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Update record with automation: record doesn't exist

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I have 2 tables (Table 1 and Table 2) in a base (Base B). I have created 2 automations, the second one is not working.

The records are created in Base A - Table 0 and synced to Base B - Table 1, so Table 1 is a synced table. 

  • The first automation works: When a record enters Table 1 (view X), a record is created in Table 2. 
  • The second automation doesn't work: when a record is updated in Table 1 (view X, all fields), update the record in Table 2

The error is: The record does not exist. I wonder whether the problem is the fact that its a synced record. The record IDs in Tables 1 and 2 are exactly the same, but Table 0 shows a different one.

Would anyone know how to fixt it? Thank you in advance.
 

Best answer by Alexey_Gusev

Hi,
record ID cannot be the same in different tables. Every record receive it's own ID when created, and its unique. I think, you even cannot have 2 records with the same ID in your whole company with all Workspaces and Bases.
Record ID a string recXXXX , where XXX - random 14 characters, letter or number, case sensitive. You can see it adding a field with formula RECORD_ID(). Or if you extend the record by pressing space, ID will be visible in browser address bar, after view ID.

When you set up automation, you add record_id to the respective field. If you put this id in Table2 Update record step, of course it can't exist there.
I think, you should add 'child_id' column to Table 1 with ID of record in Table 2, and add to your first automation last step after Create Record (in Table 2), the step with Update Record (in Table 1), where you put ID of new-created record in that field. 
Records that already existing in Table 2, must be somehow linked to their respective 'parents' in Table 1, then you can temporary create formula field in Table 2, with RECORD_ID(), and reflect it in Table 1 via lookup. Then you can copy values to the 'child_id' field, and then delete link and lookup.

So when automation 2 is triggered, and you want to Update record in Table 2, under 'Table' field you have record ID field. Instead of putting there ID of a record in Table 1, you should put there a value of a 'child_id' field.

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Alexey_Gusev
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Hi,
record ID cannot be the same in different tables. Every record receive it's own ID when created, and its unique. I think, you even cannot have 2 records with the same ID in your whole company with all Workspaces and Bases.
Record ID a string recXXXX , where XXX - random 14 characters, letter or number, case sensitive. You can see it adding a field with formula RECORD_ID(). Or if you extend the record by pressing space, ID will be visible in browser address bar, after view ID.

When you set up automation, you add record_id to the respective field. If you put this id in Table2 Update record step, of course it can't exist there.
I think, you should add 'child_id' column to Table 1 with ID of record in Table 2, and add to your first automation last step after Create Record (in Table 2), the step with Update Record (in Table 1), where you put ID of new-created record in that field. 
Records that already existing in Table 2, must be somehow linked to their respective 'parents' in Table 1, then you can temporary create formula field in Table 2, with RECORD_ID(), and reflect it in Table 1 via lookup. Then you can copy values to the 'child_id' field, and then delete link and lookup.

So when automation 2 is triggered, and you want to Update record in Table 2, under 'Table' field you have record ID field. Instead of putting there ID of a record in Table 1, you should put there a value of a 'child_id' field.

TheTimeSavingCo
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MalachizzBots
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3rd party solution here, but with zzBots 1-Way Sync for Airtable your records will stay in sync and up to date in realtime. Any new or updated records in one table with automatically be synced to the other table. zzBots will automatically keep tack of which records are linked and update them accordingly or create a new one if none exists.

1-Way Sync: https://www.zzbots.com/store/airtable-airtable-1-way-sync

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Alexey_Gusev wrote:

Hi,
record ID cannot be the same in different tables. Every record receive it's own ID when created, and its unique. I think, you even cannot have 2 records with the same ID in your whole company with all Workspaces and Bases.
Record ID a string recXXXX , where XXX - random 14 characters, letter or number, case sensitive. You can see it adding a field with formula RECORD_ID(). Or if you extend the record by pressing space, ID will be visible in browser address bar, after view ID.

When you set up automation, you add record_id to the respective field. If you put this id in Table2 Update record step, of course it can't exist there.
I think, you should add 'child_id' column to Table 1 with ID of record in Table 2, and add to your first automation last step after Create Record (in Table 2), the step with Update Record (in Table 1), where you put ID of new-created record in that field. 
Records that already existing in Table 2, must be somehow linked to their respective 'parents' in Table 1, then you can temporary create formula field in Table 2, with RECORD_ID(), and reflect it in Table 1 via lookup. Then you can copy values to the 'child_id' field, and then delete link and lookup.

So when automation 2 is triggered, and you want to Update record in Table 2, under 'Table' field you have record ID field. Instead of putting there ID of a record in Table 1, you should put there a value of a 'child_id' field.


Thank you very much, Alexey_Gusev. I have to admit I have tried to do what you suggested, but with no success yet. I will try again in a few days time and, if I still have problems, I will contact Airtable HelpDesk.

khoner01
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I am having this exact same set up and problem. Did you get this resolved? Planning on reaching out to help desk as well

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khoner01 wrote:

I am having this exact same set up and problem. Did you get this resolved? Planning on reaching out to help desk as well


I ended up contacting Airtable HelpDesk, they helped me. I have 2 automations:

  1. [Trigger] When a record enters Table 1 View X , [Action] the record is created in table 2. 
  2. [Trigger] When a record is updated in Table 1 View X, [Action] update record in Table 2.

As Alexey_Gusev explained, the record ID cannot be the same in different tables, that is what causing the problem.

I have not touched the automations since I got this fixed, I am afraid I cannot recall what we did to make them work. I think the key is within the Action details of the second automation. Under Configuration there is a field called *Record ID; this is the description: ID of the record to update. To update a record from a previous step, use the + menu to choose the step and its Record ID. There, my automation shows the name of View X.

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MSN wrote:

I ended up contacting Airtable HelpDesk, they helped me. I have 2 automations:

  1. [Trigger] When a record enters Table 1 View X , [Action] the record is created in table 2. 
  2. [Trigger] When a record is updated in Table 1 View X, [Action] update record in Table 2.

As Alexey_Gusev explained, the record ID cannot be the same in different tables, that is what causing the problem.

I have not touched the automations since I got this fixed, I am afraid I cannot recall what we did to make them work. I think the key is within the Action details of the second automation. Under Configuration there is a field called *Record ID; this is the description: ID of the record to update. To update a record from a previous step, use the + menu to choose the step and its Record ID. There, my automation shows the name of View X.


Appreciate you getting back to me! I contacted HelpDesk and they walked me through the process. I realized I was not selecting the right record in the update record action.

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