Tasks

Hey ​@abrewer0820 

• First, set up a separate Tasks table with your standard list of tasks (and optional subtasks).
• Then use a linked record field to connect tasks to your Projects.
• Using Make.com, we can trigger an automation whenever a new project is added to the base → it will copy your task template and link all the tasks to the new project, assigning the right salesperson or department if needed.
• You can even go further and auto-assign due dates, status, or priority fields based on the project timeline 

Once built, this becomes a plug-and-play system—every time you add a new project, it instantly gets its own ready-to-roll task list. No manual setup needed!

Thank you!! I will try this out!

Hey ​@abrewer0820!

​@Sachin_191’s answer is def pointing in the right direction. However you can achieve what you are looking for in a simpler way, without the need of using Make.

Airtable Architecture:

Phases Library  (table)

• Name field (single line text, where you’ll just have the name of your phases)
• Tasks field (linked record field, linked to your Tasks Library table)
• Projects field (linked record field, linked to your Projects table)

Tasks Library (table)

• Name field (single line text, where you’ll just have the name of the task)
• Phase field (linked record to your Phases Library table)
• You might want to consider other fields such as Task Description, Duration, and others...

Projects (table)

• Name field (single line text)
• Phase (linked field to your Phases Library table)
• Tasks (linked field linked to you Project Tasks table)

Project Tasks (table)

• Project field (linked field to your Projects table)
• Task (single line text -could also be linked field to your Tasks Library table, but I wouldn’t recommend).

Airtable Automation

• Trigger: When record matches condition (Condition: On table Project, when Phase is not empty)​​​​​​​
• Find records based on condition (Condition: On Tasks Template table, those records where Phase is exactly Phase (record id) from record linked on field Phase from the record which triggered the automation.
• Repeating group, which will use as input the list of records found on the Find Records block above. Within the repeating group you’ll have a Create Record action which will create one record per task found. Each new task should be mapped with the Project that triggered the automation.

​​​​​​​

​​​​​​​Depending on your specific needs, some additional tweaks might be needed.


Tried to be as detailed as possible, but let me know if anything needs further clarification. Also, feel free to schedule a call if you’d like to go through it together. Happy to help out.

Mike, Consultant @ Automatic Nation

Hey ​@Mike_AutomaticN 

This setup looks solid! The approach I'd suggest is to simplify and scale it using a more robust automation layer—still keeping Airtable as your base, but letting Make.com do the heavy lifting without making it overcomplicated. We'll use the existing architecture, but bring in a streamlined Make scenario that auto-creates Project Tasks based on selected Phases with zero manual duplication. Think of it like: pick a Phase auto-load related Tasks map them neatly to a Project  done 

Instead of using Airtable’s limited repeating group logic, I’d use Make to pull matching Tasks, loop through them using an iterator (way easier to manage than Airtable's built-in loops), and then auto-create corresponding Project Tasks with full control over mappings, dynamic fields, and even fallback logic if data is missing. Bonus You get clean logs and scalable flow, perfect for when the tables grow.

I’m the #1 biggest fan of Make’s automations & integrations, but creating tasks from a template of tasks is one of the easy things that Airtable’s native automations can handle very easily.

However, for those who have never used Make before, I’ve assembled a bunch of Make training resources in this thread. For example, here is one of the ways that you could instantly trigger a Make automation from Airtable.

I also give live demonstrations of how to use Make in many of my Airtable podcast appearances. For example, in this video, I show how to work with Airtable arrays in Make.

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

Thank you! I’m trying to work through all of the great suggestions here to see what works best for me. Thanks again for taking the time!