Automation Trigger To Update Field of Existing Records

[GGM]

I have a table in my online portal with a hidden multi-select "filters" field that is only accessible via a dropdown menu but not visible on the actual table. I want to create an automation that triggers when my existing records (or newly created ones) matches the conditions I setup.

"If Field1 is none of ... and Field2 has any of ... update record FilterField with 2 filter options"

The problem I'm running into is that existing records aren't updated, only newly created or updated ones. Of those newly created/updated records, it overwrites existing options selected in FilterField so instead of adding a 2nd option alongside the 1st one that is already on a record, it overwrites it and only inserts the option with is listed in my automation trigger. I have hundreds of records and it would take too long to do this manually!

Thank you.

[Mike_AutomaticN]

Hey @GGM! I find your description a bit difficult to follow. Are you sure that on the "Update Record" action block you are mapping the FilteredField with both the value of the FilterField found on the record that trigger the automation, as well as the new value you want it to show?

I'd be happy to hop on a 5 min call to get this solved, or else please share some screenshots which should make it easier 🙂

Mike, Consultant @ Automatic Nation 

[GGM]

I've found an alternate solution by utilizing batch update extension instead of automations - but - I'll still try to clarify my original post, sometimes it's difficult explaining Airtable structures using only text.

I'm using a table such as this for my online portal. The Tasks and Users are visible on the table but the Filters are not since it is being used for a dropdown menu to filter the visible table data. Since I have hundreds of these records, I wanted an automation to look at my Tasks and depending on what Task # it is, add the Filter options that apply to that specific Task #. The problem I'm running into is that if some of the records already have a single filter that I added at one point manually, when I set up the automation to add another filter option, it removes the filter that was there before and adds the new one. It treats the multi-select field as if it were a single select. The other issue being the automation doesn't trigger by just looking at my current dataset, I have to remove the Task # and add it again for it to register.

[Alexey_Gusev · Accepted solution]

Hi,

Why don't you just filter records you need, create _temp field with formula 
{Filters (hidden}} & ',Option1,Option2'
select it, press ctrl+c

then select multiselect field and press ctrl+v

It's a minute action, and no scripts/automations needed.

BTW, if you need to append instead of overwrite in automation, 
instead of 'new value' , put inside 'old value', 'new value'

About other issue - automations mostly used to dynamically react on changes or time schedule, and applied to a single record or group of records. Of course, you can run it against the whole table and imitate trigger (i'm using 'del' then ctrl+z for it), but it's like (in our language it's a proverb 'to hammer nails by microscope'). 
when you run it for 100+ records at a time, you will get a kind of freeze, and several probably will fail with timeout or other error. 

many actions over static whole table can be done by using formulas, linked fields with temporary tables, built-in airtable extensions and scripting (for those who know a little about coding, Examples can be used and adjusted)