now, when they request to purchase x items A and y items B, they need to fill the request form twice. One for x items A and one form for y items B. I would like them to be able in the form to enter the data for item A then add a line to order the item B. And if they need z items C to add another line to order it in the same form before submitting. The result being then 3 new lines in the database. Is it possible?

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Pascal_Vallet
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Dominique_MunchNew Participant
posted in Base Design
Multi Image plus Caption question

Hi, I am new on Airtable! Hello, I’m new to this forum and have a question related to base and images (attachments). The submission form I am building contains images (up to 10) each image has a caption. Since you can upload images in bulk, I would have to build a caption field for each image. Isn’t that easier? I want to make it as easy as possible for the artists to upload there works and also for me not to have to add the capture manually afterwards! Thanks for the help in advance

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JonathanBInspiring
posted in Base Design
I can help you set up your bases

Hello everyone I love Airtable! I’ve been working with it for over five years both professionally and personally and over that time I’ve been involved with setting up plenty of complex bases for all kinds of purposes. My particular areas of interest are employee and customer databases, project management tools, data catalogues and data governance. I can help with base architecture, planning workflows, writing formulas and organising automations, as well as setting up dashboards and interfaces. I’m experimenting with the idea of freelancing this kind of work, based on a “pay as you feel” model. If you would like some help getting started with setting up your own bases, please get in touch with me here.

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wootiKnown Participant
posted in Base Design
Many linked records in 1 Table

I’m wondering if anyone knows a way to solve this issue that I’m having with my ‘Employees’ table containing 12 unwanted destination links. Current Base Setup: Table 1: Employees Table 2: Client Groups (for entities that are in the same family group) Table 3: Client Entities (one record for each entity in the above Client Group) Table 4: Jobs (for client jobs at an entity-level. Has linked records to all three tables above) Number of Linked Records to Employees table: Client Groups table: links 5 times to Employees table Client Entities table: links 3 times to Employees table Client Jobs table: links 4 times to Employees table Each linked record represents a role that an employee plays at that level. E.g., an employee linked at the ‘Client Groups’ level (Table 2) with the role ‘Reviewer’ will be the primary reviewer for all work related to that client group. The same goes for an employee linked at the ‘Client Entities’ level (Table 3) with the role ‘Reviewer’ - they will take care

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PrawlerNew Participant
asked in Base Design
Implement a conditional lookup that processes variable fields

I am tracking companies, investors, and founders. It just so happens that some founders are also investors. For example: Company X - Founder A - Investor M, Investor N (also Founder C), Investor O Company Y - Founder B - Investor Q (also Founder A), Investor R, Investor C Company Z - Founder C - Investor E, Investor F, Investor G (also Founder B) I want to setup a view where people can see both (a) the Company that the Founder founded (straightforward lookup/linked record), (b) the Companies that the Founder has invested in (if any). How do I achieve this?

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Sajin_SalimNew Participant
posted in Base Design
Form Submission Issue

Any one help me to identify the above issue?

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odbaNew Participant
posted in Base Design
One base for all contacts?

Hi, we’re running a small business doing events such as festivals, conferences etc. So far, we’ve used Airtable to manage volunteers and customers for our latest project. Now, we’re considering how we can use Airtable more extensively - firstly as a CRM for customers, suppliers etc. and secondly (if possible) as a sales system. As for the CRM - should be set up a base (“Contacts”) for both customers, suppliers and possibly also volunteers? Or should these be split into their separate bases. My initial thought is that it would be convenient to have them in one base to have one source of truth, and instead sync the data to a customers and suppliers base respectively if needed. Any thoughts on this? As for the sales system, we really love Airtable, but it still seems to lack functionality/add-ons for email marketing. I’ve been using the Sendgrid extension, but this doesn’t enable us to keep track on our conversations and email history with our leads… I’ve been checking out the various tem

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Kilyan_LE_LIAR1New Participant
posted in Base Design
How to automatically assign owner on Airtable

Hello community, I’m working with 4 sales and I’d like to create our sales CRM on Airtable. My problem is that I’d like to add around 200 contacts per day on my space and automatically assign owner on every contact I add. Would very appreciate if you could help me :slightly_smiling_face:

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