[SOLVED] Limit linked record selection to a view

Thanks for the heads up @Matthew_Billiodeaux. The tool I’m working on does way more though. :slightly_smiling_face:

I’m also waiting for a solution. The system allows the entry of invalid data in my tables … already stopped development work.

There are many use cases for this - and the feature is required for both normal views and views to be published on a eb site - for example…

In a leave request form you would want the employee to be able to say which type of leave they were asking for from a table of absence types. However, you would only want the to be able to request absence types identified as ‘requestable’.

At the same time, HR users would need to be able to enter leave records for leave types which are not requestable.

All, how can I limit the dataset presented in linked field “drop-downs”/“pop-ups” to external form users?

Right now I have a form that allows you to select an employee via field linked to a separate table. And though I can sort that table to move inactive employees to the bottom, I cannot hide ex-employees. For that, it seems that the Linked Field needs to honor filtering, or Link to a specific view…

Can this be solved via Lookup? I’ve poked at it; but not cracked the issue.

Thanx in advance!

It’s not possible (as far as I know) to limit a drop down or linked field - a workaround would be to have the key field as a calculated field with an if test - and if the employee is a leaver set the value to say —do not use— or something otherwise set it to the employee’s name.

Ideally, of course, we would all like to be able to filter it!

Would be a useful feature to minimise selection from a linked table’s rows.

Example:
Our business has subcontractors who become active and inactive at different periods, their activeness represented by a checkbox data column.
If they are inactive, they should not be able to be selected when assigning a subcontractor to a service.

Any updates on this feature?

There are a couple of threads looking at solutions for this problem, but no updates in a while. Not being able to filter makes airtable far less useful for my use (and more so in forms) and so we have not been able to move over our data to airtable.

Is there a solution I am missing?

I’ve got pretty much the same usecase as discussed above (staff being able to select shifts to work). A filter on the form page would be great. Alternatively a filter on the “Link to another record” field type, so only certain records were available to link.

It would be great if the base creator could in some way limit the fields that were able to have a linked record added to them, either by:

A) Adding filters to the linked record field dropdown

or more realistically

B) Having a dropdown in the field options that limited the View that the linked records have to be chosen from.

For example, imagine I have a base with a table in it called Products. In here are a load of unique products. Imagine that 100 are marked In Stock, and 400 are marked Sold. I have a filter on this view called ‘Available Products’ that filters on just the In Stock products.

Now imagine I have another table called Orders, where I take customer information and link to the desired product record.

If I could limit the linked records to the ‘Available Products’ view of the Products table, it would ensure orders weren’t being put against items that had sold.

Another use case for this would be if you wanted to have a public form with a linked record field that didn’t expose any sensitive data.

+1, please add this feature

+1. @Airtable team, is this feature part of future roadmap?

One more specific example:

• I want to only display linked items that have a particular property set on them.

• In the embedded base, in the “Tags” table, in the “Products” column, I want to only show those Products that have a “Available” checkbox set to true.

I can create a view that filters to only show “Tags” that are associated with Products where “Available” is true but the listed Products for each Tag are not filtered.

The entire Base is here, but in this post I am referring to the “Tags” table:
https://airtable.com/shr0Taabg30sSrFhB

I’m really in need of this feature as well!

Looking to leverage Airtable for a complex volunteer tracking tool.

How can I create “shifts” that volunteers can select in a signup form? Similar to signup or signup genius? Without having to manually enter every available shift as a select option?

Also, need to limit some of those “shifts” to one or two volunteers, so they wouldn’t be an option after they were selected or filled.

This seems like a common issue that someone may have solved already.

Thanks!

This. +1. Please make this happen.

I have a table with events. And a table where you can register for these events. The latter one has a form. I only want people to see upcoming events in that form. Not the past ones.

BUMP! I’m currently having to use the exact workaround that Brian describes and it is fairly unintuitive from an admin perspective.

I’m using a table as a personal task manager and want to use linked records to split tasks into subtasks. Right now I can link to records in my subtask table, but I can’t tell whether a task is complete or not without opening the expanded view. I would like to set a filter to hide all the completed subtasks on a given item.

Yup - I have already sent this through the help link - very important!
My use case is choosing client from related tables that need to show client info or forms - I only want to see the currently active clients (15 to 20) instead of the entire history (hundreds).

Let’s keep this thread alive :slightly_smiling_face:
Michael

As I do more Airtable work for clients, this becomes more and more of an issue. Also, as implied by my comment above, it should be configurable by view (or at least For Forms).

The most typical use case is to be able to select a Contact - but only one for a particular Client. In other words the second link is filtered by another filed in the same record - in Acces, as an example, this would be achieved with Cascading Combo Boxes.

Yes, yes, yes! This is on of my main gripes with Airtable right now.

I have a use case: I manage a small club. There are Prospective Members, Active Members, and Former Members. They’re all “Contacts”. Then there is Attendance. When I take attendance I would like the Active members to show up as a list of available values. I also want to be able to look at all the attendance for the past year, so if at some point in the past there was an Active Member and now he’s a Former Member, I still want him in the list. Therefore I shouldn’t separate Active and Former in separate tables (a suggestion I read somewhere). I can see the limits of Airtable when it comes to values with statuses. A filtered linked field would allow me to only enter the relevant values from the Contacts table.

+1. absolutely needed

The same thing with people using a form where they need to pick a date from a table. The filter in the table is ignored, which is very aggrevating for the users.