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Hi all,

 

Does anyone have a suggestion on the best way to link tables to automatically create a weekly meeting agenda?

I currently use a main table to list a number of construction projects, with each row being a certain project as per the example screenshot below. I would like to create a second table for a meeting agenda which only shows the projects ‘in construction’. A simple agenda would have the columns Item, Lead, Status, and Update/Action Items.

I’m leaning towards a second table rather than a filtered view so I can also add other items to the agenda (such as Strategy or General Business).

What’s the best way to create this?

Thanks in advance,

Andrew

 

 

Hey ​@Andrew_Carville,

When it comes to Airtable database architecture, you really want to get it right as I cannot stress how important that is for scaling your system in the near future.

What sounds strange to me is that you seem to be making reference to projects on one side, and agenda items on the other side. These items do not seem to share the same attributes/properties. Having said that it seems that they should not share a table.

What I would suggest doing is having two tables:

Projects
Tasks (or Agenda, however you want to call it).

Projects table would have attributes (fields) really specific to Projects.
Name
Status
Description
Address
etc

Tasks table would have attributes (fields) really specific to Tasks.
Name
Description
Start Date
Due Date
Project 

Project could be left blank if you will be also including random strategy tasks non related to a specific project. Otherwise, if it is project specific then you will actually link a project to the task.
To make sure that you can only select from In construction projects you will want to Filter Record Selection by a Condition -see screenshot below for further context!

 


If you’d like to go through this together, feel free to grab a slot using this link. I’d be happy to show you around on a quick call.

Not fully related, but if you’d like to see how a scalable project management system with pre defined tasks can be easily set up, you might want to check out this YouTube video :D

Mike, Consultant @ Automatic Nation 
YouTube Channel

What if you had an automation that ran once a week that’d grab all the ‘In Construction’ products and dump them into an ‘Agenda’ table with a date for the meeting?

Here’s what that might look like in practice.  Instead of that checkbox field you’d set your automation to trigger automatically on Monday morning or something.  This assumes that you’re setting up the agenda items on the same day as the meeting, if you’re not we can just tweak that bit

I’ve set it up here for you to check out

 

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