Updating Linked Records from another Table

[Lexie_Ma31]

I have 3 tables:

1. Units - a list of all our technology units whether classified as inventory or leased to a customer
2. Customers - linked to the Units table
3. Unit Setup - this is a form to be used by the shipping department to go through shipping checklists AND assign a Unit to a Customer.

I cannot figure out how to get the Unit Setup Form to update the Unit assigned to the Customer. I can get it to add a new linked record column… but I want it to update the main associated Customer record to the Unit.

[Kamille_Parks · Accepted solution]

You could try using an automation:

1. Add a Formula field to [Customers] to get the RECORD_ID()
2. Add a Rollup field to [Unit Setup] to pull in the {Customer} record ID using aggregate formula: CONCATENATE(values). Note: This will only work if only ONE customer is selected (and will work if multiple units are selected).
3. Create an automation with a trigger on new [Unit Setup] records. Include an Update Record action step where the table is set to [Customers] and the Record ID is set to the Rollup field’s value from the trigger record. Update the Link field connected to [Units] by using the List of 'name' from the trigger record’s link to [Units]

[Lexie_Ma31]

Thank you!! This works perfectly. Do you know if an automation can also update a single select picklist?

The form also asks the shipper for the software version they installed… which is a single select picklist.
I have the same list on the Units table. I want to update the current version installed on that unit when they fill the form.

I tried to add this to the automation and the test keeps failing.

[Kamille_Parks]

You’re going to have to repeat the same process: Get the record ID for the linked [Unit] into the [Unit Setup] table using a Rollup. This particular method will only work if one record ID is found.

To update the [Units] table record you’ll need a separate Update Record action step. Use the Name value from the single select field of the trigger record.

If you need to link to multiple units you’ll need a script.

Its also probably possible you could accomplish the same net effect by using Lookup fields instead of single select fields in the [Units] table to conditionally pull the value from the unit’s latest assignment record in the [Unit Setup] table.

[Lexie_Ma31]

Only need to link to 1 unit.
This is what I tried but it is failing.

Also, I cannot do the Lookup because I already have a ton of records that were “Prepped” on paper and would return empty values as we’re just moving to doing it in airtable.

[Kamille_Parks]

Make sure the record the Automation is using to test has a value for that field. Also make sure both SingleSelect fields have the same possible options.

[Lexie_Ma31]

Test has a value and both single select lists are exactly the same… Still giving an error of “invalid inputs”. Any idea?

[Kamille_Parks]

Run the test for the trigger step again, then test the action step.

[Lexie_Ma31]

It’s still showing failed… but the action actually works within the table? Strange

[Lexie_Ma31]

GOT IT!! Thank you so much!