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List linked records not linked

  • February 10, 2025
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  • Sareyh
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I have created an airtable base to see what steps different organizations need to take. I have a list of all of the steps in one table. And a list of all organizations in another. I have a linked column connecting the two to show what steps each organization has taken. I am trying to make it so I can easily see the steps that an individual organization has NOT taken yet/ what they still need to do (They all have to do all of the steps). I don't necessarily care how it is done as long as I don't have to do it manually and can easily see what steps have not been taken by each organization.

For example, I want Organization 2 to say that it still needs to do steps 15, 19, and 20 (the steps do not have to be done in order for the most part).

Images and an example base are attached for a better understanding of what I am trying to get at. Link: https://airtable.com/appP3aMz3aJ2jYLGp/shrnb4rpltjlBPdZH/tblbT6mtF29tzfsbF/viwiytG0caCqn0XZT?blocks=hide

Thank you for any help that you can provide!!

Best answer by TheTimeSavingCo

If the steps are static and don't change, you could do this with a formula:

If they're dynamic, then I'd recommend a table where each record represented a single step linked to a single org, and then you could do lookups based on whether the step's completed or not:

And I've set it up for you here!

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TheTimeSavingCo
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If the steps are static and don't change, you could do this with a formula:

If they're dynamic, then I'd recommend a table where each record represented a single step linked to a single org, and then you could do lookups based on whether the step's completed or not:

And I've set it up for you here!

Adam, Consultant @ thetimesaving.company
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  • Sareyh
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  • February 10, 2025
TheTimeSavingCo wrote:

If the steps are static and don't change, you could do this with a formula:

If they're dynamic, then I'd recommend a table where each record represented a single step linked to a single org, and then you could do lookups based on whether the step's completed or not:

And I've set it up for you here!


Hi adam,

Mostly, they are stagnant overall, some may not apply to some of the organizations, but I was just planning on marking those as complete. For the static formula, the only thing is that the tasks have long names, not numbers, and I currently have 47 tasks on the list. And I don't want them to be referred to as numbers cause that is how I will refer to them. So is there a way to do that easily with a formula? I'm thinking that it might be best to do it the other way with the Org<>Steps table.

Thanks!

VikasVimal
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  • VikasVimal
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  • February 10, 2025

You'll need two linked record fields. One for tasks assigned, and one for tasks completed. An automation or script can highlight the tasks that are incomplete of those assigned.
You can use an automation to auto assign tasks from a view. Then, as tasks are completed, add them to the Completed tasks linked record field. An automation would handle the unfinished tasks out of tasks assigned.

Alternatively, Have a third mapping table of tasks assigned per org. each task assigned to each org will be one record here. You can then rollup finished and unfinished tasks easily. From a db perspective, this is a more solid approach.

TheTimeSavingCo
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Sareyh wrote:

Hi adam,

Mostly, they are stagnant overall, some may not apply to some of the organizations, but I was just planning on marking those as complete. For the static formula, the only thing is that the tasks have long names, not numbers, and I currently have 47 tasks on the list. And I don't want them to be referred to as numbers cause that is how I will refer to them. So is there a way to do that easily with a formula? I'm thinking that it might be best to do it the other way with the Org<>Steps table.

Thanks!


Yeap, formula wise it'd be the same, it'd just be a pretty long formula

Having the Org <> Steps table would be nice yeah, and it would let you track specific data tied to each task too

Adam, Consultant @ thetimesaving.company
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  • Sareyh
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  • February 19, 2025
TheTimeSavingCo wrote:

Yeap, formula wise it'd be the same, it'd just be a pretty long formula

Having the Org <> Steps table would be nice yeah, and it would let you track specific data tied to each task too


Is there a way to set this up that reduces the number of records I need? With 4 orgs (plus other things I need in that base) I am already over the limit (I am on the free plan). Thank you!

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