I need external parties to update existing records. I have successfully created a second base that serves as the receiver of the updated fields. I accomplished that by creating a form in the second base and using the URL from the form to create a formula field in the first base that will pass a record identifier to the second base. The URL works well and the record identifier from the first base shows up in the new record (RequestID) in the second base to match the record being updated from the first base.
My problem seems to be with the automation. I am using when the form, from the second base, is submitted to trigger the automation. I then added update record to the automation. Based on a video covering the topic by Julian Post, I list the second table called New Update as the Table in the configuration. I list RequestID from the second table as the Record ID. For testing purposes, I add just one field in the Field section. I set it to dynamic and map the corresponding field with the same name and parameters. (I started by duplicating the first base, so I know the fields are exactly the same.)
When I test the automation, I get "Received invalid inputs". Data exists in the second table and the Input data listed at the bottom of the automation page shows correct information to be replicated to the first base. I have read articles and watched a few videos yet I remain stumped. Any guidance someone can provide would be appreciated.
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It's difficult to help you with this without seeing the base itself I'm afraid, so if you could provide a read-only invite link to a duplicated copy of your base with some example data or no data in it that would be very helpful. You mention "a second base" as well and I'm not sure how that fits in to this, could I confirm you're using a single base?
It's difficult to help you with this without seeing the base itself I'm afraid, so if you could provide a read-only invite link to a duplicated copy of your base with some example data or no data in it that would be very helpful. You mention "a second base" as well and I'm not sure how that fits in to this, could I confirm you're using a single base?
There are two tables, not two bases. I apologize for the incorrect representation.
The data in the table is just for testing purposes.
Thank you for your assistance.
Thanks for the link! I can see you're experimenting with the Find Record action and you're actually really close! You just need to change the table you're updating to be "New" instead of "New Update" and update the "Record ID" to look like this:
Thanks for the link! I can see you're experimenting with the Find Record action and you're actually really close! You just need to change the table you're updating to be "New" instead of "New Update" and update the "Record ID" to look like this:
Thank you for your input. It was very helpful. My solution was to update the formula in base one that called up form from base two and replicated the Airtable Record ID in a field in base two. The update automation then worked. Now that I have that fixed the hard work of creating the workflow with all the possible variations. Looking forward to the challenge.
Thank you again.
Note that there is a much easier & much better way to do all of this, which doesn’t require any automations at all, and also doesn’t require you to keep changing the prefill URL.
If you try to use Airtable for this instead of using Fillout, note that using Airtable for this comes with serious downsides that you will want to be aware of:
You will have to continually send out updated prefilled links to your users that always contain the newest data. If the user accidentally clicks on an outdated link, they will be taken to old data in the form. So they would never be able to re-use a link or bookmark a link as an “Update My Account Profile” link.
Airtable’s prefilled links do not work with all field types… particularly attachment fields or lengthy long text fields that exceed URL limits.
If you need the data to remain private or secure, Airtable’s prefilled links reveal all the data within the link. With Fillout’s links, you get one simple, non-changing link per user that doesn’t reveal any data, and you can even add multiple different layers of security to the form if necessary, including SSO login or email login.
Airtable’s prefilled links still won’t update old records… they always create new records, and then you will need to write an automation that handles the overwriting of the old data.
You lose all the advanced features of Fillout’s forms.
Just wanted to expand on Scott’s answer with a Fillout example:
In the example above, I am able to quickly update Charlie Brown’s favorite item by clicking on a unique Fillout link and editing the the item from “Apple” to “Baseball glove”.
In Fillout, it’s easy to create a form that updates existing records in your table. There’s no need to create a separate table to collect form responses.
If you hate the idea of having to use unique Fillout links for each record, you can always create a separate form that allows users to select a record first, then connect the 2 forms together! They come together very well and works like magic. (Note: connecting 2 forms together is a paid feature.)
Sample Airtable and Fillout templates for reference:
