Dec 21, 2016 04:48 AM
Hello,
I organise classes and I am building the base to manage them. I created several tables:
students
instructors
Course catalogue
locations
all those tables are joint in another one called “groups” that is where I create the class that is going to be held on a certain date, by certain instructors and with x students. Sometimes the students are going to be enrolled by me, and everything seems to be ok: if a student is not in the students table already, I can add it.
But I want to be able to send to the instructor a form so that, at the end of the course, he can add:
name, ID card number, if the student passed or not the exam, and the roster scanned.
I don’t want him to see all the fields that I have populated already.
Sometimes the instructor is going to have several classes forms on hold. He has to know which is he fulfilling.
But, if I create a form, it is as if I pretended the instructor to create a whole new group. I don’t know how to send a form of a group that I have created already, so he can add the pending data, and I don’t know how is he going to add the students checking if they are in the Base from a previous class.
I don’t know if I managed to explain well my needs and troubles. :frowning:
Thank you in advance!
Luis
Dec 21, 2016 05:23 AM
Hi Luis
You can’t quite do what you’re looking for at the moment with Airtable forms (they are input only). It would be able to share a form for a particular record with someone but this isn’t possible.
The best I can come up with is this process:
a. First send the (group) record to the person (I am using the example of a Company in a CRM base:
b. Add your message in the Send dialog:
c. This sends an email to the tutor (in your example) with a link to see the record in Airtable (at the bottom of the email):
d. Clicking the link takes the person to Airtable in a browser and opens the particular record in Expanded view:
The downside of this is, of course, that the person would have access to everything else in the base as well!
Maybe someone else has some ideas - and wouldn’t it be great to be able to share an edit form with people!
Hope this helps a little?
Julian
Dec 21, 2016 06:02 AM
Ok. thank you for your answer.
I would like to have more permissions granularity. I could send the form without the more private data in it, but I suppose that the link will be active days after, when I have populated them.
Another option is to send an excel template to the instructor so he have to complete it. But I am going to have to copy and paste the students to the students table
what happens if an student is already there?
Then I have to look for the student from the atendees fielt at the groups table?
What is your opinion?
Dec 21, 2016 06:15 AM
I have tested, and if I paste an student that is in the table already… It gets duplicated.
Dec 21, 2016 08:56 AM
Hi Luis
I am not sure I follow this - if I try to add a contact to my Companies table:
Then the contact is NOT duplicated in the Contacts table - but could show as being connected to two or more companies:
In this case John Williamson is linked to companies Abc as well as Williamson and Co.
It would be interesting to see a screen shot of what you mean?
Julian
Dec 22, 2016 04:01 AM
Hi,
this is what I mean. The ID Alumno is a formula made up with apellidos, nombre and DNI (national identity card number)
Dec 22, 2016 05:11 AM
Hi Luis
I still don’t really understand what you mean - I can see that the Apellidos field appears to be duplicated but I can’t see why.
Is there a way you could share a link to a copy of your base so that I (and others) could have a look?
(I suggest a copy so that no one messes up the original!)
Julian
Dec 22, 2016 06:08 AM
Airtable works like a spreadsheet but gives you the power of a database to organize anything. Sign up for free.
Dec 22, 2016 08:31 AM
Hi
I think my lack of Spanish is stopping me understanding the problem here - why would student be pasted in from a spreadsheet?
However, there are no automatic de-duplication features in Airtable although there is a longwinded and slightly complex way to do it with Zapier - searching for a match for a new record and probably using a separate table to initially put the record in - then only creating a new record if a match isn’t found. Of course this will only run when Zapier runs the Zap - every 15 or 5 minutes depending upon your subscription level.
Sorry I can’t be of more help so far!
Dec 22, 2016 09:00 AM
That’s it! An intermediary table will do the trick! Instructors send me the names of the students at the end of the class and your idea solves the problem. Thank you!