Using a Formula to Filter a Record Selection in a Form

You can successfully do that by using Airtable’s dynamic filtering feature which lets you match your user fields between the 2 tables.

Inside your linked record field, you would choose the “condition” option.

Note that this requires you to set this filtering feature at the FIELD LEVEL (i.e. for your entire base), instead of just setting it at the FORM LEVEL (i.e. just for your specific form).

A possibly better way of handling this is by using Fillout’s advanced forms for Airtable.

With Fillout, you can leave all your fields alone in Airtable, and just setup a form that has this dynamic filtering feature.

The way to do it in Fillout is to create a login page for your form, which will give you these optional security options:

1. You can restrict the logins by SSO.
2. You can restrict the logins by email domain.
3. You can restrict the logins by password.
4. You can restrict logins based on a pre-approved list of email addresses that you have stored in your Airtable base.
5. You can verify & confirm that the user is typing in a valid email address.
6. You can limit form entries to one entry per person.

But you don’t even need to add any of those extra security options, because here’s the most important part for your needs:

After the user logs in with their email address 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:

• Update existing Airtable records using a form.
• Display Airtable lookup fields & Airtable attachment fields on forms.
• Create brand new linked records on a form, or edit existing linked records.
• Create PDF documents from form submissions, and then attach those PDF files to the Airtable record.

I show how to use a few of the advanced features of Fillout on these 2 Airtable podcast episodes:

• Using Fillout to create an eSignature approval process with PDF file creation.
• Using Fillout to create an order entry form with line items.

Hope this helps!

If you’d like to hire the best Airtable consultant to help you with anything Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld

p.s. You can do this with user fields (as mentioned above). But another way you can do this is to switch the user field to a linked record field where the user chooses their name from a linked record field. Then, you can filter the other linked record field using the dynamic filtering feature. Note that you would still need to set this up at the field level, not the form level.

- ScottWorld, Expert Airtable Consultant 

Thank you!!! I got it to work with the filter directly on the field in the table and not in the form. Thank you so much!