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Base Design

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

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  • 8,429 Replies
3363 Topics
gaston
gastonKnown Participant
posted in Base Design
Prospects & Leads under the same Base

I’m building a marketing base that has 2 different tables: 1. Prospects. These users just signed up and left their email and name, only interested in joining a newsletter and receiving comms from our company. Through emails sent to the prospects, we invite them to fill out a form to fully subscribe to our services by leaving a bunch of data about them. This is when a prospect turns into a Lead. This table would have these fields: email name agreed to join? (checkbox) → when checked, a lead is created. 2. Leads. Prospects that agreed to leave all their data. This table would look like this: email name data point 1 data point 2 data point n Not all prospects turn into leads. Some never agree to join, so I guess it’s ok to keep them as separate tables. My question is, wouldn’t it be a mistake to have 2 tables under the same base, where the main field of each record is the email? Thanks! Gas

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TheTimeSavingCo
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David_NunnKnown Participant
posted in Base Design
How to create publication dates for different content platforms and look up in date field

Hi, I am designing a content management application that will manage content across a series of platforms. Each platform needs to have its own publication dates (varying from daily, to weekly, monthly and bi-monthly). When users add stories to the platform, I want them to select from the appropriate dates available for that platform (not just the usual calendar). Is there a way to populate a drop-down with these values, say if they were created in a linked table?

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TheTimeSavingCo
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Ben_SimaiInspiring
posted in Base Design
How to lookup/return most recent non-blank entry

Hi Airtable community, We have a business that runs multiple programs and we use Airtable forms for signups. One person can sign up to multiple programs. I have created 2 key tables: Raw forms table: Where all the raw data from the forms is entered. This can have multiple forms per person. CRM: One row per person. Each form from the forms table is linked to a single person. Example that explains the issue: Let’s say in a form people need to enter their ‘Bio’. In the CRM table if I do a basic lookup of bio for a particular person’s forms I will get multiple values if they have filled out multiple forms. I would like a way to just lookup their most recent ‘Bio’ entry. This can be done. However, what if in that person’s most recent form (we have all sorts of forms, not just signup forms) they did not enter a bio and the bio field is blank? So I need a way to return the most recent non-blank entry. I have created a Loom video to demonstrate the issue. Any help would be awesome!

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Jeffrey_BrianKnown Participant
asked in Base Design
Automatic New Records To Keep a Group Open

Hey everyone, quick question: I use a table to organize my various types of tasks and I have the records groups by the single select the shows what task type they belong to. It gets annoying getting to the bottom of the list of tasks for a specific task type and the group going away and having to re-add a record and update the single select to open that group again instead of hitting the plus at the bottom of the group to add a new record to the group. Is there any sort of like automation that can detect that a group is out of records and to add in a new one to just keep the group open? If not is there any sort of solution that you guys happen to know for this besides the kanban view? Thank you for any help!

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James_ChiNew Participant
asked in Base Design
Need help designing a Scoring System for climbing competitions

I would like to create a scoring system for climbing competitions using airbase. I’m having a lot of issues with this in general. And I’m sure that I’m not doing it efficiently. Essentially, I want to create a scoring system that can be inputted by multiple judges using one source of competitior names. But the judges won’t be able to put all of the scores of one competitor in at once. One judge will put one score in. And the next judge will put another score in. So I need the ability to update their records. Let’s say there will be 4 climbs. I would like one judge at each of the 4 climbs. The judge will choose the climbers name from a dropdown box and enter the scores (ie, top, zone, attempts to top, attempts to zone) on an airtable form. The judge on the next climb will also have the same form but will score for the next climb. 1.I created 1 table (named Summary) with all of the climbers and columns for the scores of each of the climbs. 2.I created another table (named Update

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Aaron_PrestonNew Participant
posted in Base Design
Is there a way to share Primary field names?

I have 2 seperate tables in my base, 1 shows job descriptions, drawings, opperatives etc. the 2nd is the finances for that job. Currently i have to type the primary field in both tables (same name), is there a way that if i type the primary field in one it autimatically fills the other tables primary field? According to the help it isnt currently possible to do it that straight forward, does anyone know a work around i could potentially use? Thank you

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ScottWorld
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Mohsin_RazaKnown Participant
posted in Base Design
How to remix the Airtable URL Preview app(block) to show amazon.com URLs?

This is new to me. How to remix the Airtable URL Preview app(block) to show amazon.com URLs? What this app actually do?

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Maggie_RaibleNew Participant
posted in Base Design
Filtering on a lookup to single-select

I am using a lookup field to pull in values from a single-select field on the linked record and I’m having trouble filtering on the lookup field since it’s displaying the data as plain text. I’m trying to filter to records that contain either of 2 potential values from the original single-select field. If the lookup field were single select, I’d be using a “IS ANY OF” filter, but since it doesn’t come into the view that way the only options I have are “IS” or “CONTAINS”. I can’t use an “or” in my filter set because I need to be able to use other filters also. Any suggestions for workarounds on this? Is there a way to convert the lookup to a field I can actually filter on?

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Mohsin_RazaKnown Participant
posted in Base Design
Broaden search on clicking + of link record column

I have linked field which connects two tables. On clicking “+” symbol, I can select records from connected table. There is also option to search “Find an existing record” records to add records. I can only search with primary field value of that table while unable to find anything using any other field vale. It gives empty value. I want to search records using another field value of that table not only primary field value. here is the pic of search option

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Mohsin_RazaKnown Participant
posted in Base Design
Remove or Hide Uncategorized Column in Kanban View

How can I “Remove” or “Hide” uncategorized column in Kanban View. Can it be merged to another column in Kanban View to solve this problem. Here is the Pic for reference

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Robert_FarrellNew Participant
asked in Base Design
Is there a way to create an ordering system that can attach quantities to individual items in the same record?

I am creating an ordering system to help distribute items between multiple stores. I would like to have the option to attach quantities to individual items in the same order. Here is my order form as it stands. You can add multiple items to the record no problem but the way to attach the quantities to the items is not sustainable. Ideally, I want to be able to attach those quantities to the items themselves. Is this possible? Thanks for any and all help.

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Max_MarkinNew Participant
posted in Base Design
Field to list records that occur in two other lookup fields?

This is my first post in the community forum, so I hope I chose the right category. I am wondering if I can create a column that shows records that occur in both of two other lookup columns. I’ll describe my use case, and in addition to my specific question, I welcome any feedback on the overall design. I’m very new to all of this. I have a directory of therapists that our business refers clients to, among other attributes we list their specialties and the locations where they practice. Each of these are many to many relationships, where a therapist may have 1-3 specialties and may practice in 1 to many locations. I have two link to records on the therapist table, one for locations and one for specialties. We are creating unique landing pages for each combination of specialties and locations (e.g. Addiction therapists in Phoenix, Addiction therapists in Tucson, Trauma therapists in Phoenix, etc.) Each landing page corresponds to a single location + specialty. So far, I have four tables

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D_WNew Participant
posted in Base Design
SORTING: the look up function does't keep the data sorted

Hi! I’ve run into a problem and I can’t find the solution on my own so I really hope someone can help me. I need the ingredients to be in the descending order based on the % they are used in an ingredient list. As you can see I have the ingredients sorted correctly but in the Label of ingredients the information is mixed. is there a way to fix this?

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Matej_MudrikKnown Participant
posted in Base Design
Items from items (manufactured)

Hello community again :slightly_smiling_face: i just want to ask for suggestion whats the best way to do this: table 1 = products some products are made from other products == spare parts, which can be sold separately. So they are in same table. what i want: if i get product made from spareparts into inventory= show me, that this is made from those spare parts… (because when i send it to customer, i need to know it is made from those parts == dont forget to send other package with this one too. I dont know whats the best solution to do this ? ideas on my mind: create field “from parts” =yes/no and then other one which is linked to those parts numbers… so i can sort them into view when they are in order (so i will see those x are made from y, beware) but… i want to use it in the other way - when i get some parts into stock, i want to know “you should look for those other packages too” i know, this lookslike stupid, but the manufacturer is sometime strange… so i have xxxx on invoice (p

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Mohsin_RazaKnown Participant
posted in Base Design
Airtable to replace Spreadsheet

I have multiple users running different test cases and entering test results (pass, fail, incomplete) in a spreadsheet. There are several test categories and numerous test cases under each one. I need to capture pass/fail/incomplete at the test case level. I would also like to capture the user/company conducting the test as well as which device they are testing. Multiple user/companies can test the same device. I would like to capture all of this information into airtable database to aggregate the results and enable consolidated reporting. I would also like to setup notification triggers (email or chat) when a test is completed and data is entered. Is this Possible in Airtable and if yes Please help me.

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Rupert_Hoffsch1
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Kev_Sherratt-PeNew Participant
asked in Base Design
Can you insert a table in a form to fill in, in place of a long text box?

Hi, I am designing a form that needs to have multiple items listed by the person completing that form. Currently it is set as a long text box but was wondering if this could be set up as a text box with 10 rows 3 columns for example?

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Megan_ThomaNew Participant
posted in Base Design
Inventory tracking when one SKU=Multiple inventory items

Hi there, I am brand-spanking new to Airtable, so break it down for me. I make and sell first aid kits and am looking for help setting up my inventory so that when I sell a kit, the multiple individual items sold in that kit also decrease. Is that possible? I already have my SKUs linked to the individual items it includes, but not the quantity per item. Thanks so much for the help! Megan

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Sean_Lake1
Sean_Lake1Inspiring
posted in Base Design
Counting each unique Company Name

I’ve seen some posts similar to this, but I’m not quite sure I follow them with the data I have here. I just need Number of clients trained that week, in this case four. Names of said client’s that trained, as you can see some companies train more than once a week Any pointers? Thanks Sean

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TheTimeSavingCo
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Benjamin_VanderNew Participant
posted in Base Design
Circular reference in table Mainfield

Hi, I encountered a problem while filling a table. In my main field I’m trying to reference a date field of my table who is a lookup to a date field in another table. When I try to do this, I have an error stipulating a circular reference. When I try the formula in another column of the table (not the main field) it works fine. Are there limitations on the main fields of a table? Thanks in advance,

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Zoe_SmithNew Participant
posted in Base Design
How do I know if someone hasn't completed a form

Hi I have a table which has a list of all my team. On another table I have a form they need to submit their covid tests each day. I need to know who from the list of crew hasn’t completed a form each day. is there a way to do that? I saw something similar asked before but the explanation didn’t make sense when I tried it out. Thanks in advance Zoë

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James_SamuelKnown Participant
posted in Base Design
Allocate resources sample base

Does anyone have a sample base, along the lines described in the recent blog post: Allocate your resources in Airtable’s Timeline view? I’ve got a few years of AirTable experience, but I’m trying to fast track my learning about this. Thank you in advance! :pray: James

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M_LInspiring
asked in Base Design
[Shareable Link] to [Individual Record] with [Password Protection] ---> Help :)

Greetings Airtable community! I’d like to ask for your help —> I need to be able to share a single Airtable record (e.g. form response) with people who are not Airtable users or collaborators, and to have it password protected. Up to now, I’ve done the following to share this information: Receive an online form response, Turn it into a PDF manually, Encrypt the PDF manually, Email it to my team member manually, and Send a separate email manually with the password to open the encrypted PDF. This is cumbersome and it is not scalable. Instead of doing all that, I would like your help so that I can: Share an individual Airtable record via email using a link to that specific record, Do not give access to the entire base through the link, only to the specific record, Password protect the individual record so the link isn’t public to the whole world (if it needed to be, this could be a single password for all the applications… having a unique URL + this kind of password has enough secur

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kuovonne
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christopherlParticipating Frequently
posted in Base Design
Dynamic field "search record" automation action

I’ll I am trying to develop an automation action that does the following: if a record is updated in table A, check if the name of the field (or better yet, some field ID) is included in a text line field of a record in table B. In practice, the idea is to have a table A with various fields that are either check boxes or drop down. In table B, there are three fields: a text field, the name of the field of table that the automation should ckeck, and a value. Any ideas or workaround ?

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TheTimeSavingCo
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Gee_TuriNew Participant
posted in Base Design
Calculating Average Order Lifespan based on Previous Order Received Date

Thursday, May 12, 2022 10:00 AM Hello! I am creating a database to manage multiple households. The problem I am running into is measuring Average life of an item. I am currently trying to use 3 tables to fix this. I have table {Supplies} where I have my item records, {Log} which keeps track of weekly inventory checks, and {Orders} which records orders placed for this item. In the {Log} table I have a different record for checking each of the items in my household, I group them by Check Date. In {Orders} I group the items that are ordered together. And am manually entering Date Ordered and Date Received. My problem is that I can’t seem to find a way to calculate days elapsed since the previous order for each entry in the {Log} without manually entering the date of the previously received order for this item. I think I need to find a way for the Previous Order Received Date the records in the {Log} table to stop updating so that I can measure Days Elapsed on that record. (DateTime_Diff

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TheTimeSavingCo
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Carolyn_SniderNew Participant
posted in Base Design
Base Design Scheduling Requests + Integration suggestions

Before I make too many trial and error mistakes, can you help me with a base design for the following: Over the coming year we will have over 400 residents do rotations in our emergency department. There are 13 different rotation blocks (each 4 weeks). There are multiple levels of learners (Medical Students, Juniors, Senior, Fellows) and four different schedules (Medical students, Juniors, Seniors) (Some Fellows get scheduled as juniors, others as seniors). Some learners are CORE and others are here as electives. Some will work only one block - others will work multiple blocks - not always consecutively. We will fill in the following information on the initial Table: Name, email, level, schedule, and Blocks that they are assigned to. Block Design Question: Would it make sense to have one learner request table where they choose the block and enter their requests? Or have 13 additional tables for each block? Can we set up an individualized URL that they can get emailed on submission in

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TheTimeSavingCo

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