Noobie question: I need help from airtable experts, Currently I'm not able to followup on my leads properly

I think you need to look at the new sync feature that allows you to aggregate multiple tables into a single table.

i tried that, Problem with that is , it creates a seperate tables for each tables.

When I need all the records in single Table.

@Bill.French I don’t think that syncing will aggregate multiple tables. For me, a synced table show up as a new table in the target base.

Correct. Syncing tables is designed for having completely different bases communicate with one another. In fact, the syncing feature will not work if you try to sync tables within the same base.

Great. I’ll try again!
I appreciate your reply !

Thats a bummer,

I have all tables within the same base.

so whats the solution for my case ?

Clearly, not listening to me. :slightly_smiling_face: But, I thought sync also supported aggregation. Wrong.

@Bill.French Maybe you were thinking how you can add new fields to a synced table?

@Jay_P I hope that you find the answers you seek. However, you might not be able to do all that you want in Airtable with your current set of requirements.

Nope - I just didn’t think the solution through. I thought it was possible for Base(1)/Table(A) and Base(2)/Table(A) to be aggregated via synch to Base(0)/Table(A). I think got this impression from the understanding that synchs are uni-directional.

That would be kinda cool!

I’ll take another run at this. Have you considered simply adding an automation (to all 20 tables) that dispatches an email message when the data in a records meets the reviewable conditions?

Could you please explain why having everything in a single table won’t work for your use case? I’m not trying to be confrontational. I genuinely want to know, because more often than not, combining similarly-structured data into one table vs keeping it spread across several tables ends up solving more problems than it creates. It would make this setup that you want to build pretty trivial, compared to the non-trivial solution that we haven’t yet figured out.

What about this workflow:

When you are ready to review leads, you click the run button in Scripting app. The script then populates a “working” table with copies of records from the 20 other tables. You make your changes to the “working” table, and an automation script copies the changes back to the original tables.

The actual code to implement this would probably be far more difficult than combining the data into a single table. It is hard to say since we don’t know why you cannot use a single table.

Do you know how Asana stores its data under the hood? Would you have 20 tables in Asana? Is there a reason you are using Airtable instead of Asana?

Becuase leads in one state are of higher priority than other states. & its more cleaner way of doing the things. Otherwise I’d keep on creating 50 views for 50 states.

Great! where is that automation script ? Can the script do something like, Look into 20 tables and if the status is changed to ‘xyz’ it puts the record in the new table and I can access the original record from this new table and when I make changes to it, it saves the changes from where it picked the record.

Yes, The problem with email automation is, The option is half baked. I only want to be notified when the status changes to specific value i.e ‘negotiation’ but I dont think i can run the email automation against a single status value. Otherwise it sends me a barrage of emails.

Major draw back of SYNCH is - it only synchs from one table not from multiple tables.

@Jay_P It would actually be a system of two scripts (one to populate the “working” table and another to write the changes back to the original tables.

The first script (which would require clicking a button to run) could look into the 20 tables and copy the records where the status is “xyz” into the working table. It would also copy some additional information such as the source table and original record id. The automation script would then use the information about the source table and original record id to copy changes back to the original record whenever you updated the record in the working table.

The exact scripts do not exist yet because they would need to be written to fit your base.

You can setup the email automation to only run when the single status field changes to a particular value. You would use the when record meets conditions trigger.

Although you know your data best and you know what makes sense to you, there are ways of indicating priority for different states that don’t involve having 20 tables. Since you have 20 tables and not 50 tables, are you combining some states together or do you have data for only 20 states?

I dont think email is the right solution for this. Because I should be able to see the stuff when I need to, Not dig into my inbox finding the records. Not the right way to do things.

I’m combining some states but eventually I’ll definately have minimum of 20 states / 20 tables.

Also moving future I’ll have another category of data for another 20 states.

Isn’t it possible for the script to run automatically every 15 minutes and it gathers the most current data ?

If the user have to click on things, the crm isn’t doing its job.

I believe it’s possible to do it via automation. The automation could trigger based on the status change to “Negotiation State” that you mentioned earlier, and copy the record to the working table. Once the status changes to any other option, another automation could be triggered that removes the associated record from the working table.