Skip to main content

Hello!

We have been using Airtable to great success as part of our curatorial process (choosing puppet theater productions from around the world to appear in our annual festival.) Now we would like to use Airtable for other processes like - assessing financial feasibility of each show, documenting production needs for shows that will be appearing in the festival, and archiving information for shows that have appeared in the festival. We also have many venues, many artists, and many countries that the artists are from and we want to track all of that easily as well. We often use forms to get info from artists directly into the Base. 

 

The way I am planning on doing it is with - 1 Base with 4 Tables (Shows, Venues, Artists, Countries), and the Shows table has over 100 fields that are used for various stages of the workflow. And I plan on making lots of views so that people at various stages of the process only have to see the data they need. 

 

(I had originally had two different tables with shows - 1 for the curatorial process and 1 for the production process but it was confusing to have two different tables for the Shows and we had a lot of shows that appear in both Tables.)

 

Is there a better way to structure this? Or maybe there is a way to put views in Folders so that “Jess/Marketing” has a group of views she can easily see are for her, and “Blair/Curatorial” has the same, and so on? The amount of fields for that one table is overwhelming, even for me.

 

Thanks in advance!

~Taylor

While you could create 100 different fields for the stages of the various workflows, it is often best to create the stages in their own table and link the stages to the main record back in the main table. That gives you more flexibility for automations, and more flexibility for interface design.

If you want each person to only see their own record, that is easily accomplished with interfaces. Interfaces allow you to set filters to only show the currently logged-in user their own records.

Then, everybody will automatically only see their own records when they log into Airtable. No need to create or manage separate views. You just need to create one interface and have it filtered by the currently logged-in user.

You just need to make sure that the user is connected to their main records in some way. This can be done with either a user field, an email field, or a lookup field of a user field or an email field.

Hope this helps!

If you have a budget and you’d like to hire the best Airtable consultant to help you set this up, or if you need help with anything else that is Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld

Interesting!  Any chance you could provide a link to a copy of the base with some example data?  I’m curious as to what the 100 fields consist of

You mentioned they’re to do with various stages of the workflow, and I’m wondering if you might benefit from having a ‘Tasks’ table instead, where each record represents a single task for that Show?

So for example you might have Show A and you’d have a record template that’d help you create all the curatorial tasks for you, and then if it actually passed the curation process and you’re bringing the show in, you’d apply another record template with the production tasks

This is how it might look and I’ve set it up here for you to check out

 

Reply


Terms & Conditions