Data Organization with Multiple Documents

Topic Labels: Base design
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4 - Data Explorer
4 - Data Explorer

We review a variety of documents for client. Such as bylaws, legal governance documents, and financial statements. 

Currently I have a base and a form set up. The form allows a client to submit the documents they would like to have reviewed and provide their client information. Once that is submitted the base is populated with the documents broken down by category, the clients name and contact, and a unique ID for the batch of documents. 

At this point we vet the documents to confirm they are the right ones start to extract the information that we need. Data can be in the form of select phrases within a set of bylaws, critical dates of documents expiring or when they were registered, and the financial details of a document. Once this is done we create a summary of our findings and present it back to the client. This is largely done manually at this point with a few automations. We want to start fully automating this process and use Airtable to store our data. But we are struggling to develop an efficient architecture for our database. Either because of limitations in Airtable or our not being aware of how to properly use Airtable. 

Given the following: 

A client can have many document reviews

A set of documents include written and financial data

Documents can exist in single or multiples : Ie, Bylaws there are only one of per review but financial statements are many
A set of documents submitted apply to one entity exclusively 


How would you set up and organize your Base/Bases?

1 Reply 1
5 - Automation Enthusiast
5 - Automation Enthusiast

HI Hitch,

Setting up an efficient Airtable base for your document review process involves designing a structure that accommodates the relationships between clients, document reviews, and the types of documents involved. Here's what we would recommend: 


  1. Clients Table:

    • Fields:
      • Client Name
      • Contact Info
      • Any other client details
  2. Document Reviews Table:

    • Fields:
      • Linked Record to Clients Table (to connect each review with a specific client)
      • Date the Docs Rolled In
      •  ID (can be auto-magically generated)
      • Any other interesting info about the review
  3. Documents Table:

    • Fields:
      • Linked Record to Document Reviews Table (connecting each document to a specific review)
      • Type of Doc (Bylaws, Financial Statements, etc.)
      • Doc text (you can add a long text field for the actual content of the document)
      • Extracted Data (for storing the extracted information)
      • Any other relevant details

Connections and Relationships:

  1. Connect Clients and Document Reviews:

    • In the Document Reviews table, have a Linked Record field linking to the Clients table. This links clients and their reviews.
  2. Connect Document Reviews and Documents:

    • In the Documents table, have a Linked Record field linking to the Document Reviews table. This connects each document to its review.


  1. Automation for Data Extraction:
    • Now for the magic! Consider using automation scripts to automagically extract important info from the document content.


  1. Create Different Views:
    • Craft different views to filter and group data based on your needs. For example, create a view to see all docs related to a specific client or view docs by type.

Sample Workflow:

  1. Form Submission:

    • Clients submit via a form, filling up the Clients and Document Reviews tables.
  2. Document Upload and Extraction:

    • Automation swoops in to extract the details like a trusty sidekick.
  3. Data Review:

    • Your team then reviews the extracted data, fine-tuning as needed.
  4. Summary Generation:

    • Use the page designer extension to whip up a summary report based on the reviewed data and print to PDF.

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