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Show related documents from the same project/sender

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Reinout
4 - Data Explorer
4 - Data Explorer

Hi,

I've got a scenario i'm trying to solve with the interfaces... 

To give you some background information: i'm working a a project which involves taking care of incoming documents: tag them with info like sender, assign them to the correct project and type of document (bill or letter), amount to pay, etc

I created a table called "Document", a table called "Sender" and a table called "Project".

  • The document table has a column "Sender", which refers to the linked table "Sender"
  • The document table also has a column "Project", which refers to the linked table "Project"

I created an interface which has a record view on the document table, which filters all "untagged" documents.

When you click on a document from the record view... fill in the sender and the project... one should see a list of recent documents that have the same sender and project... in order to detect potential doubles (=same document sent twice). Is this doable with the current interface?

So in short: I select a document, i identify "Sender B" and "Project 12"... 
I expect to see on the same page... ideally all other documents that are from "Sender B" and "Project 12"... worst case only a list from "Project 12" are shown.

1 Solution

Accepted Solutions
TheTimeSavingCo
18 - Pluto
18 - Pluto

Hmm, the only way I can think of showing all the documents linked to the same Project and Sender on the same page involves an automation with a helper table:

Screen Recording 2024-03-02 at 5.30.30 PM.gif

Link to base

The idea is that you set the Sender and Project for that Document, then when that button is clicked an automation runs that'll look for any Document records with the same Sender and Project, and link it to a helper record.  That helper record is always selected via a Record Picker element within the same Interface, and we add a grid element to display all the linked Document records to it

The downsides to this are that:
1. It's kinda clunky
2. Only one person can really use this system at a time
3. You'd need to click it every time you were identifying a document
4. When you identify a new document and haven't set any project or sender, it'll be displaying the related Document records to the previous Document you identified and triggered the automation for

---
If you're okay with your worst case scenario of only showing documents from the linked Project and not showing it on the same page, you could just dump a Grid into the record details though, which seems far simpler at the expense of seeing everything instead of only the ones related to this sender:

Screenshot 2024-03-02 at 5.37.03 PM.png
---
Showing everything on the same page would require you to add some kind of record picker element to your Interface I think, which means that you'd need to link the Project once, and then select that project again via the record picker element so that you have a Grid element showing all the documents linked to that Project.  Just using the record details popup seems easier imo

See Solution in Thread

3 Replies 3
ScottWorld
18 - Pluto
18 - Pluto

Sure, you can add linked record fields to your interface and “drill down” to deeper levels, so you can click on a linked record and see more information about that particular record, including its own linked records. 

Hope this helps! If you’d like to hire an expert Airtable consultant to help you with anything Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld

TheTimeSavingCo
18 - Pluto
18 - Pluto

Hmm, the only way I can think of showing all the documents linked to the same Project and Sender on the same page involves an automation with a helper table:

Screen Recording 2024-03-02 at 5.30.30 PM.gif

Link to base

The idea is that you set the Sender and Project for that Document, then when that button is clicked an automation runs that'll look for any Document records with the same Sender and Project, and link it to a helper record.  That helper record is always selected via a Record Picker element within the same Interface, and we add a grid element to display all the linked Document records to it

The downsides to this are that:
1. It's kinda clunky
2. Only one person can really use this system at a time
3. You'd need to click it every time you were identifying a document
4. When you identify a new document and haven't set any project or sender, it'll be displaying the related Document records to the previous Document you identified and triggered the automation for

---
If you're okay with your worst case scenario of only showing documents from the linked Project and not showing it on the same page, you could just dump a Grid into the record details though, which seems far simpler at the expense of seeing everything instead of only the ones related to this sender:

Screenshot 2024-03-02 at 5.37.03 PM.png
---
Showing everything on the same page would require you to add some kind of record picker element to your Interface I think, which means that you'd need to link the Project once, and then select that project again via the record picker element so that you have a Grid element showing all the documents linked to that Project.  Just using the record details popup seems easier imo

Reinout
4 - Data Explorer
4 - Data Explorer

@TheTimeSavingCo 

@ScottWorld 

Thx you both for the input. I'll try both suggested solutions!