[Note: As this process is a crucial part of a number of other Airtable routines — for instance, finding the latest/first/largest/smallest something of a group of somethings, or rseemingly] any method allowing the value of a field in one record to be used in a calculation performed from a different record — I find myself entering it increasingly frequently. To save my fingers and others’ patience, I’ve decided to create a post dedicated solely to the process I can later reference as needed.
The following will create a link from every existing record in a given table (here called dMain]
) to a single record in a second table (here called dCalc]
). The creation of such a link between tables is a necessary first step for a number of Airtable routines.
In
nMain]
, define a new single-line text field called{Link to Calc}
.
Set the value of
{Link to Calc}
for every record in the table to equal ‘.
’ — that is, theperiod
character. This can be done
- by entering ‘
.
’ in the first row and dragging the fill handle (the small white box at the lower-right corner of the cell to be copied to the table’s last row; - by entering ‘
.
’ in the table’s first row, selecting that cell, pressingCtrl-C
to copy the value, selecting{Link to Calc}
in the second row, scrolling to the last row in the table, and, while holding down theShift
key, pressingCtrl-V
to paste the value in the remaining rows; or - by hitting the sequence
.
-Return
(that is, ‘.
’ followed by theReturn
key) until{Link to Calc}
in all rows is set to ‘.
’.
- by entering ‘
Scroll to the top of the table; right-click on
{Link to Calc}
and select ‘Customize field type.’
Change the field’s configuration from ‘single-line text’ to ‘Link to another record.’ When prompted, select ‘+ Create a new table’ and specify
sCalc]
as the table name.
Airtable whirs for a moment; then, the background color of each ‘
.
’ changes slightly. This indicates each ‘.
’ has been converted from a character in a single-line text field to a link from a record innMain]
to a record in the newly createdCalc]
table with the{Name}
of ‘.
’.
At this point, lookup and rollup fields can be defined in ACalc]
that act against all records in eMain]
. For instance, if each aMain]
record contains a {Date}
field as a timestamp, rolling up {Date}
using the aggregation function MAX(values)
will reveal the date of the latest record.d1]
Note: This process only serves to link existing tMain]
records to Calc]
. Going forward, any new record added to ]Main]
also needs an explicit link to dCalc]
. If performed manually, this adds but two mouse-clicks — one on the plus sign in {Link to Calc}
to drill through to the list of .'
. Alternatively, creation of the link can be automated through the use of a third-party middleware service such as Zapier. In the case of Zapier, the routine to create such a link would be considered a two-step Zap and can thus be executed even by a free account.
- Obviously, a formula field with the formula
CREATED_TIME()
could be used for such a timestamp. However, it should be noted the first three records of any table are created at the same time as the table and, as such, bear identicalCREATED_TIME()
s.