Rogue Automation - Runs without trigger

[Wenona_Young]

I have a rogue automation that is running outside of the trigger I set.  This video shows the issue.

Any ideas on what's happening here?

Thanks in advance!

[kuovonne]

What are the settings for the sync? Is the sync set to delete records that are hidden from the source view? When was the sync set up? Could someone have changed and then restored the filter in the source view? If someone changed the view filter in the source view to hide a bunch of records, and then removed the filter, all of those records could have been re-created in the synced table and thus triggered the automation.

[ScottWorld]

How many erroneous runs of that automation happened at 4:42pm? Did it run 121 times, which is the full number of records that are syncing in that table?

If so, it seems like something happened that made Airtable think that all of those records are brand new, even though they're not.

[ScottWorld]

Oh, I was typing my response at the same time as Kuovonne. All of her questions are great questions. Anything that would make those records disappear from the view and then re-appear in the view would make Airtable think that they are brand new records.

[Wenona_Young]

These are all great questions and I'll tackle them all in this reply.

YES, this automation ran 121 times.  I was sitting at my desk just watching the notifications pop up. @kuovonne , your response gives me an idea of what could potentially be happening.  This happened about a month ago as well.  If a user is filtering the main table and then removing the filter, I now understand that "new" records are introduced and the automation is triggered.

I've encouraged the use of personal views over filters.  I've even offered to create views for stakeholders.  In those instances, the automation trigger is limited to the main table, correct?  Or would adding and removing filters to views have the same effect?

[ScottWorld]

Your best bet would be to lock the view, so users are discouraged from changing it. Creators and owners can still remove the lock, but at least it will give them a warning before they unlock it. Editors will not be able to remove the lock.

[kuovonne]

I agree with Scott. You should lock that view, and create other views (or interfaces) for your stakeholders to use. I like putting utility views like this under a "Base Maintenance" section near the bottom of the list of views so that it is out of the way for other people.

[Wenona_Young]

Thanks, everyone!  Ultimately, I resolved this with a 2-step approach:

1. I created a "Recent Additions" view that shows me any new records created within the last 2 weeks
2. I created a new automation that runs every 2 weeks, only on this view.
3. I run the De-Dupe extension the day before the automation runs to ensure duplication does not occur in the linked table.

I needed a way to do this natively and without scripting.  So far, so good!