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Using automation to add linked record when there are two of the same name

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tna
5 - Automation Enthusiast
5 - Automation Enthusiast

I have a single select drop down field, and use an automation to copy that dropdown field into a linked record field anytime it is updated (see below). I have the system to clients can use the dropdown in forms, but I use the linked record in the backend for my own uses.

Screenshot 2025-01-16 at 9.06.20 AM.png

There are actually two of these, one for Federal and one for State electorates. Each have their own single dropdown field, that automates over to their own linked record field. Both linked records link to the same table, but obviously different columns.

However, in the table where the linked records resides that are multiple cases of records with the same name. For instance, there is a Federal electorate called Adelaide AND a state electorate called Adelaide. Each record has a number of other fields (such as state, level of government, etc) and I use the Group function, so that it's clear and easy to not get confused between the identical names.

My problem is my automations (from above) cannot tell them apart. Frustratingly, it also ALWAYS seems to pick the wrong one (I really thought my chances would be 50/50). Someone will select their Federal electorate as Adelaide, and the automation will add their linked record into the Federal electorate column, but next to the "Adelaide" that I've tagged as the state electorate, not the Federal electorate.

I cannot seem to way to put a condition on the automation to direct it to the right one. For example, if I could say pick the record that is tagged with "State". Anyone have any ideas?

1 Solution

Accepted Solutions
ATSolutionist
6 - Interface Innovator
6 - Interface Innovator

Hi there!

What trigger are you currently using for your automation?

Using a 'Record matches condition' may help, but You can also add in between the trigger and action a 'Find Records' action that finds records based on set conditions and allows you to limit the numbers that it will return. 

I'd be happy to continue troubleshooting if you could provide snap shot or additional context into the automation settings. 

 

 

Katelyn
info@consultasolutionist.com

See Solution in Thread

2 Replies 2
ATSolutionist
6 - Interface Innovator
6 - Interface Innovator

Hi there!

What trigger are you currently using for your automation?

Using a 'Record matches condition' may help, but You can also add in between the trigger and action a 'Find Records' action that finds records based on set conditions and allows you to limit the numbers that it will return. 

I'd be happy to continue troubleshooting if you could provide snap shot or additional context into the automation settings. 

 

 

Katelyn
info@consultasolutionist.com
tna
5 - Automation Enthusiast
5 - Automation Enthusiast

Thanks Katelyn.

I was using the single select field to input pure text into the linked record field, but your suggestion of adding a Find Record step into the automation gave me the idea the find the exact record and then input it's Airtable ID field into the linked record field instead. Seems to be working much better! Thanks heaps.