Base Design

I have a main base with around 10,000 records and growing. Each record has as of now 78 fields. Think of a list of people with a series of answers to questions. I also have a series of bases (one for each year for three years) and within those bases are survey responses, with one tab for each survey. Now, my issue is that the surveys ask questions that are only sent to people on the list of 10,000 records in the main base. The surveys all contain answers to different questions that aren’t in the main base. If I went through and just added every single new answer to the right record in the main base, there would be hundreds of fields in totally. Maybe 300-400. This seems like it could be really unwieldy. But at the same time I’d ultimately like this data to be connected to an entry in the main base in such a way that I could easily search through these answers (tied to the person back in the main base). Right now there isn’t any link betw

I am hoping someone can come up with a solution for me with a Project Management/Task List I am creating. I have a Base created for Project Management and within the base is a table of tasks (around 40 tasks) that each individual Project will move through throughout its life cycle. The way I have this set up currently is to manually enter who the task is assigned to, the start and end dates of the specific task and a lookup to select the task from the task table. Once the task is complete I will manually change all of the fields (the reason for this and not using automation is even though the tasks are in order, they are not always used on each project and the assignee will be different). What I need is to be able to move the tasks along the workflow but also save the previous tasks (up to 40 of them) so when we get similar projects we can look back to see how long they have taken for the whole project, who has worked on them and how long individual tasks

Hello - I’m new to Airtable and using it to collect some data, we have 2 tables with information 1- Names (Primary Field) with details 2 - standarized questions (Primary Field) and one table with consolidated information Table #3 Primary field on this table 3 needs to be Name from table1 and questions from table2 needs to various tabs. I’m able to link all questions from table2 per name. Problem Statement- Unable to get Names from table 1 to 3, every comment/ note updated for questions on table 3 is being replicated on table 2 Any help would be appreciated, Thanks

This is more of a feasibilty question than anything else. We need a database to enter vehicle information that will enter our facility. This is a pre-registration scenario, where a vendor or employee provides their vehicle information and a unique RFID number/sticker is applied to the vehicle. Before the RFID number/sticker is assigned, the only unique aspect of the information is the vehicle’s license#. Because they apply for many vehicles at one time, the owner information is entered and then the unique vehicle information under the owner. I’m trying to keep from having to populate an owner table and then switch to a vehicle table to enter possibly 20+ vehicles. Possible?

Hello! I am new to Airtable and working on setting up inventory for my organization. We have raw materials that are used in different quantities and combinations in different craft kits which correspond to different books. Multiple materials may be in a kit and the number of each material will be different for each kit as well. Some kits go to two or more books. I currently have a table for book titles, craft kits, and raw materials. I have them linked to each other so that for example, the craft kit “daisy crown” has a field that lists the raw materials needed (white paper, green paper, etc) BUT I’m struggling to figure out how to add the calculation for the number of each material for that craft. A daisy crown requires two sheets of green construction paper whereas other crafts require a different amount. I’d like to link the quantities for each craft so that I can project what I will run out of based on how many kits of each craft I’m making coming up. If anyone has

My schema is pretty simple. Three tables: 160 categories 600 projects 70 leaders Each category and each project is assigned a leader (Leader column in the Category and Project tables). Each project can be associated with one or more categories (Link to Categories, allow multiple selections). I’d like to make an easy way for a user to pick a Category from a dropdown list and see all projects associated with that category. I can do it by creating explicit views and filters, but I would have to create and save a view for each possible category. How do I make this more interactive without having to teach users how to make filter views themselves? Extra points: Instead of one big categories drop down list of 160 items, the categories are grouped. Can I have two cascading dropdown lists? (1) pick a Group, (2) pick a category from a filtered list of categories in that Group?

Hi! New to Airtables. I have a table with each row containing a variable number of tags (see image). I’d like to count the overall number of tags, so I can see Dog: 2 Cat: 2 Is there a way to do this?

I have something like the pic below where I have 50-250 companies in multiple yearly lists. Any single company can only be in a list one. But a single company can be in any set of lists and years. I want to merge the companies in the yearly lists into a unique list of companies where the lists that they each show up on are linked/recorded. Then, I want a list of the lists that i’ve been tracking. (this is easy to do manually but curious to do it via linked) What do you think may be the best way to accomplish this? Essentially, if the new yearly list has a company that’s not in my overall base, append it. If it is there, merge (or don’t do anything except for adding it to the selection columns of lists. I included a rough sketch of what I’m looking for. Right now, I have a bunch of the separate tables on the left and a list of the lists (middle table). Trying to get the right table of companies and share that. Any help would be appreciated - thanks!

Pls take a look at this form: This field “Are you insured” is supposed to pop up UNLESS someone is both NOT Faculty/Staff AND is not “Not Vaccinated”. Field set up here. Instead, if either of those conditions are met, Faculty/Staff OR “Not vaccinated” the field disappears. Would love some ideas for what seems like an easy fix.

Hi everyone! As a preface, I’m not a coder and this is new waters for me - but willing and capable to learn! What I’m trying to accomplish: I want to use Airtable as a database to store all my products which will each have their own unique PDF {which I’ll upload to Airtable} and then link said PDF to a QR Code. I’ll print these QR Codes and the expectation is that should a 3rd party {not a contributor} scan the code it links to the PDF in the database. So, I set up the QR app and generate a code pointing to the PDF, when scanned I either get directed to the Appstore to download Airtable, or once I pointed it differently it returned a “[Object object]” string value. In short - I’m against a wall and can’t seem to figure it out! Do I need a unique script or setup from Zapier? Or am I missing something?

Hi, I have a table that lists our employees. Among other fields I have a BeganDate and a EndedDate (the EndedDate field would be blank for everyone currently employed). What I want to achieve is a list grouped/sorted by YYYY-MM and how many employees we had employed during that year-month. The date range extends back to 2013, and my first attempt on this was to create a list with all the dates since then. Further I was going to link all the employees to all the dates (easy enough), but at that point my experiment stopped. I couldn’t realize how to solve this with rollups and with more employees being polled in all with different dates. Not sure if it matters but my list of names is about 70. Does anyone have an idea on how to solve this? Ideally with the least amount of new records created as possible.

Hi guys. I want a table that will help me come up with content pieces based on three variables. Customer persona - Customer Journey Point - Benefit of product/service I have about 4 customer personas, 4 customer journey points and maybe 20 or so benefits. So as one example I have a private chef who needs to create content to speak to Couples - Consideration point in customer journey - Celebrate a special occasion Another example Group of girlfriends - Awareness point in customer journey - Unique Experience So I use these three variables to guide my content piece. Types of content e.g. blog, infographic, review, tips/tricks I have tied to what part of the customer journey they are up to. Love any suggestions, absolute newbie here. I know airtable would work so well but I just don’t know the best way to set it up. Thanks

I believe yesterday Airtable has done a big update to the database. The first notable thing I noticed (I am really really happy about) is Airtable now allows to go over 500 fields. That is SO AMAZING. I wrote about this issue earlier here… Anybody knows what is the new limit in terms of the number of fields? And many have asked about this.

I am creating a theatrical production database so we can link things like productions to volunteers and current season workflows. Since I’m putting in records from our past, I would like the new production record automatically linked to whatever season that production is in based on when the opening date is. Is there any way to create an automation that updates records conditionally? i.e. Trigger- a record with an filled “Opening Date” field and an empty “Season” field; Action- update linked “Season” field based on “Opening Date” being within the season start and end dates.

I am a complete newcomer to working with databases, and the idea of setting one up for my project is a bit scary. But here’s what I need to accomplish, as it’s intended for an app. So I guess: Login details / identifier (I don’t know how that works as yet for Apple or Android) So when someone has logged in, they should be able to create their own entries. Those entries are going to be split into sections. So I’ll use the example with random fields from different uses, as the functions are the most similar to my project. So the details that will need to be added are (we’ll pretend this is a Washing Machine that’s sentient and has a birthday and gender. I know, it’s weird. Bear with me…):

Hi everyone, I’m new to Airtable and I’ve exported a CSV list of our projects/customer information from Hubspot to create an overall project tracker. This works really well and I’ve added a new field for a total cost to this base, which I can then break down into a few categories eg pre-production, production, post-production, expenses etc. What I’d like to do is adapt the Airtable film budget template to create detailed budgets for each project, but I can’t work out how I link this to the project tracker for more than one project. Do I need to set up a completely new base for each budget or should I have one base with the film budget template and then keep duplicating the table when I start a new project? We often have multiple projects on the go at the same time, or are pitching for new work where we need to create a cost estimate, so I could quite quickly end up with a lot of spaces/tables. At the moment we use a google sheet for each project but it’s very sl

Hello, I’m looking for help on designing my Bases and Tables for ease of use, even when they contain a lot of data. I currently have 4 bases my organization uses, and I am glad to have all the information in one place. However, having so many types of information per record requires many columns per record, which becomes cumbersome for users to navigate for daily use. I have to track so many columns that the usability of my base has diminished. What AirTable has solved by synchronizing data into a single location has resulted in a new problem: a cumbersome user experience through an overly complex base or table. Does anybody have ideas, solutions, or workarounds they’ve used to make their Bases & Tables user friendly, while also preserving the more complex functionality? Sometimes this kind of “simplification” makes my base more difficult to navigate and edit, so a related follow up question to that is: Wha

I intend on recreating my company’s current system in Airtable. I have two separate departments that share the same customers. How could I create one base for each department but having a shared table of customers? Furthermore, both departments should be able to add a new customer to the shared table on the fly. Can anyone share ideas?

I’m trying to build a dashboard for investors on top of our sales and client data. I don’t want them to have access to the data itself, but only see charts and summarized values. I believe that with the built-in Airtable data visualization tools, this is not possible as I have to give access to the entire base. How would you approach this? Which third-party app would you use for some simple graphs and sums? Thanks!

I’m working on a project in my Airtable base and a bit stuck on how the approach it. I have a database of people. Lets say there are 100 entries with 100 different people. What I would like to do is make a new tab for a project tied to some of those 100 people. Let’s say 25. So I would like to be able to select 25 of the 100 people and put them in this new tab linked back to the main database of 100. What I’m not sure of is what the best way to do this is without doing too much copy/pasting. And then beyond that, I would like to be able to easily replicate the process for new projects on new tabs. Any insight would be appreciated.

I want to create a database that has a master table with one key column, but subsequent child records have primary keys of 2 columns, with one of those relating back to the master table. This is standard relational design, but I don’t see whether I can implement this of not. This would have to be supported in a form so that I can see all of the records in a child table related to one record in the master table. Can I do this? How?.

Not sure if I am abusing the system by trying to do this… I want 4 tables. Table 0 is a “common” table containing basic contact details for a person.(name/email/telephone etc) Tables 1 to 3 are clients, Candidates, and Users. These table want to reuse the fields from table 0 but will have specific fields for each. (From an OO perspective, Table 0 is a super class and tables 1-3 are subclasses of table 0) The reason for this is for maintenance purposes. e.g. if I want to add a facebook ID to all contacts, instead of adding it to 3 tables, i can just add it to 1 (table 0) I have created links from tables 1-3 to table 0, but I want to make sure that when a user creates records in tables 1 to 3, they are forced to also create and populate a corresponding record in table 0. And when a user opens a record from tables 1-3, it displays all fields from it AND table 0 If its better to get rid of table 0 and duplicate those fields in tables 1-3, i

I am trying to set up a base that lets me plan out my purchasing for the next year. I have something similar set up in Google Sheets, but was hoping for more views and control by moving it to Airtable. In my base I have a recipe book table (BoM) that says, for example, for a cake I need 50 flour, 20 sugar, 5 strawberries. For cookies I need 20 flour, 10 sugar, 30 chocolate chips. The structure of that table is: (Concat A and - and B) | Final product | Ingredient | Quantity Cake - Flour | Cake | Flour | 50 etc. I have table that is a schedule of things I am planning on making (Build Schedule). The structure of that table is (currently) Month Year | Cake | Cookies September 2021 | 30 | 28 October 2021 | 50 | 80 etc. Want to create a table that will plan out what ingredients I need to have by each month. For example: Ingredient | Qty on hand | Multiple | Needed his month | To buy this month | Amount remaining after this month |

This is a tough one to describe in one sentence. Basically, I have a group of people who “sponsor” one another. There is no real hierarchy. Person A could sponsor Person B who could sponsor Person C who could Sponsor Person A. Some Sponsors might have multiple Sponsees. So I have one field, “Name”, and another Field “Their Sponsor” that links to the Name field. So I can see each Sponsee’s Sponsor, and what I would like is a way to see each Sponsor’s Sponsees, ideally in the same table. And, ideally, when the field “Their Sponsor” is updated, the “Sponsor’s Sponsees” field is automatically updated. Thanks in advance.

I have the following Tables. Teams. Production. Performance In table Production the data are imported as an entry in a daily basis and after that they are categorised in weekly basis. I want for the performance data to be rolled up from production table BUT in weekly basis ( not daily ) and by each team .Is that possible? Thanks in advance.