Hey UA-camrs - someone pointed out a typo to me and I wanted to correct it ASAP. At 0:58, the types of relationships should have been listed as: 1. One to One 2. One to Many 3. Many to Many Sorry for any confusion!
I want to link table 1 to Table 2 ( W/ Specific Filter) and When viewing the table 2 records on table 1. I would only like to see the Fields that are not hidden on the filter in that specific order).
Can I link a total of a Service to a new table? I have a business where I do Home Watch, landscaping, and airport service. I want to pull the totals for each of these services and have them in a new table. Plus they would update as I complete new services. I just subscribed to your channel.
Hey desertdude1, thanks for the sub! Yes, what you're looking to do is totally possible. Let's say you have two tables. - Table 1: Services (the three services you described above) - Table 2: Jobs (each record is a new project you complete with it's own price) You can solve for the total like this: 1. Link the two tables. The Services Table will have a 'many' relationship since each service can be linked to multiple jobs. Each job will have a 'singular' relationship since each job links to only one service. 2. In the Services Table, create a new field. Name it "Totals" and select the "Rollup" field type. This is a specific field type you can select that will aggregate all the data that you point it to. 3. In the Rollup Field you first need to tell it what table you want it to summarize. Select the "Jobs" Table. 4. Next you need to tell it what field from the Jobs Table you want to roll up. Select the Price Field. 5. Lastly, you need to tell it how you want to look at all of that data. You can do lots of things here, but you're looking for the SUM function. Select "SUM(values)" from the list. 6. Save it and double check that it's pulling in the data you expect. Let me know if that did the trick!
I am trying to build a quality compliance database and have a number of clinics that need to meet the same set of standards, each standard is either Non-compliant, In Progress or Compliant. How would i link the standards to the clinics so that I only show the compliance status of a particular clinic?
Great Videos... I am setting up a basic products table, which in turn allows a link to a quick quote table - add products and amount and customer - how do you look up many items on the quote to one customer?
Hey thanks for the great info! I'm wondering if the functionality exists to populate a new table based on info from another table. Lets say I have a 'leads' table and a 'booked' table, and when I mark a client as booked in the 'leads' table, I'd like for them to automatically populate into the 'booked' table. I haven't been able to find this functionality, mainly because you cant make a primary field into a linked field. Thoughts?
Hey Dan - my initial thought is to instead track this data in one table - 'Contacts' - then I'd have a status or tag field that tells me if they are a lead or booked. This way you can create unique views for each of the divisions, but keep all of your data in one dataset. However, if you still wish to move forward with your architecture in separate tables, you'd require an automated procedure (check out Zapier.com) to populate the 'booked' table with the 'lead' data.
The most 'proper' way to solve that is to create another table where you combine your services with a QTY. Although if you have a limited number of various QTY possibilities, you might elect to use the single table approach for service/products and create new records for each QTY+service relationship.
Hey Steve, Not sure if I understand, but let me take a swing at it... You have a (1) text field and (2) multi-select field. You want to take data from the text field and add it to the multi-select field, as different options To do this, separate the data in the text field by commas. Example: apple, banana, coffee Set up a Zapier integration to copy the data in the text field and paste it in the multi-select field The commas tell Airtable that these are separate items Multi-select output becomes: (apple) (banana) (coffee) Each is separated Alternatively, you could skip the Zapier automation and just copy/paste the data Hope this helps!
Ehi guy but if I want to search the customer in the customer link I can't. I can only by ID but if I have more and more customers is impossibile to search. Can you help me?
I'm looking at airtable automations, trying to get "new forms" to trigger a dynamic search in another table, and then an action... It seems to be a common issue and can't find a work around... Could something as simple as linking them together based on shared criteria work?
Hey Devin - you should have this functionality within Airtable Automations. Build a new form submission trigger and then perform a "Find Records" action in your next step. I don't think you'd NEED a linked relationship, although it depends on the nuance of your specific use case.
I have an rss feed which is job description but it also includes every other details like company name, job title, salary, location, web link, application link without any different css tag (which means everything under one tag). But I want to extract everything in separate column from that description. Can you help me do that. To make it easy it is rss of "ask hn: who is hiring?" Can you help me with that?
How to link single record to multiple tables? Suppose I have two tables for inventory both tables are linked to each other. And there's one table where I record daily sales. So, how do I fetch inventory from both the tables into the table where I'd be recording daily sales.
You'd need two links in your table that records sales, one to each of your inventory tables. I'd push back a bit here and question why you have inventory listed in two different tables, however. In most cases, I'd expect all inventory to be in one table. 🤷♂️
Hello, is it possible to put in Airtable a system of notifications or alerts for an inventory database? For example, to define when the stock of a product ended?
Definitely. You'll want one table to have your items with starting quantities and another table to record your orders. Using some creative formulas, you can then deduct items from the running total as orders come in. If you want to set up rules to re-order inventory at a certain level, you'll just need to write that logic into the database so that you get alerts when stock reaches a certain level.
Can you do a more in depth UA-cam video on how to track multiple KPI’s , I know you have another one but another example would be great on getting the information in it and what is recommended to track etc?
@@GarethPronovost oh yay! I personally want to track sales calls, quotes given , conversion rates of calls & quotes. And then for customer statuses: one time, recurring, one time canceled , and recurring cancelled
Hello gareth! All your videos are great. I have a question. I want to link two tables but not one to many. I want many to many. Is that possible?? Thank you
Thanks once again for all your videos. It's very helpful. I have an issue with the lookup field. If I set up the date as a european date in a table, if I link it to another table via lookup field, it convert the date in a local date. The european date 04/08/19 (August 4, 2019) become in the lookup field -> 8/4/19. If I don't pay attention to that, I will be confused. How could I set this field up to fix this? Thanks again
Hi Gareth, I am still struggling with this but if I have a CLIENTS table with a FULL NAME field and want to use those full names in a pre-existing table for APPOINTMENTS, when I follow your directions the FULL NAME field in both the CLIENTS and APPOINTMENTS tables turn blank. What am I missing?
Hey Jim, thanks for watching/commenting! If you have a CLIENTS table with FULL NAME as the primary field (that is the field most to the left) you can get this set up as follow: 1. Create a link to your APPOINTMENTS table and your CLIENTS table 2a. If APPOINTMENTS already has the full name in the primary field - then you can simply use a formula in the CLIENTS table that refers only to the APPOINTMENTS linked field 2b. If APPOINTMENTS has another name for the primary field (like a date/time) - then you must first use a LOOKUP to bring in the name from the APPOINTMENTS table to the CLIENTS table. Then you can refer to that LOOKUP in the primary field for the CLIENTS Hope that helps!
@@GarethPronovost Yeah I got this much figured out. I think I am good for now. The primary field is key to using in a unique way for when you want to link tables. They should put more emphasis on utilizing and the importance of, the primary field. Thanks again.
Do you have any templates for tables for crafters? I would like something to keep track of projects that I have done, would like to do; if it’s for a specific individual; if I making something for them, when the project needs to be done, or if there’s specific materials needed or already in my stash; if it’s a sewing project, crochet project, painting project, for instance; what materials I need to buy; what hook I might need; where I have the pattern or if there is a link to a pattern... that sort of thing?
Dear Gareth, Thank you so much for your videos, they do help me a lot in understanding the wonderful tool that airtable is + they are crystal clear! I do have a question that doesn't seem to be treated in your videos though: I'm using the free version of airtable and my main table is fed by a ninja form filled out by customers with their personal information including email addresses. On this form I also have a tick box for customers to choose whether we can use their entered email address to receive my newsletter (Ticked = yes). Now I want to find out how an email address that wants to receive my newsletter can be zapped into mailchimp. That way, every time somebody says yes to receive the newsletter, they will automatically be added to my mailchimp list. Problem: I can't find a way to do that sort of conditional logic. Doesn't really seem to be related to linking tables, or is it? Do you have an idea about how I could do that? Thanks a lot and many good vibes to you, Antoine
Hey Antoine, Yes, this is definitely possible! There are two ways you could go about setting this up: 1. Create a specific view in Airtable, specifically for this Zap. It will filter only those records that have the box checked to opt-in. Then, in Zapier, select a trigger type of "New Record in View" - this will allow you to build a zap that triggers only when a new record appears that has the box checked. 2. Second option is to build a multi-step zap that puts your data from the Ninja Form into Airtable. It sounds like you already have the zap working to take the form and enter the data into your Airtable base. Next, add a filter in Zapier. This would be a new step to your existing zap. Choose a filter to look at the Airtable record you just created and filter only those records that have the box checked. This won't mess up the earlier steps in your zap (that is, your data will still flow from Ninja Form to Airtable - it only impacts the future steps). Then, add another step that adds the data to your Mailchimp. The filter will allow only the opt-in emails to get entered. Hope this helps - also please note that the second option would be my preferred approach, but will require that you have a paid Zapier account (since this is a multi-step zap). Thanks so much for your comment and please let me know if this wasn't clear!
Hey Gareth, Thanks a lot for your quick answer! So far I was trying to complete option n#1 but I stumbled on the step "Create a specific view in Airtable, specifically for this Zap". How do actually I do that? When you say "view", do you relate to the grid/form/kanban view or to something else? I was thinking a solution would be to extract data from my main table and feed it into a second table ("newsletter table"): each time a customer would provide an email address and ticked the newsletter box (=yes) (all this info feeds the main table), then that email address would also be added to the "newsletter table". That second action of feeding the email address automatically to the second table is what I don't know how to do. I'm working for a small non profit, therefore I try to limit expenses to the absolute minimum. But if method n#1 is not feasible, then I'll try n#2 and upgrade my zapier account ; ) Thanks a lot for your help. It's the first time that I benefit from online help and I'm very grateful to experience that it actually works! Viva solidarity!!
Hey Antoine - I'm glad to help where I can! Since you are working with a tight budget, option #1 is likely your preferred option. It will fully perform to your needs, so shouldn't be a problem. You might want to check an older video I did around using different views here: ua-cam.com/video/MyfMwDC3uhg/v-deo.html It doesn't matter if you create the view in grid or kanban view (I wouldn't recommend the form view for this). The unique part about this view is that it will have the filter applied to it (add the filter to only see records where the box is checked) You might also find this video helpful. In it, I walk through the steps of creating a zap that triggers from a new record in a view. I think this might actually help the most as it is very similar to your use case. Hope this helps clarify things! Definitely let me know if I can help further! 👊🏼
Dear @@GarethPronovost, Once again thanks a lot for your help. Yesterday I was kind of enlightened when I finally managed to zap the whole thing together. IT WORKS!!! Now I feel a bit more comfortable with airtable and I actually get pleasure out of it! But I have one last question: do you have any idea whether it is possible to feed a gmail group with airtable? Each time a new email address comes into the table, I would like it to be automatically added to a gmail group. I tried to zap it all but I can't seem to be able to select the 'add a new contact' option in gmail. Any idea? All the best to you! Antoine
This is awesome, thanks a lot! I am fairly new to Airtable and have a question regarding linked tables: can I format the data I pulled via lookup in the linked table? For example: the values are not comma separated but in single rows; or the data is alphabetically ordered. - thanks, greetings from Berlin, Germany
Hey Christopher - glad that this helped! I'm not sure I understand the question. I think you're asking if you can change the way a Lookup is formatted. You might want to explore the Roll-up field. I posted a video on it here: ua-cam.com/video/ksFiYFfO8vM/v-deo.html The Roll-up is a bit like an advanced Lookup that has additional options and ways to summarize the data. I hope this helps!
HI, Is there a way to link Lets say in Contacts - First Name + Last Name = Full Name (Full Name) to a Different Table in the Sales Pipeline (Customer) SO the full name is a Formulae as well as a link to the Sale Pirpleine - Customer
Not exactly - the link is to the record, so from Sale Pipeline to Contact. You connect to the record, but then LOOKUP the data from that record that you need, so you can use a lookup field to bring in the last name, or the email address, etc.
Hello. I have a sales spreadsheet in google sheets where i use some columns to run calculations on the customer data that is pulled from our CRM. Customer info is updated sometimes, and my master spreadsheet needs to reflect those updates. So I import the CRM data into a "lookup" tab in google sheets, and then use a script to update my master sheet with any new data on the lookup tab. Could Airtable do this for me?
Hey Mark - great question. What I would envision for this would be to build an automated process that keeps your Airtable database synced with your CRM. So, for example, build a trigger in Zapier or Integromat that says if any of the customer data gets updated, an automation would then update the corresponding information in your Airtable database. This way, you could avoid the need to build a Lookup table in Airtable to find the current customer info (it would always reflect current changes). The other part of your question is whether Airtable can perform the proper calculations that your spreadsheet handles. I suspect that it could, but that really depends on the complexity of your spreadsheet formulas. Airtable formulas must reference an entire field at a time (because it's a database) where formulas in spreadsheets are able to reference individual cells. So, there's a bit of a 'reprogramming' that you need to teach yourself when writing Airtable formulas, but it's not too bad. Hope this helps!
Hi Gareth, Thanks for your replied. Sorry for my query wasn't cleared enough, Let's me clarify. In one column I have a multi select field with text, ie Apple, Banana, Pear... In another column I have another multi select field with text, ie Cherry, Apple, Orange... I want to create a 3rd column and add all these text fields together in one column. Is it possible?
Sure, although the 3rd column will need to be a formula (not a multi-select field). Look into the CONCATENATE function, as it helps you string together multiple fields. So, if you had "Apple" in field 1 and "Cherry" in field 2, your output could be: "Apple, Cherry" To get there, you'd use a formula like: CONCATENATE({Field 1},", ",{Field 2}) The drawback here is that you'd get a comma output, even if nothing is selected. A more complex IF statement could fix that though.
Hi Gareth. Thank you for the video! it's extremely informative. I'm trying to create a way to manage product orders for my family's business. For my "Orders" dataset, I have something extremely similar to what you have on your "Invoices" dataset, the key difference is that our clients typically order multiple items in different quantities. Is there an easy way to account for these variables in Airtable? For example, crating an invoice for Marco G who's ordering 3 apples and 7 oranges, the total is $10, etc.
You can embed views in a website pretty easily. Also, there's a cool product that allows you to build a website FROM your Airtable database: ua-cam.com/video/pzYmk_yHrj0/v-deo.html Hope this helps!
Hi Gareth. I’m trying to prepare my first dB and maybe Airtable will be the perfect solution because of its simplicity. But I have a problem... I have a table of person and I want to have for each person a table (identical for each person) in which write what they have done everyday! Example Mr Green -> table with day 1: wake up / day 2: clean / day 3: wash Mr.Red-> table with day 1: clean / day 2: paint ....thank you very much
Hey Corrado, sounds like you might want to explore Junction Tables - these are an advanced way to create linked relationships with your data. You can check this out for more info: ua-cam.com/video/1ICw12sqwFg/v-deo.html
I do have another question I haven't figured out yet though. I am using the multiple select field and was wondering how to alphabetize the selections after you add am new one.
i am work in a yoga center. each customer have 8 sessions a month. every time they go to the studio, I have to tick 1 time to check them in and countdown the Number of sessions remaining. How can I use airtable in this situation ? thanks in advanced
Hey Thai Bao Ngo - thanks for the comment! There are MANY different ways that you could approach this, but let me pick the most straightforward one. 1. Create a new field - name it "First Session" - make it a checkmark field type 2. Copy this field 8 times (1-8) 3. Every time your customer uses a session, go to their record and check the next session off This will allow you to see their total number of remaining sessions very easily - you can also let them know exactly where they stand for the month. For example, you could tell a customer, "I'm checking you in for your third session this month, you have five remaining." The trouble here is that you would need to rebuild this system every month by creating a new table and 8 new checkmark fields. However, this is the easiest way to get this built, provided that you don't have other linked information that would be negatively impacted. Hope this helps!
Hi! One question (and thank you so much for all the work you do!). Is there a way to auto-fill new entires with a specific linked record? In my case, I am a math tutor with 2 employees who tutor with me. Each row represents a session, and within each row there is a record which links to a tutor's profile in another table. I have three different views: one for all of MY sessions (Lauren), and one for each of my tutors' sessions (Annie and Bert). In the past, I used to differential between tutors using a "Single Choice" coloured option; this actually worked GREAT because under the view for "Lauren", it would auto-fill the tutor as myself. Now, it doesn't do that (since the tutors are linked records instead of single choice). This is frustrating because under the Lauren View, the "Tutor" column is hidden (as it's redundant; the title of the view explains that these sessions are mine). I now have to show the tutor column, and manually add "Lauren" for each my sessions, creating a redundant and repetitive column of LAUREN LAUREN LAUREN. I would switch back to Single Choice, but I like that by using linked records I can create complex profiles for each tutor, and have all their sessions connected to them. Any way around this? A solution that I conjured up in my head, but am struggling to code in: When tutors were labeled via "Single Choice", it would auto-fill correctly under each view (and I could hide the column). I can continue to use Single Choice, and create some code that's like "If the single-choice Tutor option says Lauren, then create a linked record to Lauren's tutor profile". But I don't know if it's possible to incorporate functions and linked records!
Oof - sounds like this is a bit more complicated than a quick YT response, but I'll try! Each record that you connect to has its own record ID. (In fact, every record in Airtable has a unique ID automatically created at the same time as the record). You can call this ID by using a formula: RECORD_ID() This will visually output the unique record ID for each record. They will always begin with "rec" From here, you can pass that ID within an automation to link to the corresponding user when a new session is created. For example, perhaps Lauren is the tutor for session #1. Build an automation that looks up her record ID and assigns it to the new session. Alternatively, you might opt for a simpler solution. You can create a new session with an Airtable form. Check out this example here: ua-cam.com/video/9ODtEdzmbKU/v-deo.html From this, you can add a new session and designate the appropriate user directly inside the form. Hope this gets you pointed in the right direction!
Thanks for your videos, Gareth! Very helpful. Quick question: Do you know of any way to randomize text from different entries pulled from a lookup or rollup field? (i.e. not alphabetical and different every time)
@@GarethPronovost Thanks for the reply. Actually, I'm trying to pull records from another table and randomize (or iterate) the order they are displayed on each record the are pulled in to. For example, we have a show with 4 sponsors. Each time an record is created for that show, we want it to pull in the record for that sponsor in sequential order (ep 1: sponsor 1, sponsor 2, sponsor 3, sponsor 4; ep 2: sp2, sp3, sp4, sp1; ep 3: sp3, sp4, sp1, sp1). It's a little hard to articulate, but hopefully that clarifies.
@@adamlockwood7115 - can we paint some more detail here to help me understand the use case? I'm imagining you have a table (let's assume it's PEOPLE). Then you have another table (PEOPLE 2) where you want to pull records from PEOPLE and have their order randomly assigned? I'm struggling with why you would want a second table that tracks the same set of data as the first table, but randomizes it. That seems redundant? But, if I ignore the 'why' behind your question and just focus on the 'how' - I can't imagine a way to do this using automation. Instead, I imagine you'd need to copy/paste, use some formula magic to create a random order, then sort by that.
@@GarethPronovost Thank again for following up! Context is rotating (or random) sponsors in a podcast. So, each new episode of a show, each sponsor is in a different position. Definitely looked at formula magic, but I'm still a n00b. :) May have a route via javascript in Zapier, but yet to be seen there.
Gareth Pronovost hi I have been using pro version, the problem is with the help, which u mentioned DEFUPE, we can delete one by one only.my question is how can we delete multiple with single click.
Hard to say without knowing your full use-case and what you hope to get out of your database. I'd definitely consider it and compare it's functionality against your needs!
I am new in Airtable . Maybe my question is too easy :-) !!! I try to find the response in the forum Airtable whithout sucess :-( I want to sum a field with several records {Seller} and ( product price) by group {name}. Can you explain how to do. Date Seller Product price Total ?? 2-1-21 Lola 5 euros 5 3-1-21 Maria 7 euros 7 3-1-21 Lola 23 euros 28 1-1-21 Maria 3 euros 10 How to link the Seller and Price with the field "Total" Sorry if my question is too stupid !!! Thank you very much
Hi! Not a stupid question at all! What you need here is a rollup field - we've done videos on them in the past, so start your search there and I think you'll see how it works!
Join me for our next *FREE TRAINING WEBINAR* here: www.garethpronovost.com/webinar-registration
Thank you so much for your hard work. New to airtable, new to any form of database even. Tons of stuff to learn!
Thanks for the encouragement, Yoseph! There's a lot to learn, but it can be pretty fun - the stuff Airtable can do makes it a game changer!
Hey UA-camrs - someone pointed out a typo to me and I wanted to correct it ASAP.
At 0:58, the types of relationships should have been listed as:
1. One to One
2. One to Many
3. Many to Many
Sorry for any confusion!
Thank you Gareth!
Great teaching! you go to the point without wasting time! thanks!
Thanks for sharing Gareth, great video 👍🏾
Thanks Victor!
awesome. just subscribed and would love more Airtable videos please.
Thanks, VVV 777! A new Airtable video is released every Monday, stay tuned!
Great! Love how you explain everything in beginner-friendly tone! Thanks for hard work.
I want to link table 1 to Table 2 ( W/ Specific Filter) and When viewing the table 2 records on table 1. I would only like to see the Fields that are not hidden on the filter in that specific order).
Thanks for your clear presentation. Although I have been using Bento for many years, I feel like I don't really know the potential of databases!
Ha! Glad you enjoyed it!
Can I link a total of a Service to a new table? I have a business where I do Home Watch, landscaping, and airport service. I want to pull the totals for each of these services and have them in a new table. Plus they would update as I complete new services. I just subscribed to your channel.
Hey desertdude1, thanks for the sub!
Yes, what you're looking to do is totally possible. Let's say you have two tables.
- Table 1: Services (the three services you described above)
- Table 2: Jobs (each record is a new project you complete with it's own price)
You can solve for the total like this:
1. Link the two tables. The Services Table will have a 'many' relationship since each service can be linked to multiple jobs. Each job will have a 'singular' relationship since each job links to only one service.
2. In the Services Table, create a new field. Name it "Totals" and select the "Rollup" field type. This is a specific field type you can select that will aggregate all the data that you point it to.
3. In the Rollup Field you first need to tell it what table you want it to summarize. Select the "Jobs" Table.
4. Next you need to tell it what field from the Jobs Table you want to roll up. Select the Price Field.
5. Lastly, you need to tell it how you want to look at all of that data. You can do lots of things here, but you're looking for the SUM function. Select "SUM(values)" from the list.
6. Save it and double check that it's pulling in the data you expect.
Let me know if that did the trick!
Powerful Stuff. Love it. thanks for making this lesson.
Glad you enjoyed it!
I am trying to build a quality compliance database and have a number of clinics that need to meet the same set of standards, each standard is either Non-compliant, In Progress or Compliant. How would i link the standards to the clinics so that I only show the compliance status of a particular clinic?
Great Videos... I am setting up a basic products table, which in turn allows a link to a quick quote table - add products and amount and customer - how do you look up many items on the quote to one customer?
Thanks for the quick reply, I'll have to try this. Thanks again.
Any time - good luck!
This is what I am looking for but when i follow these steps no data shows up in the column. Example I don't see Denver show up
Hey thanks for the great info! I'm wondering if the functionality exists to populate a new table based on info from another table. Lets say I have a 'leads' table and a 'booked' table, and when I mark a client as booked in the 'leads' table, I'd like for them to automatically populate into the 'booked' table. I haven't been able to find this functionality, mainly because you cant make a primary field into a linked field. Thoughts?
Hey Dan - my initial thought is to instead track this data in one table - 'Contacts' - then I'd have a status or tag field that tells me if they are a lead or booked. This way you can create unique views for each of the divisions, but keep all of your data in one dataset.
However, if you still wish to move forward with your architecture in separate tables, you'd require an automated procedure (check out Zapier.com) to populate the 'booked' table with the 'lead' data.
If you need to add QTY's to this dish as measurements for a contractor.... would that be in another table?
The most 'proper' way to solve that is to create another table where you combine your services with a QTY. Although if you have a limited number of various QTY possibilities, you might elect to use the single table approach for service/products and create new records for each QTY+service relationship.
Hi Gareth,
How to add multi select texts from one column to another column that already have texts?
Hey Steve,
Not sure if I understand, but let me take a swing at it...
You have a (1) text field and (2) multi-select field.
You want to take data from the text field and add it to the multi-select field, as different options
To do this, separate the data in the text field by commas. Example: apple, banana, coffee
Set up a Zapier integration to copy the data in the text field and paste it in the multi-select field
The commas tell Airtable that these are separate items
Multi-select output becomes: (apple) (banana) (coffee)
Each is separated
Alternatively, you could skip the Zapier automation and just copy/paste the data
Hope this helps!
Good video, i have a question how i can copy one table from different database in AirTable, both database is in airtable
Ehi guy but if I want to search the customer in the customer link I can't. I can only by ID but if I have more and more customers is impossibile to search. Can you help me?
I'm looking at airtable automations, trying to get "new forms" to trigger a dynamic search in another table, and then an action... It seems to be a common issue and can't find a work around... Could something as simple as linking them together based on shared criteria work?
Hey Devin - you should have this functionality within Airtable Automations. Build a new form submission trigger and then perform a "Find Records" action in your next step. I don't think you'd NEED a linked relationship, although it depends on the nuance of your specific use case.
I have an rss feed which is job description but it also includes every other details like company name, job title, salary, location, web link, application link without any different css tag (which means everything under one tag). But I want to extract everything in separate column from that description. Can you help me do that. To make it easy it is rss of "ask hn: who is hiring?" Can you help me with that?
How to link single record to multiple tables? Suppose I have two tables for inventory both tables are linked to each other. And there's one table where I record daily sales. So, how do I fetch inventory from both the tables into the table where I'd be recording daily sales.
You'd need two links in your table that records sales, one to each of your inventory tables. I'd push back a bit here and question why you have inventory listed in two different tables, however. In most cases, I'd expect all inventory to be in one table. 🤷♂️
Is it possible to link records that are in different bases? Thanks.
Thanks a lot for your guides, very helpful!
Thanks for watching, Nøisette!
Hello, is it possible to put in Airtable a system of notifications or alerts for an inventory database? For example, to define when the stock of a product ended?
Definitely. You'll want one table to have your items with starting quantities and another table to record your orders. Using some creative formulas, you can then deduct items from the running total as orders come in. If you want to set up rules to re-order inventory at a certain level, you'll just need to write that logic into the database so that you get alerts when stock reaches a certain level.
Can you do a more in depth UA-cam video on how to track multiple KPI’s , I know you have another one but another example would be great on getting the information in it and what is recommended to track etc?
Hi! This is such a HUGE topic - any particular KPIs you're interested in tracking? What departments/processes should I focus on? Thanks!
@@GarethPronovost oh yay! I personally want to track sales calls, quotes given , conversion rates of calls & quotes.
And then for customer statuses: one time, recurring, one time canceled , and recurring cancelled
@@KrystalBella alright! added those to the queue!
@@GarethPronovost your so amazing! Thank you so much!
Are there any ways to automatically link new records to records in other tables based on one/set of conditions?
Hello gareth! All your videos are great. I have a question. I want to link two tables but not one to many. I want many to many. Is that possible?? Thank you
Yes, many to many is possible! :)
Thanks once again for all your videos. It's very helpful.
I have an issue with the lookup field. If I set up the date as a european date in a table, if I link it to another table via lookup field, it convert the date in a local date.
The european date 04/08/19 (August 4, 2019) become in the lookup field -> 8/4/19. If I don't pay attention to that, I will be confused. How could I set this field up to fix this?
Thanks again
Hi Gareth, I am still struggling with this but if I have a CLIENTS table with a FULL NAME field and want to use those full names in a pre-existing table for APPOINTMENTS, when I follow your directions the FULL NAME field in both the CLIENTS and APPOINTMENTS tables turn blank. What am I missing?
Hey Jim, thanks for watching/commenting!
If you have a CLIENTS table with FULL NAME as the primary field (that is the field most to the left) you can get this set up as follow:
1. Create a link to your APPOINTMENTS table and your CLIENTS table
2a. If APPOINTMENTS already has the full name in the primary field - then you can simply use a formula in the CLIENTS table that refers only to the APPOINTMENTS linked field
2b. If APPOINTMENTS has another name for the primary field (like a date/time) - then you must first use a LOOKUP to bring in the name from the APPOINTMENTS table to the CLIENTS table. Then you can refer to that LOOKUP in the primary field for the CLIENTS
Hope that helps!
@@GarethPronovost Yeah I got this much figured out. I think I am good for now. The primary field is key to using in a unique way for when you want to link tables. They should put more emphasis on utilizing and the importance of, the primary field. Thanks again.
@@JMulvy You are so right. I'll work on adding a video specifically about the Primary Field. Sorry for the delayed reply to your original post!
Do you have any templates for tables for crafters? I would like something to keep track of projects that I have done, would like to do; if it’s for a specific individual; if I making something for them, when the project needs to be done, or if there’s specific materials needed or already in my stash; if it’s a sewing project, crochet project, painting project, for instance; what materials I need to buy; what hook I might need; where I have the pattern or if there is a link to a pattern... that sort of thing?
Dear Gareth,
Thank you so much for your videos, they do help me a lot in understanding the wonderful tool that airtable is + they are crystal clear!
I do have a question that doesn't seem to be treated in your videos though: I'm using the free version of airtable and my main table is fed by a ninja form filled out by customers with their personal information including email addresses. On this form I also have a tick box for customers to choose whether we can use their entered email address to receive my newsletter (Ticked = yes). Now I want to find out how an email address that wants to receive my newsletter can be zapped into mailchimp. That way, every time somebody says yes to receive the newsletter, they will automatically be added to my mailchimp list.
Problem: I can't find a way to do that sort of conditional logic. Doesn't really seem to be related to linking tables, or is it? Do you have an idea about how I could do that?
Thanks a lot and many good vibes to you,
Antoine
Hey Antoine,
Yes, this is definitely possible! There are two ways you could go about setting this up:
1. Create a specific view in Airtable, specifically for this Zap. It will filter only those records that have the box checked to opt-in. Then, in Zapier, select a trigger type of "New Record in View" - this will allow you to build a zap that triggers only when a new record appears that has the box checked.
2. Second option is to build a multi-step zap that puts your data from the Ninja Form into Airtable. It sounds like you already have the zap working to take the form and enter the data into your Airtable base. Next, add a filter in Zapier. This would be a new step to your existing zap. Choose a filter to look at the Airtable record you just created and filter only those records that have the box checked. This won't mess up the earlier steps in your zap (that is, your data will still flow from Ninja Form to Airtable - it only impacts the future steps). Then, add another step that adds the data to your Mailchimp. The filter will allow only the opt-in emails to get entered.
Hope this helps - also please note that the second option would be my preferred approach, but will require that you have a paid Zapier account (since this is a multi-step zap).
Thanks so much for your comment and please let me know if this wasn't clear!
Hey Gareth,
Thanks a lot for your quick answer!
So far I was trying to complete option n#1 but I stumbled on the step "Create a specific view in Airtable, specifically for this Zap". How do actually I do that? When you say "view", do you relate to the grid/form/kanban view or to something else?
I was thinking a solution would be to extract data from my main table and feed it into a second table ("newsletter table"): each time a customer would provide an email address and ticked the newsletter box (=yes) (all this info feeds the main table), then that email address would also be added to the "newsletter table". That second action of feeding the email address automatically to the second table is what I don't know how to do.
I'm working for a small non profit, therefore I try to limit expenses to the absolute minimum. But if method n#1 is not feasible, then I'll try n#2 and upgrade my zapier account ; )
Thanks a lot for your help. It's the first time that I benefit from online help and I'm very grateful to experience that it actually works! Viva solidarity!!
Hey Antoine -
I'm glad to help where I can! Since you are working with a tight budget, option #1 is likely your preferred option. It will fully perform to your needs, so shouldn't be a problem.
You might want to check an older video I did around using different views here: ua-cam.com/video/MyfMwDC3uhg/v-deo.html
It doesn't matter if you create the view in grid or kanban view (I wouldn't recommend the form view for this). The unique part about this view is that it will have the filter applied to it (add the filter to only see records where the box is checked)
You might also find this video helpful. In it, I walk through the steps of creating a zap that triggers from a new record in a view. I think this might actually help the most as it is very similar to your use case.
Hope this helps clarify things! Definitely let me know if I can help further! 👊🏼
Oops - forgot to link to that second video. Check it out here: ua-cam.com/video/fhdadPMOb_A/v-deo.html
Dear @@GarethPronovost,
Once again thanks a lot for your help. Yesterday I was kind of enlightened when I finally managed to zap the whole thing together. IT WORKS!!! Now I feel a bit more comfortable with airtable and I actually get pleasure out of it!
But I have one last question: do you have any idea whether it is possible to feed a gmail group with airtable? Each time a new email address comes into the table, I would like it to be automatically added to a gmail group. I tried to zap it all but I can't seem to be able to select the 'add a new contact' option in gmail. Any idea?
All the best to you!
Antoine
This is awesome, thanks a lot! I am fairly new to Airtable and have a question regarding linked tables: can I format the data I pulled via lookup in the linked table? For example: the values are not comma separated but in single rows; or the data is alphabetically ordered. - thanks, greetings from Berlin, Germany
Hey Christopher - glad that this helped! I'm not sure I understand the question. I think you're asking if you can change the way a Lookup is formatted. You might want to explore the Roll-up field. I posted a video on it here:
ua-cam.com/video/ksFiYFfO8vM/v-deo.html
The Roll-up is a bit like an advanced Lookup that has additional options and ways to summarize the data. I hope this helps!
is it possible to indirectly link to two tables based on two conditional fields?
Not sure what it means to indirectly link to tables - are you thinking about a Junction Table: ua-cam.com/video/1ICw12sqwFg/v-deo.html
Hi..
how do we just add a link to a particular table in the same base( not to a particular record in the table).
I'm not sure I understand. Do you want to add a linked field?
HI, Is there a way to link Lets say in Contacts - First Name + Last Name = Full Name (Full Name) to a Different Table in the Sales Pipeline (Customer) SO the full name is a Formulae as well as a link to the Sale Pirpleine - Customer
Not exactly - the link is to the record, so from Sale Pipeline to Contact. You connect to the record, but then LOOKUP the data from that record that you need, so you can use a lookup field to bring in the last name, or the email address, etc.
Hello. I have a sales spreadsheet in google sheets where i use some columns to run calculations on the customer data that is pulled from our CRM. Customer info is updated sometimes, and my master spreadsheet needs to reflect those updates. So I import the CRM data into a "lookup" tab in google sheets, and then use a script to update my master sheet with any new data on the lookup tab. Could Airtable do this for me?
Hey Mark - great question. What I would envision for this would be to build an automated process that keeps your Airtable database synced with your CRM. So, for example, build a trigger in Zapier or Integromat that says if any of the customer data gets updated, an automation would then update the corresponding information in your Airtable database. This way, you could avoid the need to build a Lookup table in Airtable to find the current customer info (it would always reflect current changes).
The other part of your question is whether Airtable can perform the proper calculations that your spreadsheet handles. I suspect that it could, but that really depends on the complexity of your spreadsheet formulas. Airtable formulas must reference an entire field at a time (because it's a database) where formulas in spreadsheets are able to reference individual cells. So, there's a bit of a 'reprogramming' that you need to teach yourself when writing Airtable formulas, but it's not too bad.
Hope this helps!
How much do you charge after the free consultation? Thanks!
Thank you !
Glad to help!
Hi Gareth,
Thanks for your replied. Sorry for my query wasn't cleared enough, Let's me clarify.
In one column I have a multi select field with text, ie Apple, Banana, Pear...
In another column I have another multi select field with text, ie Cherry, Apple, Orange...
I want to create a 3rd column and add all these text fields together in one column. Is it possible?
Sure, although the 3rd column will need to be a formula (not a multi-select field). Look into the CONCATENATE function, as it helps you string together multiple fields. So, if you had "Apple" in field 1 and "Cherry" in field 2, your output could be: "Apple, Cherry"
To get there, you'd use a formula like:
CONCATENATE({Field 1},", ",{Field 2})
The drawback here is that you'd get a comma output, even if nothing is selected. A more complex IF statement could fix that though.
Hi Gareth. Thank you for the video! it's extremely informative.
I'm trying to create a way to manage product orders for my family's business. For my "Orders" dataset, I have something extremely similar to what you have on your "Invoices" dataset, the key difference is that our clients typically order multiple items in different quantities. Is there an easy way to account for these variables in Airtable? For example, crating an invoice for Marco G who's ordering 3 apples and 7 oranges, the total is $10, etc.
Hey Marco - check out a concept called a "Junction Table" - we did a video on it here: ua-cam.com/video/1ICw12sqwFg/v-deo.html
Can this be hosted on a web page/site? Thank you.
You can embed views in a website pretty easily. Also, there's a cool product that allows you to build a website FROM your Airtable database:
ua-cam.com/video/pzYmk_yHrj0/v-deo.html
Hope this helps!
Hi Gareth. I’m trying to prepare my first dB and maybe Airtable will be the perfect solution because of its simplicity. But I have a problem... I have a table of person and I want to have for each person a table (identical for each person) in which write what they have done everyday! Example Mr Green -> table with day 1: wake up / day 2: clean / day 3: wash Mr.Red-> table with day 1: clean / day 2: paint ....thank you very much
Hey Corrado, sounds like you might want to explore Junction Tables - these are an advanced way to create linked relationships with your data. You can check this out for more info: ua-cam.com/video/1ICw12sqwFg/v-deo.html
This is great. 👍
I will have weekly invoices and I want to generate a MONTHLY invoice to include the weekly invoices how will I do that? THANK YOU
How do you unlink something? I am working on an Ipad and can't seem to unlink my table.
Nevermind I figured it out by swiping left!
Beat me to it! ;)
I do have another question I haven't figured out yet though. I am using the multiple select field and was wondering how to alphabetize the selections after you add am new one.
i am work in a yoga center. each customer have 8 sessions a month. every time they go to the studio, I have to tick 1 time to check them in and countdown the Number of sessions remaining. How can I use airtable in this situation ? thanks in advanced
Hey Thai Bao Ngo - thanks for the comment!
There are MANY different ways that you could approach this, but let me pick the most straightforward one.
1. Create a new field - name it "First Session" - make it a checkmark field type
2. Copy this field 8 times (1-8)
3. Every time your customer uses a session, go to their record and check the next session off
This will allow you to see their total number of remaining sessions very easily - you can also let them know exactly where they stand for the month. For example, you could tell a customer, "I'm checking you in for your third session this month, you have five remaining."
The trouble here is that you would need to rebuild this system every month by creating a new table and 8 new checkmark fields. However, this is the easiest way to get this built, provided that you don't have other linked information that would be negatively impacted.
Hope this helps!
Hi! One question (and thank you so much for all the work you do!).
Is there a way to auto-fill new entires with a specific linked record?
In my case, I am a math tutor with 2 employees who tutor with me. Each row represents a session, and within each row there is a record which links to a tutor's profile in another table. I have three different views: one for all of MY sessions (Lauren), and one for each of my tutors' sessions (Annie and Bert). In the past, I used to differential between tutors using a "Single Choice" coloured option; this actually worked GREAT because under the view for "Lauren", it would auto-fill the tutor as myself. Now, it doesn't do that (since the tutors are linked records instead of single choice). This is frustrating because under the Lauren View, the "Tutor" column is hidden (as it's redundant; the title of the view explains that these sessions are mine). I now have to show the tutor column, and manually add "Lauren" for each my sessions, creating a redundant and repetitive column of LAUREN LAUREN LAUREN. I would switch back to Single Choice, but I like that by using linked records I can create complex profiles for each tutor, and have all their sessions connected to them. Any way around this?
A solution that I conjured up in my head, but am struggling to code in:
When tutors were labeled via "Single Choice", it would auto-fill correctly under each view (and I could hide the column). I can continue to use Single Choice, and create some code that's like "If the single-choice Tutor option says Lauren, then create a linked record to Lauren's tutor profile". But I don't know if it's possible to incorporate functions and linked records!
Oof - sounds like this is a bit more complicated than a quick YT response, but I'll try!
Each record that you connect to has its own record ID. (In fact, every record in Airtable has a unique ID automatically created at the same time as the record). You can call this ID by using a formula: RECORD_ID()
This will visually output the unique record ID for each record. They will always begin with "rec"
From here, you can pass that ID within an automation to link to the corresponding user when a new session is created. For example, perhaps Lauren is the tutor for session #1. Build an automation that looks up her record ID and assigns it to the new session.
Alternatively, you might opt for a simpler solution. You can create a new session with an Airtable form. Check out this example here: ua-cam.com/video/9ODtEdzmbKU/v-deo.html
From this, you can add a new session and designate the appropriate user directly inside the form.
Hope this gets you pointed in the right direction!
Thanks for your videos, Gareth! Very helpful. Quick question: Do you know of any way to randomize text from different entries pulled from a lookup or rollup field? (i.e. not alphabetical and different every time)
Hey Adam - so you have text in a lookup field and you want to make the text random? I'm not sure I fully understand the question.
@@GarethPronovost Thanks for the reply. Actually, I'm trying to pull records from another table and randomize (or iterate) the order they are displayed on each record the are pulled in to.
For example, we have a show with 4 sponsors. Each time an record is created for that show, we want it to pull in the record for that sponsor in sequential order (ep 1: sponsor 1, sponsor 2, sponsor 3, sponsor 4; ep 2: sp2, sp3, sp4, sp1; ep 3: sp3, sp4, sp1, sp1).
It's a little hard to articulate, but hopefully that clarifies.
@@adamlockwood7115 - can we paint some more detail here to help me understand the use case?
I'm imagining you have a table (let's assume it's PEOPLE). Then you have another table (PEOPLE 2) where you want to pull records from PEOPLE and have their order randomly assigned?
I'm struggling with why you would want a second table that tracks the same set of data as the first table, but randomizes it. That seems redundant?
But, if I ignore the 'why' behind your question and just focus on the 'how' - I can't imagine a way to do this using automation. Instead, I imagine you'd need to copy/paste, use some formula magic to create a random order, then sort by that.
@@GarethPronovost Thank again for following up! Context is rotating (or random) sponsors in a podcast. So, each new episode of a show, each sponsor is in a different position. Definitely looked at formula magic, but I'm still a n00b. :) May have a route via javascript in Zapier, but yet to be seen there.
SIr, How can we delete Multiple Duplicates, with single click with Airtable.
Hey Muhammed, check out the DEDUPE block (requires that you're on a 'pro' plan)
Gareth Pronovost hi I have been using pro version, the problem is with the help, which u mentioned DEFUPE, we can delete one by one only.my question is how can we delete multiple with single click.
@@siddiquedesigner I don't know of a way to delete multiple duplicate records without using the dedupe block, sorry!
can you link to a table on another "folder"?
Hey - what do you mean by "folder?"
I wish there was a way for someone who understands Airtable to review my bases. I'm sure I could be using it more efficiently than I do
We do offer an hourly consultation option on our website, if you're looking for a professional audit/consultation of your Airtable set up!
Can Airtable link a table in a base(A) to a table in a different base(B)?
No, sadly - you can't link across different bases at present.
Thank u very very very much
I am working in a real state company and i am use bitrex24 in my work
Are u advice me to changs to airtable ?
Hard to say without knowing your full use-case and what you hope to get out of your database. I'd definitely consider it and compare it's functionality against your needs!
I am new in Airtable . Maybe my question is too easy :-) !!!
I try to find the response in the forum Airtable whithout sucess :-(
I want to sum a field with several records {Seller} and ( product price) by group {name}. Can you explain how to do.
Date Seller Product price Total ??
2-1-21 Lola 5 euros 5
3-1-21 Maria 7 euros 7
3-1-21 Lola 23 euros 28
1-1-21 Maria 3 euros 10
How to link the Seller and Price with the field "Total"
Sorry if my question is too stupid !!!
Thank you very much
Hi! Not a stupid question at all! What you need here is a rollup field - we've done videos on them in the past, so start your search there and I think you'll see how it works!