Using a Formula to Filter a Record Selection in a Form
We’ve created an airtable base for submissions from teams, and then those need to be reviewed by assigned reviewers.
In the form, the review must select their own name.
In another field, they need to select the project they are reviewing. I would like to filter the projects that are options to be just the ones the review is assigned to.
Is there a formula to say the “Assigned Review” field matches the name selected in the review name field?
As a work around, I was going to use filter by View -- but I’m also not seeing that option anymore. Was that moved?
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I’m not 100% sure if you can filter linked record selections by a user field in a form, but I believe that you can successfully do that by using Airtable’s dynamic filtering feature and matching the user fields between the 2 tables.
You can verify & confirm that the user is typing in a valid email address.
You can limit form entries to one entry per person.
But you don’t even need to add the extra security options.
However, here’s the most important part for your needs:
After the user logs in using your login page, that will let Fillout know who the user is and what the user’s email address is.
Then, you can use Fillout’s filtering features to filter your linked record fields to only show the user the linked records that they are allowed to see, because those linked records are linked to their email address.
You can also use this email information to automatically prefill other fields on your form based on who logged into your form, and you can even use this email information to do other advanced tricks with Fillout.
And Fillout offers lots of other advanced features for Airtable as well, such as the ability to:
Also, another way you can do this with Airtable’s forms is if you switch the user field to a linked record field where the user chooses their name from a linked record field.
If you’re on a paid plan, instead of a formula or a view, try just using a conditional on your linked field and I’ve set it up here for you to check out
Assuming this is what your data looks like:
The form would then look like this, and you can see that Project 1 isn’t visible because it’s not assigned to Elaine:
If you’re not on a paid plan, I think you’ll have to make one Form per reviewer and restrict the selectable records instead
This would get really tedious if you’ve got a lot of reviewers / turnover though, and if so you’ll need to look at a third party app like Fillout to help