BOOM!!! UA-cam knows me so well and that I was just getting into something similar to this and this just hit the nail right on the head for me!!! YAY!!! :D Essentially I have a "morning form" and "evening form" I fill out for myself to track my progress/reflection. They go to the same base but they're separate rows since they're new submissions. Totes going to use this so the "evening form" updates the same row as my "morning form" YESSSS 🙌🔥
Thanks a lot for the instruction! It worked fine with images and text, but it didn't work with status, multiple choice, or ratings. Do you know if we can only update texts and images or can we also change other fields such as the status? If your video tip is only for texts and images, can you indicate a way to update the status of an airtable record?
For us we do need users to edit existing data, although I'm not sure I would find this solution useful. I think maybe a better use case (and what we need) would be for the form to load with existing data from the user record and let the user decide what to update and submit their changes, rather than making the user select the field names from a dropdown and submit new information almost blindly (not seeing what data already exists). Not sure if one of the extensions like miniextensions would work that way. Haven't tried one of those yet but I'm hopeful. Thanks for the post.
@@GarethPronovost Hello Gareth, I'm trying a question, hoping you can answer it. Your technique has worked for a while, but in recent days, some automation has been in error with the alert message 'Updating the record failed due to insufficient permissions.' I specify that I am the owner of this table and that I have all the rights over it. Automation works about 1 out of 7 times and I can't explain where the problem might come from I also have empty linked records, I could see that it could create problems, so I filled them with a linked records '-' but that does not change anything. Thanks for reading my question :)
@@djimmy3278 automation permissions must be activated for each field and also for the table. Check your field and table settings to make sure that you haven't turned off "create new records with automation" or "update field with automation" - if these are turned off, then your automation can't work because of the lack of permissions.
Thanks for this fantastic video. I followed your instruction, but the parent record ID did not show up when I clicked on the prefill form in the main table (table 1). Would it be possible to fix this issue?
Excellent thank you!! Is there a reason this can not be done in different VIEWS within a single table rather than across two separate TABLES? I need to keep table 1 synced with table 2. It’s easier to just use views rather than tables.
Tables represent specific sets of data, so I recommend two tables. Table 1 is your live data, table 2 is your set of updates. However, logistically you can use a single table, but it would be messier, IMO
Thank you so much for sharing. It really helped me! I got trouble with prefilling linked fields: only the first come out. Any idea? Is it an airtable limitation? Thanks
Brilliant tutorial, thanks. How do you keep a synchronized copy FROM Table 1 live data TO Table 2 (and then not have it run an infinite loop when updates are pushed from Table 2 to Table 1)?
@@GarethPronovost YES!!!! It worked like a charm!!!! Let me thank you again for this useful tutorial..I don't know why I wasn't able to make prefilled forms work in the past but now with your tutorial, it worked in the first try.
I would think so, although the question that comes to mind is whether it would add a new attachment or replace the existing attachments. I suspect it would be the latter, but I'm sure workarounds would be available!
This has been very helpfull for me. I have only one problem I haven't been able to solve. I'm using these forms on a vinyl factory, I want workers to use the forms to update data like "vinyl's pressed" which I achieved thanks to this tutorial. Problem is, in some cases I need the the addition of the numbers they are updating. IE: RC pressed 260 copies of REC001 on Monday, 240 on Tuesday and 300 on Wednesday. The automation setup will only show me 300 on "vinyl's pressed". Any idea on how to workaround this?
Hi! In this case, you'll want to create a separate, linked table. Every time folks submit a form, it will tally the number created on a given day. This will link back to the item that they "pressed" in the first table. You can then use a ROLLUP field in the ITEM table to SUM the amount that are pressed through all the form submissions. Hope this helps!
I also needed this already a long time.. but also for a checkmark.. how can you do that? 'update checkmark' but with password protection othrwise everybody with the form-link can update the checkmark.. (i want to use it for bookchapters checked if I gave the lessons it to the students)
Hey Karel, I'm not sure what you're specific use case is, but you can automate the box getting checked by giving it '1' or 'true' values when you build the automation. For password protection, you can protect the form so that it requires a password - this is done in the share settings of the form.
@@GarethPronovost thx.. bookchapters : I made a website wit an embed code of a table from airtable for each studentgroup/class, but when I finished the lesson I want to check or give comments about what was wrong or students notes when they weren't at the classroom because of illness.. do you better understand now?
@@GarethPronovost im kinda in a similar situation. On the update table I want to update a checkbox. Somehow the formula for prefill form when it comes to checkboxes and also lookup field doesn't work. Is there another way of doing prefill formula for that?
Thank you for the good explanation. It really helped me a lot. In addition, I have a question. Is there a way to make the attachment appear in the prefilled form in the same way? I want to update the attachment data.
The matching (secondary) table has the ID automatically filled out from the form. This value is prefilled and is unique for each record which is updated
Hello Gareth, Great videos as always. I was just wondering on the Parent Record ID that is duplicated from the main table. It seems that when I duplicate the main table, the update table will have different Parent Record ID. How do I make sure that the parent record ID is the same with the initial Record ID?
Great job Gareth, AirTable is an amazing tool and I was introduced to it in November 2018. Your dedication and effort to help others with your vast AT knowledge base still keeps me inspired. I encouraged a few roofing contractors to AirTable and highly recommended it. Have any roofing contractors engaged GAP to create a roofing AirTable workflow? I would love to see some examples if you have. Thanks for keeping it interesting.
Hi Robert, I have built a solution for a UK based Windows and Doors Company. We track customers, jobs, supplies on it and it provides all out management information on sales etc. Not sure exactly what you want to do but there may be overlaps. And, thank you Gareth for your guidance. Fantastic work.
HI, I m new with Air Table but I see that is a lot of possibilities. Can this up dates can be effective without getting a person access to all the data? For example, can I send an email with updates options and their changes filled in the form will automatically update in my parent form? Thanks!!
You sure can. I prefer to exclude the need for a secondary table. The optimal way is to use a third-party plug-in (mini extensions is great for this). But if you're on a tight budget, this free option works great!
Thanks Gareth - you're videos are always really useful! I have a base with some large blocks of text. I'm conscious that prefilling fields has a character limit associated with he max size of a URL. Can you recommend a way to bypass this limitation or is my only choice a 3rd party solution like mini-extensions?
I've not encountered this before, but my first thought would be to try a bit.ly link - you can try the full URL you want and then build an automation to give you a shortened link
Love your vids Gareth. In this tutorial you edit existing data. Is it possible to add a row of data via a form from front end in order to show a history?
Thanks Nelius! Yes, you can have a form that adds a new row - in fact that's how the form submissions work, natively (adding a new record in a table). I suppose in this case, you'd want to find a way to link the form submissions to the relevant record. This could easily be done with an automation, following the steps I outlined here, that connects the record using the supplied record ID.
Would this still be possible if the record ID was hidden purposefully by using a non-likely conditional trigger? We use a custom record ID that is more recognizable by the users, could this field be used instead?
Thank you for this tutorial. Is it possible to get the Parent Record ID in the Updates table to automatically populate as plain text? Can it pull the Record ID data that's formula-generated in Table 1?
Great idea, thanks for the explanation. This process is too cumbersome for our mega airtable base, so we'd likely need an extension. You mentioned there are extensions for this.. it would be great if you include suggestions or links to extensions in the details below.
Does sending someone a form force you to pay for added users in your Air Table? I wrote a book and want to manage the editting of Version2.0 via Air Table with my editor. I want him to use the forms to do this. Does this sound like a good application of this?
If there are hundreds of members of an association listed in a directory powered by AirTable, and you wanted to give each member the opportunity to update (only) their own data, without sending everyone their form repeatedly, how could a member request the form be sent just t their own email, so they could complete it?
Hi, Thank you for your instructions on this process. I was easily able to follow along with you and did everything that was instruction. However, when I submit my Prefill form information as you have it laid out. It says there is an error and will not let me proceed. I have re-watched your video multiple times and even tried others. Nothing is working for it to do what you have yours doing. Can you take a look at my formula and see what I am doing wrong? I would greatly appreciate any help you could provide. Thank you in advance. Kat CONCATENATE({Form URL},’?prefill_Photo=’,ENCODE_URL_COMPONENT(Photo),‘&prefill_Size=’, ENCODE_URL_COMPONENT (Size),‘&prefill_List+Date=’ ENCODE_URL_COMPONENT (List Date),‘&Prefill_Listed+On=’, ENCODE_URL_COMPONENT (Listed On),‘&prefill_Damaged=’ ENCODE_URL_COMPONENT (Damaged),‘&Prefilll_Parent%20Record%20ID=’,(Record ID)}
@@GarethPronovost Is there a way to show outside users the "update" form? For example, I have an application outside users fill out. I'm trying to find a way for the user to submit the info partially, and be able to come back to it later to finish it. I feel like your video here gets me just about there, but I can't figure out how to give that "Update Email" area in your example to outside users. Is it an outside/third-party like zapier that could send a confirmation email with their specific Record ID link?
I am managing a roster of nearly 300 students. Every year when I have them submit their information through Airtable, am I able to send one link to the entire student body where they can update their own records instead of it adding a new record every time even though I already have a record for them? Is this possible?
Absolutely - you'll want to send each student their own URL that is prefilled with their information. Check out this tutorial about creating prefilled URLs in Airtable ua-cam.com/video/uYyVzOypUms/v-deo.html
Curious if there is a way to add multiple entries to a single cell with this like a Multiple Select. EX: I have a date record that I want to have everyone who attends a workout to add their name to that date record. Only issue I see is that it each new entry will overwrite the previous data but I want to keep it all. Thanks!
That's true about a multi-select field. The key here is to make sure that when you update the record, you inlcude the data that's already there and then add any new selections to the end of it. If you only add the new data, it will overwrite the field entirely.
@@GarethPronovost Anyway to do this with a formula, possibly in a different column? I know awhile back I had a Zap set-up where I had a comma before the Action and it would add in new entries into a multi-select field without deleting the previous entries in Airtable. Rather do it without Zapier this time though.
¡Hey really good use case! I've used Arengu for that same functionality natively within their flows and it is really useful. But love the implementation in only Airtable :D
BOOM!!! UA-cam knows me so well and that I was just getting into something similar to this and this just hit the nail right on the head for me!!! YAY!!! :D
Essentially I have a "morning form" and "evening form" I fill out for myself to track my progress/reflection. They go to the same base but they're separate rows since they're new submissions. Totes going to use this so the "evening form" updates the same row as my "morning form" YESSSS 🙌🔥
💯
Thanks a lot for the instruction! It worked fine with images and text, but it didn't work with status, multiple choice, or ratings. Do you know if we can only update texts and images or can we also change other fields such as the status? If your video tip is only for texts and images, can you indicate a way to update the status of an airtable record?
For us we do need users to edit existing data, although I'm not sure I would find this solution useful. I think maybe a better use case (and what we need) would be for the form to load with existing data from the user record and let the user decide what to update and submit their changes, rather than making the user select the field names from a dropdown and submit new information almost blindly (not seeing what data already exists). Not sure if one of the extensions like miniextensions would work that way. Haven't tried one of those yet but I'm hopeful. Thanks for the post.
Perhaps you could include the "update" link to the form on the original sheet in a view format for the end user
I needed this info today to figure out why a potential client's form isn't filling out to anything! Thank you Gareth!
Glad it was helpful, Jenny!
Thanks for your work ! I was looking for this solution for a long time
Glad to help - hoping it wasn't too hard to follow
@@GarethPronovost Hello Gareth, I'm trying a question, hoping you can answer it.
Your technique has worked for a while, but in recent days, some automation has been in error with the alert message 'Updating the record failed due to insufficient permissions.'
I specify that I am the owner of this table and that I have all the rights over it. Automation works about 1 out of 7 times and I can't explain where the problem might come from
I also have empty linked records, I could see that it could create problems, so I filled them with a linked records '-' but that does not change anything.
Thanks for reading my question :)
@@djimmy3278 automation permissions must be activated for each field and also for the table. Check your field and table settings to make sure that you haven't turned off "create new records with automation" or "update field with automation" - if these are turned off, then your automation can't work because of the lack of permissions.
Bravo Gareth ! Great idea
Thank you! 🤝
Thanks for this fantastic video. I followed your instruction, but the parent record ID did not show up when I clicked on the prefill form in the main table (table 1). Would it be possible to fix this issue?
To retrieve the record ID in Airtable, use a formula: record_id()
Excellent thank you!! Is there a reason this can not be done in different VIEWS within a single table rather than across two separate TABLES? I need to keep table 1 synced with table 2. It’s easier to just use views rather than tables.
Tables represent specific sets of data, so I recommend two tables. Table 1 is your live data, table 2 is your set of updates. However, logistically you can use a single table, but it would be messier, IMO
Thank you so much for sharing. It really helped me! I got trouble with prefilling linked fields: only the first come out. Any idea? Is it an airtable limitation? Thanks
Brilliant tutorial, thanks. How do you keep a synchronized copy FROM Table 1 live data TO Table 2 (and then not have it run an infinite loop when updates are pushed from Table 2 to Table 1)?
Awesome, informative video. Truly helped me out!
So glad to help. 💪
Hey can you do a Stacker vs Softr comparison 0:09 ?
it's here: ua-cam.com/video/9XqUTLmYg0g/v-deo.html
This is brilliant! Will try it out and see how I mange with this. Thanks for sharing!
Thanks! It's pretty simple to set up if you just go step by step! 💪
@@GarethPronovost YES!!!! It worked like a charm!!!! Let me thank you again for this useful tutorial..I don't know why I wasn't able to make prefilled forms work in the past but now with your tutorial, it worked in the first try.
@@williammachado5917 NICE! That's what we're here for! 🙌
Thanks, this really helped me.
So glad to help!
Great Video, can you do a similar thing to submit attachments?
I would think so, although the question that comes to mind is whether it would add a new attachment or replace the existing attachments. I suspect it would be the latter, but I'm sure workarounds would be available!
@@GarethPronovost thanks! 👍🏻
This has been very helpfull for me. I have only one problem I haven't been able to solve.
I'm using these forms on a vinyl factory, I want workers to use the forms to update data like "vinyl's pressed" which I achieved thanks to this tutorial. Problem is, in some cases I need the the addition of the numbers they are updating. IE: RC pressed 260 copies of REC001 on Monday, 240 on Tuesday and 300 on Wednesday. The automation setup will only show me 300 on "vinyl's pressed".
Any idea on how to workaround this?
Hi! In this case, you'll want to create a separate, linked table. Every time folks submit a form, it will tally the number created on a given day. This will link back to the item that they "pressed" in the first table. You can then use a ROLLUP field in the ITEM table to SUM the amount that are pressed through all the form submissions.
Hope this helps!
@@GarethPronovost genius, this was way easier than what I was trying to do hahah, thanks a lot!
What about allowing external clients to update their own info without needing to sign in?
Sure! There's no need to sign in with this form
I also needed this already a long time.. but also for a checkmark.. how can you do that? 'update checkmark' but with password protection othrwise everybody with the form-link can update the checkmark.. (i want to use it for bookchapters checked if I gave the lessons it to the students)
Hey Karel, I'm not sure what you're specific use case is, but you can automate the box getting checked by giving it '1' or 'true' values when you build the automation. For password protection, you can protect the form so that it requires a password - this is done in the share settings of the form.
@@GarethPronovost thx.. bookchapters : I made a website wit an embed code of a table from airtable
for each studentgroup/class, but when I finished the lesson I want to check or give comments about what was wrong or students notes when they weren't at the classroom because of illness.. do you better understand now?
@@GarethPronovost im kinda in a similar situation. On the update table I want to update a checkbox. Somehow the formula for prefill form when it comes to checkboxes and also lookup field doesn't work. Is there another way of doing prefill formula for that?
Thank you for the good explanation. It really helped me a lot. In addition, I have a question. Is there a way to make the attachment appear in the prefilled form in the same way? I want to update the attachment data.
Interesting - I haven't done this myself, but I'd suggest trying to add the attachment into the prefill formula to check! 🤞
When you created the new matching table with the Record ID that is text, did you have to do that step manually?
The matching (secondary) table has the ID automatically filled out from the form. This value is prefilled and is unique for each record which is updated
Hello Gareth,
Great videos as always. I was just wondering on the Parent Record ID that is duplicated from the main table. It seems that when I duplicate the main table, the update table will have different Parent Record ID. How do I make sure that the parent record ID is the same with the initial Record ID?
Sir please reply
How to inable Airtable website Google ads
Can you give me a bit more info?
Very Useful :)
Great job Gareth, AirTable is an amazing tool and I was introduced to it in November 2018. Your dedication and effort to help others with your vast AT knowledge base still keeps me inspired. I encouraged a few roofing contractors to AirTable and highly recommended it. Have any roofing contractors engaged GAP to create a roofing AirTable workflow? I would love to see some examples if you have. Thanks for keeping it interesting.
Hey Robert! No, we haven't been hired by any roofing contractors that I'm aware of. Appreciate the referrals though!
Hi Robert, I have built a solution for a UK based Windows and Doors Company. We track customers, jobs, supplies on it and it provides all out management information on sales etc. Not sure exactly what you want to do but there may be overlaps. And, thank you Gareth for your guidance. Fantastic work.
HI, I m new with Air Table but I see that is a lot of possibilities. Can this up dates can be effective without getting a person access to all the data? For example, can I send an email with updates options and their changes filled in the form will automatically update in my parent form? Thanks!!
You sure can. I prefer to exclude the need for a secondary table. The optimal way is to use a third-party plug-in (mini extensions is great for this). But if you're on a tight budget, this free option works great!
Thanks Gareth - you're videos are always really useful!
I have a base with some large blocks of text. I'm conscious that prefilling fields has a character limit associated with he max size of a URL. Can you recommend a way to bypass this limitation or is my only choice a 3rd party solution like mini-extensions?
I've not encountered this before, but my first thought would be to try a bit.ly link - you can try the full URL you want and then build an automation to give you a shortened link
Thank you for sharing!!!💪💪💪👍👍👍
Hope you enjoyed it! 🤘
Love your vids Gareth. In this tutorial you edit existing data. Is it possible to add a row of data via a form from front end in order to show a history?
Thanks Nelius! Yes, you can have a form that adds a new row - in fact that's how the form submissions work, natively (adding a new record in a table).
I suppose in this case, you'd want to find a way to link the form submissions to the relevant record. This could easily be done with an automation, following the steps I outlined here, that connects the record using the supplied record ID.
Would this still be possible if the record ID was hidden purposefully by using a non-likely conditional trigger?
We use a custom record ID that is more recognizable by the users, could this field be used instead?
Any "key" can be used, as long as it's always unique
Thank you for this tutorial. Is it possible to get the Parent Record ID in the Updates table to automatically populate as plain text? Can it pull the Record ID data that's formula-generated in Table 1?
Sure, you can copy/paste it as text in a field with an automation
Great idea, thanks for the explanation. This process is too cumbersome for our mega airtable base, so we'd likely need an extension. You mentioned there are extensions for this.. it would be great if you include suggestions or links to extensions in the details below.
Hi Tristan, I'd recommend a front end interface for more complex problems. Specifically my favorites are:
softr.io
miniextensions.com
stacker.app
Does sending someone a form force you to pay for added users in your Air Table? I wrote a book and want to manage the editting of Version2.0 via Air Table with my editor. I want him to use the forms to do this. Does this sound like a good application of this?
Sending someone a form does not add a user to your Airtable account. Anyone can submit data in the form without incurring charges for you.
Gareth - thanks! This is perfect! :)
Thanks Gary!
If there are hundreds of members of an association listed in a directory powered by AirTable, and you wanted to give each member the opportunity to update (only) their own data, without sending everyone their form repeatedly, how could a member request the form be sent just t their own email, so they could complete it?
Thank you Gareth!
My pleasure!
Hi, Thank you for your instructions on this process. I was easily able to follow along with you and did everything that was instruction. However, when I submit my Prefill form information as you have it laid out. It says there is an error and will not let me proceed. I have re-watched your video multiple times and even tried others. Nothing is working for it to do what you have yours doing. Can you take a look at my formula and see what I am doing wrong? I would greatly appreciate any help you could provide. Thank you in advance. Kat CONCATENATE({Form URL},’?prefill_Photo=’,ENCODE_URL_COMPONENT(Photo),‘&prefill_Size=’, ENCODE_URL_COMPONENT (Size),‘&prefill_List+Date=’ ENCODE_URL_COMPONENT (List Date),‘&Prefill_Listed+On=’, ENCODE_URL_COMPONENT (Listed On),‘&prefill_Damaged=’ ENCODE_URL_COMPONENT (Damaged),‘&Prefilll_Parent%20Record%20ID=’,(Record ID)}
Airtable formulas can get confused by quotes, apostrophes, etc. Check that your ' ' are completely vertical and not being read as apostrophes.
Looks grate! Thank you.
But this method, unfortunately, doesn't work with attachments.
Have you tried to pass the attachment URL to the new attachment field?
@@GarethPronovost , yes, but that doesn’t work for me.
Weird 🤔
@@GarethPronovost It adds a new row to Table 2 (work table) but does not change the file in Table 1 (main table).
Does airtable encourage multiple users
Definitely!
Hi, does that mean that each record has its own unique link to in order to update?
Precisely
@@GarethPronovost Is there a way to show outside users the "update" form? For example, I have an application outside users fill out. I'm trying to find a way for the user to submit the info partially, and be able to come back to it later to finish it. I feel like your video here gets me just about there, but I can't figure out how to give that "Update Email" area in your example to outside users. Is it an outside/third-party like zapier that could send a confirmation email with their specific Record ID link?
Is it possible to delete a record from the front end?
No, you can't delete from Softr but best practices are to archive records instead, which you can do
I've tried to submit attachment but it's doesn't work. Can you help me pls?
I got It, is the same process, but in the automation in *FIELD you need to chose Record - File values - "Your Field" - URL
Glad you got it working!
I am managing a roster of nearly 300 students. Every year when I have them submit their information through Airtable, am I able to send one link to the entire student body where they can update their own records instead of it adding a new record every time even though I already have a record for them? Is this possible?
Absolutely - you'll want to send each student their own URL that is prefilled with their information. Check out this tutorial about creating prefilled URLs in Airtable ua-cam.com/video/uYyVzOypUms/v-deo.html
Curious if there is a way to add multiple entries to a single cell with this like a Multiple Select. EX: I have a date record that I want to have everyone who attends a workout to add their name to that date record. Only issue I see is that it each new entry will overwrite the previous data but I want to keep it all. Thanks!
That's true about a multi-select field. The key here is to make sure that when you update the record, you inlcude the data that's already there and then add any new selections to the end of it. If you only add the new data, it will overwrite the field entirely.
@@GarethPronovost Anyway to do this with a formula, possibly in a different column?
I know awhile back I had a Zap set-up where I had a comma before the Action and it would add in new entries into a multi-select field without deleting the previous entries in Airtable. Rather do it without Zapier this time though.
thanks
You're welcome! Thanks for watching!
GRANDE!!
Thanks!
Bravo
Thanks for watching! 🙏
You should put (without a paid plugin) in the title, I probably would have clicked faster lol
¡Hey really good use case! I've used Arengu for that same functionality natively within their flows and it is really useful. But love the implementation in only Airtable :D
Hey Alex! Thanks for the feedback. I haven't used Arengu personally, but I'm glad this inspired some new ideas!