We would love to be able to use AirTable to create interactive client facing asset collection docs that only let them make edits to a couple fields (such as client notes and an upload portal). Ideally they would be able to do this is in a view where they can’t change anything except those couple fields. I’m not seeing an option in the field permissions to do that. The closest thing I’ve been able to come up with is giving the client editor permissions and then locking the fields we don’t want them to change. This still allows them to make edits to the view, grouping, filtering, etc. that changes the entire document. Is there a workaround for this that offers permissions sort of in between editor and a view link where they can’t make changes to the table but can utilize the upload feature in the records and maybe paste a URL?
What I’m imagining is a locked kanban view where each card is a task for a process or asset we need from the client. They would be able to click the card to see the description and upload the file we need, but make no other changes to the table.
Probably the best way to do this with built-in Airtable functionality is to use the form view.
But — here’s the catch — Airtable forms can only create new records in your system, so you’d have to be a little bit creative with this:
In your main “assets” table, you could create a link to ANOTHER table that would be used for the client-facing information (your “client’s provided information” tab). Then, you could base your form on that new table, instead of the assets table.
So then, whenever they create a new record in that new table by submitting the form, their data will automatically be linked back to the “assets” tab, because you have already setup the links ahead of time in your database. So each asset will reflect the new information & the new attachments that they just submitted on the form.
Some caveats with this:
- When they’re choosing an Asset to update, they will see a list of ALL the assets in your system, not just their own personal assets.
- They can’t go back in afterwards and UPDATE old data that they have submitted, or even update existing data that you have already typed in. The form will only let them submit NEW data into your system.
If you want to give them the ability to update old information, and possibly even restrict them to only seeing their own personal assets, then check out this tool: Stacker. What’s cool about this app is that it lets you create your own set of user accounts on their website based on a field in your Airtable base, so people can log in & only see their own Airtable records in your system.
(If you go down the Stacker route, it can be a little tricky the first time you set it up, so if you need an Airtable consultant to help you in setting this up, feel free to send me a private message.)
We’ve built a client portal for Airtable. You can use it to allow users to login and update their records. You can select which fields they’re allowed to update (or just see).