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Aug 12, 2024 01:52 PM - edited Aug 12, 2024 01:54 PM
Hello! I have an idea for an automation and I'm not sure how to go about it. I have an automation (in zapier) currently where when the referral source is left blank when an employee schedules a client in our scheduling software, the client name and email is added to an Airtable base so that we have a running list of who to reach out to and ask for the info. I wonder if it's possible to send an email to the employee asking for the referral source. I was thinking it'd be great to just send an airtable form but I don't know if I can send a form that would update an existing record?
The referral field is not always applicable so making it required isn't an option. The existing automation filters whether the referral source is needed. The process in my head goes like this:
-New record is added to Airtable base that includes name and email. The record also has a single choice field that is left blank with the possible options.
-An email is sent with an airtable form asking the employee to get the information from the customer. The form would only update the referral source (single select) field for the existing record. When the appropriate choice is selected by the employee, the record is updated with the referral source field.
Does this option exist? I can work in Zapier or Make for the automation if needed, but maybe Airtable has this option already.
Thanks!
Aug 12, 2024 02:08 PM
It would be easier to find if you provide screenshots.
Aug 12, 2024 03:22 PM
Hiya! Does the employee have access to your Airtable base? If not you'll have to use a third-party form to update existing records.
If they do have access, I recommend not using a form. Instead, direct the employee to the record details in an interface. You can format this to look like a form. I made a detailed explanation on how to do this here:
https://community.airtable.com/t5/show-tell/update-record-through-form-sorta/td-p/179052
Next up is to create an Automation to send the "record detail" link to the employee.
A few questions things to note. The automation configuration will change depending on these.
Trigger: When Record is created. Select the table where your Zapier automation is creating new records.
Advanced Logic: Conditional Step
Let me know if this is what you're looking for
Aug 13, 2024 02:26 AM - edited Aug 13, 2024 02:32 AM
re: I was thinking it'd be great to just send an airtable form but I don't know if I can send a form that would update an existing record?
Yeap, Airtable has a guide on how to do this here: https://support.airtable.com/docs/use-case-update-records-via-a-form. Downside is you'll need a new table and would need to use an automation for it
If you want a real fast out of the box solution, try Fillout.com (https://www.fillout.com/), free up to 1000 submissions a month and setup is like 5 minutes or something compared to the 10-15 minutes for the Airtable only version - https://www.fillout.com/help/airtable-update-form