Adding or pasting a linked record into multiple cells with pre existing records


#1

I need to add a linked record to several hundred rows, without deleting the existing linked records. When I try to paste the new record into the rows, it deletes everything that’s already in that cell and replaces it with only the pasted record.
Doing this by hand would obviously not be time effective. Please tell me this is a feature and I’m just not seeing how to do it!
Deleting a linked record from multiple rows would also be helpful!


#2

This feature (addition of a linked record to multiple entries) would be insanely useful. I am facing adding a linked record to over 2,000 records, and I’m not looking forward to that.


#3

It can be done quite easily — albeit not all that intuitively. :wink: (I recommend trying this on a duplicate of the base, just in case…)

Edit: It just occurred to me I don’t know whether you mean you wish to link to records in a different table from the one in the existing link or to link to additional records in the same table — so I’ll show you how to do both.

To add links to records in a different table

  1. Create a new Single-line Text field called, oh, something like {NewLink}.

  2. In {NewLink}, enter the value of the primary field(s) of the record(s) to which you wish to link. If you wish to link all records in the current table to the same record in the target table, the easiest way is

    1. Select the primary field of the target record.
    2. Press Ctrl-C to copy the value.
    3. Select {NewLink} in Row 1 of the table you wish to link from.
    4. Scroll down to the last row in the table and while holding down the Shift key select {NewLink} in the bottom-most row.
    5. Press Ctrl-V to paste the target value into {NewLink} for every record.

    If you wish to link only some of the records, or wish to link to multiple records in the target table, enter the values of the appropriate primary fields.

  3. When you have finished entering values into {NewLink}, right-click the field name and select 'Customize field type' from the menu. Change the field type from Single-line Text to Linked Record. When prompted for the table to which to link, select the target table.

  4. Airtable converts each text entry into a link to the record with the corresponding primary field.

To add links to additional records in the same table

Steps 1 and 2 are the same as in the previous example:

  1. Create a new Single-line Text field called, oh, something like {NewLink}.

  2. In {NewLink}, enter the value of the primary field(s) of the record(s) to which you wish to link. If you wish to link all records in the current table to the same record in the target table, the easiest way is

    1. Select the primary field of the target record.
    2. Press Ctrl-C to copy the value.
    3. Select {NewLink} in Row 1 of the table you wish to link from.
    4. Scroll down to the last row in the table and while holding down the Shift key select {NewLink} in the bottom-most row.
    5. Press Ctrl-V to paste the target value into {NewLink} for every record.

    If you wish to link only some of the records, or wish to link to multiple records in the target table, enter the values of the appropriate primary fields.

  3. Create a new Formula field called {NewLinks} with the following formula:

     {OldLink}&','&{NewLink}
    
  4. Right-click {NewLinks} and select 'Customize field type' from the menu. Change the field type from Formula to Linked Record. When prompted for the table to which to link, select the target table.

  5. Airtable converts each concatenated text entry into multiple links to the records with the corresponding primary fields. (The comma separator disappears in the process.)

  6. After confirming the links were added correctly, delete the {OldLink} and {NewLink} fields and rename {NewLinks} appropriately.

I’ve used these steps to add multiple links to thousands of records at a time without a hiccup.


#4

Thanks for the thorough process. :slight_smile: I have used that approach, but I can’t expect my coworkers to feel comfortable doing that, unfortunately. I’ve sold them on Airtable is a powerful database with an intuitive UI, and I think having them try to do that would cause a revolt.

I’m hoping for something a little more drag-and-drop in the future.

Thanks,
Chris


#5

I’m a little confused — I assumed this was a one-time need, most likely during the initial development of a base. Are you saying you anticipate having to add a linked record as a regular task? Would this be a linked record to a new or to an existing table?


#6

Yes, regular task…we are using linked records as a tag. We send mailings to our donors, and each new mailing gets a record in the Mailing table. When we send a given mailing to 2,000+ recipients, all of whom have records in the Donor table, we want to be able to tag each of them with that mailing. In the Donor table, there is a “Mailings” field which has links to all of the mailings that each donor has been sent.


#7

edit: On re-reading, I fear I buried the lede. Rather than manipulate 2000+ fields, this accomplishes the same thing as option 2 above by copy-and-pasting a value into a single field.


Ah…

In that case, go the opposite direction.

I’m assuming whatever you use to send your mailings can give you a list of everyone to whom the mailing has been sent as one long comma-separated list of IDs matching the primary field of your [Donor] table. (If not, presumably one could be generated within Airtable through a rollup against whatever criteria you use to determine who gets a mailing.)

  1. Select and copy the CSV list of donors to your clipboard.
  2. In the [Mailing] table, if a record does not yet exist to track the new mailing, create it.
  3. Select the {Link to Donor} field in the new [Mailing] record.
  4. Press Ctrl-V to paste the list into the field.
  5. Wait. With 2,000 records, it regularly took more than a minute for Airtable to create the necessary links between [Donor] and [Mailing].

I tried using the CSV Import Block to automate the process further, but when importing a CSV value into a linked record field, Airtable interprets the entire CSV string as a single entry. I could import it into a single-line test field and then copy/paste or drag the value into the linked record field, if either of those seem preferable.

And, of course, I could select the CSV list and then drag-and-drop it into the applicable [Mailing] record field. :wink:

Actually, I couldn’t — it seems Airtable doesn’t allow drag-and-drop from another app into a field. You have to use copy-and-paste…