Base Design

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

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

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

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 ?

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

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

I am trying to create a timeline table to assist with tracking heavy volume days. The first option once I choose to create a timeline- it gives me a drop down with several options. "Using date range from (Due Date) to (Date Entered) **both ( ) fields are drop downs. When I select those 2 options- i get the follow error message " The above fields cannot be displayed because DUEDATE and Entered have configurations that are not compatible. " What I am trying to do is create a “Puck” like timeframe where I can view all of our open work orders- each one identified by a puck (bar) that runs from date entered to due date. Any ideas as to how I can get the dates to communicate correctly? I included a screenshot of the error message I am receiving. Thank you in advance.

Hi there, first time posting. I have created a table to help me price jobs more effectively and I have effectively created a list of materials, costs with and without VAT, it all totals up and is working well. What I would like to be able to do now is having added the quantities for a particular commission then move this materials and quantities to a new table with that customers name and have it remain and not change when I alter the master. That way I can keep an accurate costing for individual customer and amend just their record when I need to. Does anyone have the time to help me. Thanks so much in advance.

Hello! I’m looking to get some help on how to structure my base. We are tracking shipping containers and would like to make our base automatically update the ETA based off where the container was last seen and which path it’s taking to reach us. For example, if the container has reached the 1st port in a particular path, I would plug in numbers to show it usually takes 60 days to reach the second port, and then 30 days after that to reach the warehouse. I would like an “ETA” field that automatically updates to show the estimated end date. We have multiple warehouses, and 5 different sets of timelines based off how they’re reaching us (which I am calling paths). We initially had all of our tracked containers in one base. The ETAs did not update automatically, so I’d have to calculate where each shipment is and how long, based off its path, it would take to reach us and then manually update the ETA field. I was playing with the idea of having each different path have its own table and th

Hi All, New to this forum. I’d like if possible to set up a conditional date field. We have two fields Date field (which should not be empty) Checkbox field “Date not needed” If the date field is empty and the checkbox field is true then I’d like the message “Date not needed” to display in the date field. Possible?? Thanks!!

I am building a new project where users will enter details about book titles and submit them for approval. The official list of titles lives in another database with a decent API and also contains some reference numbers and dates about the title that is required for the approval. Purely in the sense of end user engagement what would be the best way to manage this? Pull all titles and reference details into a holding table and let the user link to the record with look ups pulling in the details. This will consume about half of the available records in the Base. Let the users free type the Title then have a script check the API for a match on the title, if only one match update the record, if multiple have the user pick the correct one. Have an app that lets the user search the API and add the selected record. The latter two probably involve the user navigating away from the record (expanded view) to find a titile. Other ideas?

I am attempting to create grouping for a category of show seasons. Right now, colleagues can view shows by title, but a few shows have multiple seasons, so I would like the parent group to be the show title, with child tiles titled season 1, season 2, etc. Is this possible?

I need to create and save my own custom base template for strictly personal use (i.e., not for sharing.) I need to create dozens of bases with the same exact schema (field structure). I can only find information on sharing bases, not on saving a custom base as a template for your own personal, repeat use.

Hi everyone! I’m new to using Airtable and curious if anyone can help me out. We’re creating a database to register data from an archaeological excavation. During this excavation, we’ll come across different contexts, so in Airtable we have added these contexts as different options, you can for instance select ‘floor’, ‘wall’, ‘burial’ and then we’ve added several fields that contain descriptions on these contexts/options. Now all of these fields show up for every single context/option. But, for a burial for instance we don’t need the field ‘masonry finish’ or ‘color’. So we’re wondering: is there a way to create unique fields for each option or to disable that certain fields pop up (or can be filled out) when selecting a certain option from the drop-down menu? Thanks!

Hello, I’m using Coupler to sync related and organized Airtable data to Google Sheets, on which my app is based. I’m wondering which approach is more performant: Sync all fields as plain data and thus increase the data set but avoid computation. Sync less data but instead use computation to relate tables for lookups and rollups.

Hello, I am trying to work with three levels of categories that each have their own totals. This is the way they should work. The top category has a sum of all the sub- and sub-sub categories, the secondary level sums itself and the tertiary categories. I realize that this is simple in Excel but it seems as though it might work with some linked fields. I have a budget entry table where you can select the three types of categories for each record, as applicable, And then I have tried various scenarios to get something similar to this table that has an overall total for the first category. Are there better ways to try and do this? Thank you for any help you can give!

Hello! I recently noticed that my check box field is improperly formatting my text. It is including lots of line gaps and I was wondering if there was a way to get this to format the text better? Here is an example of the issue. As you can see, the spacing is off. This works properly with the long form text box fields but these do not include check boxes which is the issue. I think there is an issue with the line-wrap css parameter. Some help would be much appreciated. Thank you.

So, a co-worker is leaving our company and she’s set up some Airtable workspaces for her duties. I’ll be helping to train her replacement and am considering moving my collection of Google sheets over to Airtable at the same time. There are some stumbling blocks I’m trying to work through that I don’t have answers for yet and I’m hoping some of you can point me in the right direction. Mostly the issues are coming from importing existing Google Sheets where I track television programs and all the data associated with them. Issues so far are as follows: In GS I have a column containing program titles. On the program titles I have a note that shows up when I hover over the cell. With 1500+ rows I don’t want to have to recreate all these notes. Is there a way to bring them in? I will be doing a lot of my work in AT in the Grid View. Some of the data I have in cells is long and I’m hoping to a way to wrap text within the cell and ideally set row height to automatic based on the con

Hello! I have 2 tables on my base: 1 - assignments 2 - resources The assignments table (1) allows users to inout a project and then select from a linked record of “name” in table 2 to assign a resource. They then input the % workload this project will be for this resource in another column. I need to create another table or view that keeps track of each “name” (resource) and the aggregation of % workload from each project they are assigned to. The idea is to be able to track maximum bandwidth. I’ve tried linking fields and using roll-ups, but am not savvy enough to get this to work.

Hello, I have an airtable base which has tables of property data, contacts, companies, and so forth. I would like to go property by property and have direct mail postcards/letters to be sent to those property owners. Each property has a mailing address for taxes but I also need to have the flexibility where I can send a 2nd or 3rd piece of mail to another address, such as a home address of two different partners or relatives who may be involved with the property. I need flexibility where I can have different letters or postcards that have different marketing copy and I can dynamically fill in data from Airtable, such as by using [[Address]], [[First Name]] [[Last Name]] type logic. I have come across ClickSend but it doesn’t seem to have the ability to parse data from Airtable into dynamic letters. You have to upload letters which I assume means they are static. So I have two issues I’m trying to solve Base Design & Process to Trigger Automation How do I pull in property info (addr

Hello, We have an Airtable base which has grown organically over the course of many years, including a number of different users. The main table now has nearly 350 columns, many of which are no longer being used, but it’s not clear exactly which. Similarly, there are hundreds of views that have been created over the years. We’re looking for a way to audit which columns are used (i.e. which columns contain data which have been modified in the last few months) and which views are used within the organisation. We can obviously survey our users, but we’re wondering if there are any clever tricks for inferring this information? Cheers Edd

Hi everyone, I am mostly using Airtable from my iPad and I have noticed a minor inconvenience. I am using several Single Select with several long text options, when adding a new a record, I cannot see the option "text"in full, instead I see the first part and 3 dots. Is there anyway to see the text in full? Unfortunately I cannot shorten the options.

Wondering if there is a better/easier way to do this? I have a table full of project data. These are connected to various high level collections. I am using rollups and lookups for a lot of this data to the Collections table. Many of these are rollups using the Unique array. However for some Lookups and Rollups that show all the data, I would really like to have identifier so it rolls up a list of the primary field + the data. For example recordA: $99.00, record B: $85.00 Right now to achieve this I need to duplicate many/mnost of my fields to creat a concatenation of primary field and the data I want, but I feel like this makes the base grow really large and would be cleaner/easier for everything if it can just do this in the rollup/lookup field directly?

Hi everyone, Okay this may be a confusing question, but hopefully not. Basically I work as a freelancer so it’s really beneficial for me to see how much money I have in completed/ projects I am working on compared to how much money to date I need to have made. I have these number on a table of mine by using an automation to add in each day the amount of money I need to make to pay my bills for the month in as a negative number. In addition to all of the various projects I have worked on/ am working on for the current year. Both of these “money in” & “money out” type records are grouped so I can have the totals from those groups showing as a sum which at the bottom of the table shows me the difference so I know if I am behind or ahead for the year money wise. The only issue is that it’s graphically so small and at the bottom of the screen that I literally never look at it. Is there like anyway I can have this number be at the top left hand conner of my table as like a banner? Ugh I

Hi everyone! I’m basically brand new to using airtable to do anything exciting. I am working with a group to set up an inventory rental tracking base for our gear and pretty much recreated the base found here: Help tracking check in/out equipment for our small video studio using barcodes Ask the community Hello! We have a small video production studio that has enough people to need a better solution to check out equipment. We set up a table with all of our inventory and a separate table that has all of our tasks. In the task table, we set up an equipment checkout form that allows has all the equipment categorized and available to check out. It’s the best solution that we have found so far but I feel like there has to be a better way. Currently, since the form is simply linking each item in the i… The pertinent tables for this are the equipment (our inventory) and equipment checkouts (who took what out) It’s working really, really well (thanks, @Ben.Yo