There are only two ways to restrict who fills out the form: by requiring a password (same password for everyone) or by restricting users to a particular domain.

You can prefill forms, but not with different values based on who is logged in.

You can configure the form to collect whoever filled out the form in a Created By field. The toggle for this feature is in the settings at the bottom of the form configuration.  The user must be logged into Airtable in order to get this info.

Hi there!

At miniExtensions, we've created a third-party portal that integrates seamlessly with Airtable, and can be used to display different forms. You can also configure it to conditionally hide forms and prefill fields based on the logged-in user. This is achieved using a login link combined with URL parameters generated via a formula field. Here’s how to set it up:

• Create a users table and add fields for the data you want prefilled for each user. This data will be linked to their login credentials, which can be a combination of any fields.

• Create a formula field and include the login link along with parameters for the data to be prefilled, like this:

• To restrict specific users from submitting the form, use the conditional tables feature . This allows you to hide the form if the conditions you set, based on fields in the users table, are not met.

The best way to handle this is to use Fillout’s advanced forms for Airtable.

With Fillout, you can create a login page for your form, which will give you these 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.

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.

You can use this information to automatically prefill other fields on your form based on who logged into your form, and you can even use this information to do other advanced tricks with Fillout.

For example, you could use Fillout’s advanced filtering features to filter your linked record fields to only show the user the linked records that they are allowed to see.

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 new linked records on a form
• 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