Linking records in multiple tables

Hi Airtable Community -

We are rebuilding our database and have some questions. Below you will find a toy example of what we are aiming to achieve.

The first table is our MASTER table (called Master Mock 3). Here we have a number of fields, where the primary key is a unique ID (called ‘Master ID’). Any ID with an MXXXX, where X = a number, is a manually entered record. Any 18-digit numeric string is a submission directly imported from JotForms using the Airtable API.

The second table is our YOUTH table (called Youth Mock 3). The YOUTH table is a subset of records that are tagged as ‘Youth’ in the MASTER table under the “Tag” (but these records were uploaded manually, except for the last which was brought in by JotForms). The YOUTH and MASTER Tables are linked based on the “Master ID” Fields (MASTER:: MasterID, YOUTH:: Master ID copy).

HOWEVER, when a new record is imported through JotForms, the Master ID fields in the YOUTH and the MASTER tables are not linked. How do we go about doing this? We also noticed that Master ID must be a Single Line Text type or a Long text type for JotForms to import the ID.

Ideally we would NOT want a ‘Master ID copy’ field and instead we would like to link the Primary Key’s of the YOUTH table and the MASTER table. Can you please guide us?

Also, is there a way subset records into new tables based on a Multiple Select type (ie: “Tag” field in MASTER table)?

We are also VERY happy to hop on a Zoom call, if that can help us troubleshoot more efficiently.

Thanks!!
Rebecca & Priya

Hi Zollie - Was this your answer to our question below? Just checking. Thanks.

Rebecca Shine
Outside the Frame

otfpdx.org

971.506.8683


Zollie

    April 10

Checkout linked records. Here’s an introduction, and here is more in-depth information. The short of it is they’re meant to link records together. The records have to be in the same base, but they can be in separate tables.

If you already have primary field names that have matching values in other tables, it should be pretty easy to convert your existing data into a linked record field. I generally duplicate the column (or the entire base) to test it out first.

Assigning linked records automatically or based on this or that behavior can generally be achieved, but it will require extra work (coding, hiring someone to code, or purchasing a service). See extending Airtable for processes that need to always run and the scripting block for operations that can occur at the push of a button.


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Hi Airtable,

We are rebuilding our database and have some questions. Below you will find a toy example of what we are aiming to achieve.

The first table is our MASTER table (called Master Mock 3). Here we have a number of fields, where the primary key is a unique ID (called ‘Master ID’). Any ID with an MXXXX, where X = a number, is a manually entered record. Any 18-digit numeric string is a submission directly imported from JotForms using the Airtable API.

The second table is our YOUTH table (called Youth Mock 3). The YOUTH table is a subset of records that are tagged as ‘Youth’ in the MASTER table under the “Tag” (but these records were uploaded manually, except for the last which was brought in by JotForms). The YOUTH and MASTER Tables are linked based on the “Master ID” Fields (MASTER:: MasterID, YOUTH:: Master ID copy).

HOWEVER, when a new record is imported through JotForms, the Master ID fields in the YOUTH and the MASTER tables are not linked. How do we go about doing this? We also noticed that Master ID must be a Single Line Text type or a Long text type for JotForms to import the ID.

Ideally we would NOT want a ‘Master ID copy’ field and instead we would like to link the Primary Key’s of the YOUTH table and the MASTER table. Can you please guide us?

Also, is there a way subset records into new tables based on a Multiple Select type (ie: “Tag” field in MASTER table)?

We are also VERY happy to hop on a Zoom call, if that can help us troubleshoot more efficiently.

Thanks!!

Rebecca & Priya

@OTF_Admin, I realized after the fact my feedback wasn’t terribly useful since you’re already well aware of linked records. For a problem of this complexity you might want to consider a work offered or consulting tag. Sorry for the trouble.

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