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Limit the number of records (by date) that appear in the search bar when link from another table

J
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I run a workshop / class business.

When a customer books a class I need to manually link the customer to their class looking for the correct class title and date (there are multiple dates to choose from for each class).

HOWEVER ... after having airtable for a year now (created for me so I'm still a relatively new user) I have accumulated 100s and 100s of classes and although I can type in the search bar the name of the class to narrow down the number of classes to search through (to find the correct date) there are still far too many and its never in date order either. Annoyingly classes dating back to 2023 will still appear in my search which I would love to omit from my search. Can anyone help? I can't delete the classes from my bases because I need the data. So how do I make it so that when I need to link the class (record) all I see are the dates "from today" or at least just from 2024?

It's getting easier and easier to make an error as there are just too many to search through and the number is just increasing as my business is based on running on classes. 

 

 

Best answer by TheTimeSavingCo

You can also try creating a view in your Classes table.  Filter out the data you don't want to see and sort it the way you want, then make the linked field use that view:

Here's the raw data:

The filter only showing classes where the date is on or after today:

Sorted by earliest:

And in the linked field this is the available selection:

Link to base

 

 

 

     

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Pascal_Gallais-
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Hello,

You can set up a condition on your linked field so that only classes with a date within the current year are proposed when linking a customer to a class:

Since condition is set on a date field type, you have many options to filter the list of possible classes, for example an option to display classes to come onl:

 

Regards,

Pascal

J
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    JaneGois
TheTimeSavingCo
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You can also try creating a view in your Classes table.  Filter out the data you don't want to see and sort it the way you want, then make the linked field use that view:

Here's the raw data:

The filter only showing classes where the date is on or after today:

Sorted by earliest:

And in the linked field this is the available selection:

Link to base

 

 

 

     

Adam, Consultant @ thetimesaving.company
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dilipborad
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    Matt_Jastremski
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    dilipborad
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    JaneGois
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  • JaneGois
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  • October 24, 2024
TheTimeSavingCo wrote:

You can also try creating a view in your Classes table.  Filter out the data you don't want to see and sort it the way you want, then make the linked field use that view:

Here's the raw data:

The filter only showing classes where the date is on or after today:

Sorted by earliest:

And in the linked field this is the available selection:

Link to base

 

 

 

     


This is great - thank you - you have taught me something and I appreciate you taking the time to send me screen shots too - it helped. 

TheTimeSavingCo
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  • TheTimeSavingCo
    TheTimeSavingCo
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  • JaneGois
  • New Participant
  • October 24, 2024
Pascal_Gallais- wrote:

Hello,

You can set up a condition on your linked field so that only classes with a date within the current year are proposed when linking a customer to a class:

Since condition is set on a date field type, you have many options to filter the list of possible classes, for example an option to display classes to come onl:

 

Regards,

Pascal


Thanks so much Pascal - and for the screen grabs - trying both solutions in different tables but wow - I learnt so much from both you and @TheTimeSavingCo I appreciate the quick reply. If only I had asked a long time ago its been so frustrating sifting through the classes ha!

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