Airtable FAQs

What is the Enterprise admin panel?

What can you do with the admin panel?

Manage users

Manage workspaces and bases

Manage account-wide security settings

View user details

FAQs

What is the Enterprise admin panel?

The admin panel is a centralized tool to help you manage your account. With the admin panel, you can take an active role in maintaining security and access to your information: view the workspaces and bases on your enterprise plan, the list of users associated with them, their permission levels, and place enterprise-wide restrictions on sharing and access. Your organization can designate one or multiple admins to use this tool. This guide will walk you through what the admin panel can do. Note: There are two types of license agreements offered by Airtable Enterprise: the Enterprise Wide Agreement and the Flexible License Agreement. The Enterprise Wide Agreement streamlines all teams, present and future, at your organization into a single account, company-wide account. The Flexible License Agreement provides enterprise licenses for select teams within your organization.

What can you do with the admin panel?

The admin panel performs four key functions: it allows you to manage collaborators, manage workspaces and bases in your account, manage account-wide security settings, and view user details.

1. Manage users

Enterprise-wide Agreement:

support article

View all currently provisioned and deactivated users from your organization

See the date on which each user signed up for Airtable

See the last activity date for each user*

See if two factor authentication (2FA) is enabled or not enabled

See if SSO is the required form of login

Deactivate users in your organization

Reactivate users in your organization

*Last activity is tracked from November 2019 onward.

Flexible License Agreement:

View all currently provisioned and deactivated users from your organization

See user types: Admin, Upgrader and Collaborator

See the last activity date for each user*

Add and remove workspace upgraders from your organization

See the date on which each user signed up for Airtable

See if two factor authentication (2FA) is enabled or not enabled

See if SSO is the required form of login

*Last activity is tracked from November 2019 onward.

2. Manage workspaces and bases

View a list of all workspaces owned by users in your organization

See the owners for each workspace

View a list of all collaborators, and their permission levels, for each workspace

View a list of all bases within a workspace, the collaborators with access to each base, and their permission levels

View the number of records within each base

See when each base was created

3. Manage account-wide security settings

Restrict invites to prevent invites to users outside of your organization's domain(s)

Whitelist email domains to allow invites to users outside of your organizations domain(s)

Restrict shares to prevent sharing of view or base share links with users outside of your domain(s)

Whitelist email domains to allow users outside of your organization to access shared links

Allow unrestricted access to password protected share links and forms

Add additional Enterprise admins

Configure SSO for your organizations domain

If you wish to configure SSO for your organization, you will need your sign in URL, x.509 Certificate, and your IdP metadata file. After you submit this information, Airtable enables SSO in "optional" mode which means users can still login via their email/password combination. We recommend testing the SSO login flow a few times to make sure everything is configured correctly. Once you log in through SSO, you can then set SSO as the required form of login for all users on your account. This step will log all users out of Airtable, and they will have to authenticate via SSO moving forward.

4. View user details

View user details such as email and date they joined Airtable

See when 2fa is not enabled

See the workspaces they belong to, and their workspace collaborator permission levels

View all bases to which they have access

See who invited the user (unless they are outside of your enterprise account)

FAQs

Can I require 2FA from the admin panel?The admin panel allows you to see who does not have 2FA enabled, but it does not allow you to enforce 2FA. If you would like more control over user authentication, we recommend using SSO, which allows you to enforce 2FA.

When a previously active user deletes their account, will that deletion or history show up in the admin panel?This information will not show up in the admin panel.Can I quickly filter for users who have not enabled 2FA?You can use advanced filters in the user management tab to filter for 2FA, specific account creation dates, emails, names, and more. What will it look like when an account is deactivated? Do they receive an alert?When an account is deactivated, the user will see a message in the sign in dialogue that says That account has been deactivated. Please contact your organization administrator. Users are not notified of deactivation.What happens to a workspace when its owner is deactivated in Admin panel?When an owner of a workspace is deactivated, the workspace (and its contents) are unaffected. However, owners can only be deactivated if there is at least one other owner or no other collaborators in the workspace. If there are no other collaborators in the workspace, it will no longer be accessible. In this case, if the admin needs to access it, theyd need to reactivate the owner's account or assign another owner prior to deactivating the first owner.Can I see active users/last seen from admin panel?The field "Last Activity Time" displays when the user was last active. Activity is calculated any time a user is logged in and takes an action in a base. (Actions include: loading a base, adding content to a base, or editing content in a base.) Loading the workspace home page would not count as activity. If the user remains logged in for an extended period of time with no activity, the last activity time will not be updated. (Note: Activity is being tracked from November 2019 onward.)

When domain restricted share links settings are turned on, does it immediately apply to all share links, or only net new links?All links are affected, regardless of when they were created. Are forms included in domain restrictions?Forms are included in domain restrictions unless you opt to exclude them. To do this, toggle the Allow unrestricted access to shared forms option. Can I hold off on adding users to my enterprise account until SSO has been enabled, or bulk deactivate?We support programmatic disabling/re-activating users via SCIM for Okta (and only Okta). For additional details and setup instructions, please read our .

For FLA, what is the difference between admins, upgraders, and collaborators?Everyone on your account is considered a collaborator. Some collaborators can be designated as admins and upgraders. Only upgraders will have the ability to upgrade a workspace (through the workspace settings dialog). Only admins have access to the admin panel, where they can add or remove collaborators, designate upgraders, manage security controls and more. Note: Admins are not automatically considered upgraders, but an admin can designate themselves to be an upgrader through the admin panel.

We would love to help make Airtable more accessible for your organization. We offer 50% off Plus or Pro plans to qualifying organizations!If youre interested in applying, we kindly request that you submit to either:

Nonprofit discount application: https://airtable.com/shr9DxhP6lU9slZE6

Education discount application: https://airtable.com/shrtaLSBL0Z0sLQnX

This article discusses frequently asked questions related to Airtable's discounted plans:

General FAQs

What type of organizations qualify?

How do I apply for a discounted Airtable plan?

We aren't a registered nonprofit or educational organization just yet. Can we still qualify?

I submitted an application for the discount program. When should I hear back?

Is there a discounted plan for students?

How does the discounted nonprofit pricing work?

FAQs for approved organizations

Can I add users to a discounted workspace?

Can I downgrade or change my discounted plan?

Can we get a refund for my current paid plan?

Can I wait to start the discounted plan?

General FAQs

What type of organizations qualify?

At the present, only nonprofits and accredited educational organizations qualify for our discount program. Your nonprofit may qualify if it:

does not engage in political or legislative activity

is not a governmental office or department

is not a church, association of churches, or other religious or evangelical organization

is not an organization that attempts to influence public opinion

is not a hospital or other care provider, organization involved with health insurance or group health plans, and related organizations

is not a private grant-making, independent, or operating foundation

does not discriminate on the basis of race, ethnicity, national origin, religion, political affiliation or beliefs, sexual orientation, or gender identity or expression

does not promote a particular religious affiliation, dogma, or doctrine as part of its mission or in exchange for its services (being affiliated with a religious organization is not in itself disqualifying)

How do I apply for a discounted Airtable plan?

If youre interested in applying, we kindly request that you submit to either:

Nonprofit discount application: https://airtable.com/shr9DxhP6lU9slZE6

Education discount application: https://airtable.com/shrtaLSBL0Z0sLQnX

We aren't a registered nonprofit or educational organization just yet. Can we still qualify?

We ask for some form of legal registration or accreditation documentation in order to qualify. For most US organizations, we require a determination letter from the IRS showing your 501(c)(3) tax-exempt status. For educational organizations, we ask for an educational status certification verifying your not-for-profit and/or accreditation status. This is most likely a letter from your institution's central administrator. If you don't have this type of documentation just yet, we highly encourage you to apply once you do!

I submitted an application. When should I hear back?

We aim to get back to applicants within ten business days after you've submitted your application.

Is there a discounted plan for students?

As of right now, we do not offer a formal student discount. One option to offset the cost of our premium plans is using Airtable credits. Received when referring others to Airtable or installing the mobile app, Airtable credits can be applied toward a workspace, allowing you to upgrade it to a premium plan without paying, if you've acquired enough credits.

How does the discounted nonprofit pricing work?

For Pro plans, the 50 percent nonprofit discount is based off our monthly Pro plan rate of $24/user/month, bringing the discounted total to $12/user/month ($144/user/year). For Plus plans, (normally $12/user/month), the discounted nonprofit rate is $6/user/month ($72/user/year). The 17 percent annual discount does not apply to workspaces already receiving our nonprofit discount. Airtable currently operates on a subscription model, billed either monthly or annually. It's currently only possible to pay for Airtable with a credit card. In order to move forward with upgrading to a premium plan a payment method must be attached to the workspace. One-time payments are not currently supported. On both monthly and annual plans, we bill for any changes (such as adding/removing collaborators or upgrading/downgrading your workspace plan) once per month. Airtable plan changes are automatically prorated, including adding or removing collaborators or switching plans. If your workspace is on a nonprofit discounted plan, and you'd like to change plans (from Plus to Pro or Pro to Plus), please reach out to Airtable support rather than changing your workspace plan yourself, so we can ensure the nonprofit discount gets applied across your plan change. You can however downgrade to the Free plan (and no longer be charged) without needing to coordinate with the Airtable team.

FAQs for approved organizations

Can I add users to a discounted workspace?

You can add new collaborators to your discounted workspace at any time; any new collaborators added to your discounted workspace will be charged at the discount rate. No need to reach out to the Airtable team to add new collaborators. In order to add a collaborator, you can check out our collaboration guide, which will walk you through how to add either a workspace collaborator or base collaborator. It is worth noting that billing is based on the number of collaborators who can edit (or comment on) at least one base in the workspace. You will not be billed for:

any read-only workspace collaborators

base collaborators who only have read-only access to bases on the workspace

any people who are neither workspace nor base collaborators who have used forms from one of the bases in the workspace.

You can read more about the different types of collaborators on our permissions page. For more general information about how our billing works, we'd suggest checking out our Billing FAQs !

Can I downgrade or change my discounted plan?

You are welcome to downgrade or change your plan at any time. You can downgrade to the Free plan whenever you like. However, for any plan changes to another discounted paid plan (e.g., changing from discounted Plus to discounted Pro, or re-upgrading from Free to discounted Pro) please reach out to our team.

Can we get a refund for my current paid plan?

We don't refund for charges incurred prior to the discount; however, youll get a prorated refund in the form of Airtable credits if were switching you to the discounted version of the same plan. For example, if you are the sole collaborator in your workspace, which is on the monthly Pro plan ($24/collaborator/month). You pay $24 at the beginning of the monthly billing cycle. Halfway through the month, you switch to the discounted Pro plan ($12/collaborator/month). On the next billing cycle, you will be charged $6:

$12 for one collaborator for the next month

Minus a credit of $6 (since you initially paid $24, but should have paid only $18 based on your actual usagehalf of $24 plus half of $12)

For more information on how Airtable's billing works, we'd suggest checking out our Billing FAQs.

Can I wait to start the discounted plan?

Once your organization is approved for the discount, you'll have four weeks to activate the discount on a workspace of your choice. If you'd like to upgrade on a date more than four weeks out, please reach out to us then.

If you have exceeded the usage limits for your base, you may see anover limits warning to alert you. Here are some things you can do to get your base(s) back within plan limits:

delete unnecessary records

delete empty records

check for filtered records

split contents of the base across multiple bases

download data via CSV or even paste old records into another base to "archive" them elsewhere

Note that it sometimes takes a few hours for the system to update and the 'over limits' alert to disappear.

Plan limits

Depending on your workspace plan, bases have a limit for how many records and attachment space is allotted. workspace settings page

Free - 1,200 records, 2GB attachment space per base

Plus - 5,000 records, 5GB attachment space per base

Pro - 50,000 records, 20GB attachment space per base

Enterprise - 100,000 records, 1000GB attachment space per base

Checking base usage

If you ever need to check in the future, you can see each base's current usage in your.

SSO is a feature only available for Airtable Enterprise payment plans.If you are interested in inquiring about enterprise pricing, you can contact us here.

This article is intended for administrators setting up SSO for their teams. Before adding your SSO metadata (sign-in URL and x509 certificate) via the admin panel, you need to first retrieve it from your SSO identity provider, following one of the following articles:

Okta

Google

ADFS

Azure AD

OneLogin

Then, go to the admin panel and click on the "settings" tab. There, you should see a section called "SSO configuration" under which you can add or edit SSO identity provider metadata for each of the email domains federated under your enterprise account: logging back in

Click "edit identity provider metadata" to edit the metadata of an identity provider. You can only do so when SSO is in optional mode, to prevent locking users out. You can toggle SSO between optional and required mode using the buttons "make SSO optional" and "require SSO and log out all sessions", respectively:

Troubleshooting / common issues

After editing your identity provider metadata, the changes may take up to 5 minutes to take effect.

You can only add identity provider metadata for email domains federated under your enterprise account.

We only allow one set of identity provider metadata per email domain, globally. This means that if another enterprise account has already provided identity provider metadata for one of your email domains, you will need to talk to the admins of that account if you want to change the metadata.

If you are trying to switch SSO from optional mode to required mode for your own email domain after editing the SSO identity provider metadata, we require that you verify that the metadata values you've provided are correct, by first logging out and using SSO.

SSO is a feature only available for Airtable Enterprise payment plans. If you are interested in inquiring about enterprise pricing, you can contact us here.

This article is intended for administrators setting up SSO for their teams.

If you are looking for information on setting up SSO with Google, please read this article instead.

If you are looking for information on setting up SSO with ADFS, please read this article instead.

If you are looking for information on setting up SSO with Azure AD, please read this article instead.

If you are looking for information on setting up SSO with OneLogin, please read this article instead.

The following is a list of instructions for configuring SSO with Okta.

Okta

Setting up SSO for Okta

To start, log in to your Okta account and click the Admin button in the top right corner.

Okta has its own documentation for how to configure SAML 2.0 for Airtable.

From here, mouse over the Applications tab, then select the Applications option.

Next, click the green Add Application button.

Search for Airtable among the various options, then click the Add button.

Configure the general settings for the Airtable app by choosing an application label and application visibility settings.

Next, select all the people for whom you want to enable Airtable SSO.

You will be asked to enter some additional information for each user.

Submit your signin URL and x509 certificate, following the steps in this article.

Configuring SAML 2.0 for Airtable through Okta

Please follow these instructions.

SSO is a feature only available for Airtable Enterprise payment plans. If you are interested in inquiring about enterprise pricing, you can contact us here.

Airtable supports SSO through Okta. This article is intended for administrators who are looking to configure their provisioning/deprovisioning features.

Prerequisites

SSO is a feature only available for users on Airtable Enterprise payment plans. To enable SSO (and provisioning/deprovisioning), have your admin contact Airtable at [email protected].

Features

The following provisioning features are supported:

Push new users

New users created through Okta will also be created in the third-party application.

Push user deactivation

Deactivating the user or disabling the user's access to the application through Okta will deactivate the user in the third party application.

Note: For this application, deactivating a user means logging out all logged-in sessions and greying out the user where s/he shows up in sharing dialogs. The org admin will still be able to log into the user's account by resetting their Okta password. To permanently remove the user's account, the admin must log into the users account and delete it through Airtable's interface. This is so that admins can transfer out any bases or workspaces owned by that user. We will not charge for deactivated users.

Reactivate users

User accounts can be reactivated in the application (if they have only been deactivated through Okta, and not manually deleted).

Note: since Airtable uses emailDomains to identify enterprise SLAs, you will only be able to perform actions (i.e. provision/deprovision) on users whose Airtable accounts have the same emailDomain as the admin user's.

Configuration Steps

Under the Provisioning Tab, click the Configure API integration button.

Next, check the Enable API integration box; then click the Authenticate with Airtable button.

If you are not already signed in to Airtable, you will be redirected to Airtable, where you will need to sign into your Airtable account.

Once you do this, you will then get redirected back to Okta with a message saying you have successfully authenticated.

After you successfully authenticate, two new options will appear under Settings on the left side of your screenTo App and To Okta. Select the To App option, then check the features you want to enable. (In most cases, you'll likely want to enable Create Users and Deactivate Users.) Be sure to click the Save button when you're done.

Once you've gone through these steps, you can provision and deprovision users under the Assignments tab.

Troubleshooting

If you encounter any issues or need additional assistance, please email [email protected].

SSO is a feature only available for Airtable Enterprise payment plans.If you are interested in inquiring about enterprise pricing, you can contact us here.

This article is intended for administrators setting up SSO for their teams.

If you are looking for information on setting up SSO with Okta, please read this article instead.

If you are looking for information on setting up SSO with ADFS, please read this article instead.

If you are looking for information on setting up SSO with Azure AD, please read this article instead.

If you are looking for information on setting up SSO with OneLogin, please read this article instead.

The following is a list of instructions for configuring SSO with Google.

Google

You can set up SSO using Google as an identity provider with your organization's Google Apps accounts, by doing the following. To start, go to your Google Apps admin panel.

Once there, go from the "Apps" option to "SAML apps," then click the + button in the bottom right. Then, fill out the information required by Google according to the following steps:

1. Choose the "Setup my own custom app" option.

2. Download the IDP metadata under Option 2. You will need the certificate from this file to submit your identity provider metadata using the admin panel.

https://airtable.com/sso/login

3. Fill in "Airtable" as the application name, and use the following logo, if you want.

4. Enter Service Provider Details:

ACS URL: https://airtable.com/auth/ssoCallback

Entity ID: https://airtable.com/sso/metadata0418.xml

Start URL: leave blank

Signed Response: leave unchecked

Name ID: Basic Information; Primary Email

Name ID Format: Email

5. Fill in the Attribute Mapping information

"urn:oid:2.5.4.4" -> Basic Information; Last Name

"urn:oid:2.5.4.42" -> Basic Information; First Name

6. Submit your signin URL and x509 certificate, following the steps in this article.

After you have completed these steps, you should be able to log in from.

SSO is a feature only available for Airtable Enterprise payment plans.If you are interested in inquiring about enterprise pricing, you can contact us here.

This article is intended for administrators setting up SSO for their teams.

If you are looking for information on setting up SSO with Okta, please read this article instead.

If you are looking for information on setting up SSO with Google, please read this article instead.

If you are looking for information on setting up SSO with Azure AD, please read this article instead.

If you are looking for information on setting up SSO with OneLogin, please read this article instead.

The following is a list of instructions for configuring SSO with ADFS.

ADFS

Setting up SSO for ADFS

Inthe left navigation pane of ADFS, select Relying Party Trust, then Add Relying Party Trust, then Start.

[email protected]

Click the radio button option to Enter data about the relying party manually, then click the Next button.

You can enter whatever display name you want (like "Airtable") and any optional notesthen click the Next button again.

Next, pick AD FS profile as the configuration profile.

Click the Next button on the Configure Certificate page.

For the Configure URL page, check the Enable support for the SAML 2.0 WebSSO protocol box and paste in this URL: https://airtable.com/auth/ssoCallback

For the Configure Identifiers page, add https://airtable.com/sso/metadata0418.xml as a Relying party trust identifier.

On the Configure Multi-factor Authentication Now? page, choose the "I donot want to configure multi-factor authentication settings for this relying party at this time." option.

On the Choose Issuance Authorization Rules page, select the "Permit all users to access this relying party" option.

On the final screen, check the "Open the Edit Claim Rules dialog for this relying party trust when the wizard closes" box. This will open the Edit Claim Rules dialog once you click the Close button.

Once in the Edit Claim Rules dialog, go to the Issuance Transform Rules tab, then click the Add Rule button. This will open up the Add Transform Claim Rule Wizard.

From within theAdd Transform Claim Rule Wizard, you will be asked to Choose Rule Type. From the Claim rule template dropdown, select the Send LDAP Attributes as Claims option.

Give your claim rule a name (like "LDAP Email") andmap the E-Mail-Addresses LDAP attribute in the left column to the E-Mail Address outgoing claim type in the right column.

You'll need to add another Transform Claim Rule here. This time, select the Transform an Incoming Claim option from the Claim rule template dropdown.

Give this claim rule a name (like "Email Transform"), then set the following values:

Set Incoming claim type to E-Mail Address

Set Outgoing claim type to Name ID

Set Outgoing name ID format to Email

Select the Pass through all claim values radio button

Airtable also supports thefollowing additional attribute maps:

"urn:oid:2.5.4.4" -> Basic Information; Last Name

"urn:oid:2.5.4.42" -> Basic Information; First Name

When you're done, click the OK button to save this Claim rule, and OK again to exit the Transform Claim Rule Wizard.

Next, you'll need to edit Airtable's relying trust properties. Under the Advanced tab, select SHA-256 as the secure hash algorithm. Then, copy the following X.509 certificate and save it to something like airtable.crt:

-----BEGIN CERTIFICATE-----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-----END CERTIFICATE-----

Under the Signature tab, click Add, then upload airtable.crt. Click OK to complete. Next, you'll need to export your token signing certificate.In ADFS, click the Certificates folder, then Token Signing certificate.

Click the Details tab, then click the Copy to File button.

Next, export as a Base-64 encoded X.509 (.CER) file.

After that, submit your sign on URL and x.509 certificate (you can open the .cer file in a text editor and copy-paste it in) following the steps in this article.

After you have completed these steps, you should be able to log in from https://airtable.com/sso/login.

Troubleshooting

If you encounter any issues or need additional assistance, please email . If there are any relevant ADFS logs (Control Panel -> Administrative Tools -> Event Viewer -> Applications and Services Logs -> AD FS -> Admin), please include them in your email.

SSO is a feature only available for Airtable Enterprise payment plans.If you are interested in inquiring about enterprise pricing, you can contact us here.

This article is intended for administrators setting up SSO for their teams.

If you are looking for information on setting up SSO with Okta, please read this article instead.

If you are looking for information on setting up SSO with Google, please read this article instead.

If you are looking for information on setting up SSO with ADFS, please read this article instead.

If you are looking for information on setting up SSO with Azure AD, please read this article instead.

The following is a list of instructions for configuring SSO with OneLogin.

In the admin mode of OneLogin, go to Apps -> Add Apps, search for "Airtable", and add the SAML2.0 app.

On the Airtable app page, go to the "SSO" tab and make note of the "X.509 Certificate" and the "SAML 2.0 Endpoint (HTTP)". https://airtable.com/sso/login,

Enter in the "SAML 2.0 Endpoint (HTTP)" from step 2 under "Sign On URL", and the "X.509 Certificate" from step 2 under "x.509 Certificate",following the steps in this article.

After you have completed these steps, you should be able to log in from or by clicking the Airtable icon on your OneLogin portal.

SSO is a feature only available for Airtable Enterprise payment plans.If you are interested in inquiring about enterprise pricing, you can contact us here.

This article is intended for administrators setting up SSO for their teams.

If you are looking for information on setting up SSO with Okta, please read this article instead.

If you are looking for information on setting up SSO with Google, please read this article instead.

If you are looking for information on setting up SSO with ADFS, please read this article instead.

If you are looking for information on setting up SSO with OneLogin, please read this article instead.

The following is a list of instructions for configuring SSO with Azure AD.

Azure AD

Setting up SSO for Azure AD

Go to Azure Dashboard; click on "Azure Active Directory" and then "Enterprise Applications".

[email protected]

Click on "New Application", then "Non-gallery application", give it a name (probably "Airtable"), and then click "Add".

Onceyou'veadded the application, it will take you to the application page. Click "Single sign-on", and then "SAML".

For "Step 1: Basic SAML Configuration", use the following values:

Identifier (Entity ID): https://airtable.com/sso/metadata0418.xml

Reply URL (Assertion Consumer Service URL): https://airtable.com/auth/ssoCallback

You can leave Sign on URL and Relay State blank.

For "Step 2: User Attributes & Claims", change "Unique User Identifier" to "user.mail". Leave the "claim name" intact.

For "Step 3: SAML Signing Certificate", download as Base64.

From "Step 4: Set up Airtable", copy-paste the LoginURL.

After that, submit your sign on URL from step 4 and SAML signing certificate (you can open .cer files in a text editor and copy-paste it in)following the steps in this article.

After you have completed these steps, you should be able to log in from https://airtable.com/sso/login.

Troubleshooting

If you encounter any issues or need additional assistance, please email .

Airtable has both free and premium plans available. The usage limits for each are described on the pricing page at airtable.com/pricing.

You can add as many collaborators and bases as you'd like for free, as long as each base falls below the per-base record limits described on the pricing page. If any of your bases exceeds those limits, you'll need to upgrade the workspace to which that base belongs.

For Pro and Plus paid workspaces, you will be charged the per-user, per-month fee for each person you've invited to collaborate on bases belonging to that workspace. You will not be charged for read-only collaborators on either of these two self-service plans.

If you'd like to upgrade to a paid premium account, please follow these instructions.

For Airtable Enterprise plans, billing is calculated differently. Please contact your sales representative if you have further questions.

The dedupe block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks to bring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The dedupe block helps you find and manage duplicate records in a table. You can delete duplicates or merge individual fields from duplicate records together.

Try using the dedupe block when you want to:

Convert a messy CSV into an Airtable base

Clean up redundant form submissions

Consolidate leads that were accidentally added to your CRM multiple times

To get started, first add a dedupe block to your base by opening up the blocks panel and clicking the + Add a block button.

Find duplicate records

Next, you'll need to pick the table in which you'll be looking for duplicates. If you'd like, you can also choose to limit your search to a specific view to only find duplicates within a subset of records. After that, you'll need to pick the field or fields that you want to use to find duplicates. If you pick multiple fields to find duplicates, the block will find sets of records where the values match for all of the selected fields.

For text field types, you can choose to use exact matching, similar matching, or fuzzy matching. Below is an explanation of what will be found by each matching type:

Exact: Has the same, case-sensitive value

Ex) J. K. Meowling and J. K. Meowling

Similar: Has the same value, but may have different capitalization, punctuation, accents, whitespace, or ordering of words.

Ex) J. K. Meowling and j k mewling

Fuzzy: Looks for typos and transposition errors (where characters are swapped such as ei vs ie in the word field)

Ex) J. K. Meowling and J. K. Lemonwig

Be careful! Fuzzy matching can often result in false positive matches, since its search is so broad.

Once you've picked your field or fields for duplicate finding and determined how strict you want the duplicate search process to be, the dedupe block will show how many sets of duplicate are in your table or view, plus a preview of those duplicates. Click Review duplicates when you're ready to start deduping your records.

Resolve duplicate records

This will bring you to the Resolve duplicate records screen, which will compare identified duplicates in a set, side-by-side. For each set of duplicates, you can choose to Exclude a record from the set if it is not a duplicate. You can also choose a primary record, which will mark all remaining records for deletion. If there are fields from the other records that you would like to keep, you can merge them with the primary record. Please note: selecting a primary record means that you are specifically preserving that record's comments and revision history. All field information, including the primary field, can then be merged into the primary record you selected. Once you choose a primary record, you will see a green check mark appear in the header. All other records will appear crossed out. For each field, you can choose one value from the available duplicates. The chosen field will turn green, indicating that it will be included in the merged record. If you'd like to combine values from two or more fields, you can do so by selecting Edit record and then manually updating the desired field. You can execute this merging process over as many records as you want. The example below shows information being merged from 3 different records. What the new record will look like shows up on the right in the merge preview area.

When comparing duplicates, you can choose to sort the identified potential duplicates alphabetically, by created time, by the number of comments on a record, or by the number of fields filled out. You can also choose to hide fields that contain identical values for all the identified duplicates, which can save time when comparing records with many fields. If you want to start from scratch on a given set of duplicates, you can always hit the Reset button at the bottom left, which restores all records excluded from the set, unsets the primary record, and resets all selected fields.

Choosing multiple cells to include in the final result

For some field types that support multiple values (multiple select, multiple collaborator, linked records, and attachments), you can choose to keep multiple values in the final result.

You can use the "+" button on the cell or /Ctrl + click to select one additional cell to add to the results.

If you click any cell without the or Ctrl key, the clicked cell will replace the entire selection.As an example, in the screenshot above, clicking Agency Team in the third record would exclude the "Agency Team" cells from the first two records and only include the cell in the third record as shown in the next screenshot.

One common flow might be to combine the cell values from all duplicates. For situations where a user wants to merge all the cells for a particular field, they can use Shift + click to bulk-select cells in a range for merging.

To do this, you must already have a primary record selected. Shift + clicking another record will select all cells between the primary record and clicked record. For example, in the screenshot above, Shift + clicking the third record selects records 1-3. However, its possible that the primary recordisn'tthe first record in the set.

When combining the values from these field types, any duplicates will be removed so that only unique values will be included in the final merged record.

Cells without the "+" button appearing are not able to have multiple values and so this kind of combining is not available.

Shortcuts

To speed up the deduplication process more, you can use keyboard shortcuts:

Use the arrow keys and to select a record. You can also select a record by pressing its corresponding number key

Awill use the currently selected record as the primary record

Swill exclude the currently selected record from the merge process, and will not delete it

Spacewill open up the currently selected record for editing

+ Enterwill merge your selections

The following shortcuts can be used with fields that can have more than one value (collaborator, linked records, multiple select, and attachments).

+ click will add the current selection to those already selected

Shift+ click will add all the values between the primary field and the selected field

Merge selections to records

When you're confident with your merge selections, you can select the Merge records button at the bottom right. At this point, you will be asked to confirm your changes. If you are confident in your deduping selections, go ahead and click Merge. The dedupe block will now show the next set of duplicates to work through. Once you're finished working through the sets of duplicates, the block will return you to the main selection screen where you can pick the field or fields that you want to use to find more duplicates. If you're totally done deduping, you can go ahead and press Cancel or the X in the top right to close the block and return to your base.

HIPAA

Airtable does not sign HIPAA business associate agreements (BAA) at this time. We work with a number of companies across medical industries who do use Airtable to manage business, research and other processes, but refrain from storing Personal Health Information (PHI) in doing so.

FERPA

Currently Airtable has not certified for FERPA compliance. We work with a number of education users who do use Airtable to manage business, research and other processes, but refrain from storing student data in doing so.

The chart block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The chart blocklets you visualize your table as any of the following chart types:

bar chart

line chart

scatter plot

pie chart

donut chart

Watch this video to learn more about how to set up and use a chart block, or read on for further information.

When you first install a chart block, it'll automatically open the new block's settings page. From the settings, you can select the desired table and view you wish to visualize.

Next, you can pick which of the chart types you want to use: bar, line, scatter, pie, or donut. Here's some general tips on how to pick the correct chart.

Bar charts are generally used to compare specific X-axis values, like the number of assignments each collaborator has in a project management base.

Line charts are most often used to track changes over time, but they can also be used for when there is some other sequence, like stages in a pipeline.

Scatter plots are most useful for showing how much one variable is affected by another variable.

Pie and donut charts are both useful in situations where you want to compare the relative proportions of a data set's constituent subsets.

Once you've picked a chart, you'll need to pick a field for your chart's X-axis.

Certain field types offer additional customization choices for the X-axis. For example, if you pick a date field as the X-axis, you'll have the option to bucket the date values by week, month, quarter, and so on.You can also choose to whether or not to include data from cells that are empty in the specified field by selecting the "Include empty cells" option.

Once you've set up the X-axis, you'll need to set up the Y-axis. By default, the Y-axis is configured to show Count. This means that the chart will plot the number of records that have each X value on the Y-axis.

To use one of your other fields for the Y-axis, click the Field option. Note that you have to pick a numeric field.

You can either plot all of the values in the field, which is useful for a scatter plot, or you can aggregate the values to show the sum, minimum, maximum, or mean of all of the values, which is more useful for line or bar charts.

For a bar, line, or scatter chart, you can sortusing one of the following options.

View: Order in view

X value: X-axis value (numerical order for number types, alphabetical for string, order of select options for single select / split multi select)

Y value: Y-axis value (ie count, summary value, etc)

You can also choose to group by a third field, if you have any single select or single collaborator fields. This will give you more options for visually distinguishing between different bars, points, and lines.

The stack option stacks the different groups on top of each other.

For line graphs and scatter plots, you also have the option of setting the Y-axis to always start at zero.

Once you're done configuring the chart, you can hover over points on the chart to get more information about the underlying data.Clicking on a point or bar will bring up the relevant record, or a relevant list of records.

On a line chart or scatter plot, you can also zoom in by clicking and dragging your mouse to define a range.

You can also make pie and donut charts with chart block. A pie chart is used in situations when you want to illustrate proportionality: the arc lengths of the pie slices represent the relative proportions of the data set's constituent subsets. A donut chart is pretty similar to a pie chart, butas you might guessit has a hole in the middle.

The pivot table block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

A pivot table is a versatile tool that helps you summarize the information in a table by slicing and dicing it so you can look at it from different perspectives. It works by grouping records together based on either one or two fields, and summarizing the data from those records, either by counting the number of records per group, or by using a specific summary function (like sum, average, or maximum) on another field.

Watch this video to learn more about how to set up and use a pivot table block, or read on for further information.

Why use a pivot table?

A pivot table is a versatile tool that can be used to summarize the information in a table in new and useful ways by creating another table. It's useful for when you have lots of numbers that need summarizing, when you want to compare subsets of data, or when youre trying to find trends in your data.

grouped records and the summary bar

Setting up a pivot table

To get started, first install the pivot table block. Once installed, the block will open up to fill your screen. By default, the block will automatically select the most recent table and view in which you were working, but you can change the target table and view as desired.

Row groupingallows you to select the field which will define the rows of your pivot table, whereascolumn groupingallows you to select the field which will define the columns of your pivot table.

Note that while a row grouping is required to build a pivot table, a column grouping is not required. If you select None as the column grouping option, then there will be no column grouping, and the summary function will just apply to the row groups. (This looks somewhat similar to usingto create reports.)

When picking your row and column groupings, if you have a field where each cell can contain multiple choices (such as a collaborator field allowing multiple collaborators, a linked record field allowing linking to multiple records, or a multiple select field), you will have the option tosplit multiple choices.

Splitting multiple choices in a row or column grouping means that a record containing multiple choices in the specified field will be counted/summarized separately for each choice. For example, a record containing options A and B will be counted under both A and B. In contrast, not splitting the choices means that the pivot table will treat separate compositions of multiple choices as different choices in themselves; a record containing options A and B will not be counted under A or B, but rather, under A, B.

Onceyou'vepicked row and/or column groupings, you can choose to summarize the data byCountor by aSpecific field. Count simply displays the number of records that are included in the row (and column) grouping(s).

Specific field displays the results of a summary function performed on a specific field. If you pick specific field, you'll need to select the specific field, and a type of summary function, like sum, average, or maximum. The available summary functions will depend on the field type.

Sorting order

Both rows and columns can be sorted within the pivot table block using one of the following:

Group: The values in the field that make up the headings of the rows and columns (numerical order for number types, alphabetical order for text, order of select options for single select / split multi select)

Value: Row/column summary values (ie count, aggregate values, etc)

Billing basics for Plus and Pro plans

How does billing work?

Who counts as billable collaborator?

How does the Pro trial work?

What happens if I change my plan from annual to monthly? And vice versa?

What happens if I change the number of billable collaborators on a workspace?

I was just charged for a Plus or Pro plan and...

I'm paying a different amount than I was expecting.

I'd like to pay with credits.

I upgraded by accident.

Another member of my team signed up for Airtable with my credit card.

Please note that for Airtable Enterprise plans, billing is calculated differently. Please contact your sales representative if you have further questions.

Billing basics for Plus and Pro plans

How does billing work?

For self-service premium plans (Plus and Pro), workspaces are upgraded, not accounts. There are no premium users in Airtable, only premium workspaces.

When a workspace is upgraded to premium plan, all bases in the workspace will get the corresponding premium features (be it the increased record and attachment limits on Plus, or numerous additional features onPro ). The cost of this upgrade and any continued price adjustments over time depend on the number of people who can edit (or comment on) at least one base in the workspace. Read-only collaborators on self-service paid plans (Plus or Pro) are free as well as any person submitting a form on any plan.

All initial and ongoing charges for the workspace are charged to the payment card uploaded by a workspace "owner." Other people accessing the Pro workspace do not pay for their access, and they'll have free features on other workspaces they belong to thataren'ton a premium plan.

Airtable plan changes are automatically prorated, accounting for the addition and removal collaborators, as well as plans switches. On both monthly and annual plans, we bill or credit for any changes once per month.

It's typically best to have all bases for which you'd like premium features into a single upgraded workspace. If you'd like certain people to have access to only certain bases, you can add them as base collaborators rather than workspace collaborators.

You can check a workspace's plan next to its name:

contact us

Please note that for Airtable Enterprise plans, billing is calculated differently. Please contact your sales representative if you have further questions.

Who counts as a billable collaborator?

Billing is based on the number of people (base or workspace collaborators) who can edit (or comment on) at least one base in the upgraded workspace. Read-only collaborators on self-service paid plans (Pro or Plus) or people submitting forms are free.

A workspace owner can manage its billable collaborators from the workspace's settings page.

How does the Pro trial work?

On the Pro Trial, the top workspace in your account is upgraded to a complimentary Pro plan for 14 days. You can select which plan to move the workspace to after the Pro trial by clicking the Pro trial Banner to the right of the workspace's name.

If you would just like to compare the Pro trial with the free plan, you can create a new free workspace by clicking Add a workspacebelow the Pro trial workspace.

If your workspace is on a Pro trial and you let the trial expire, your workspace will lose access to the premium features only available on the Airtable Pro plan. These include blocks, premium forms, advanced calendar features, record coloring, personal and locked views, domain/password restricted share and invite links, year-long snapshot and revision history, and increased record and attachment limits (50,000 records per base versus 1,200 on free, 20GB of attachments per base versus 2GB on free).

What happens if I change my plan from monthly to annually? And vice versa?

If you are on monthly plan and change to the annual plan, you will be instantly changed to the annual plan, but you will not be invoiced for the entire year's commitment until the end of the current month. At that point, you will be charged for each billable collaborator for exactly 12 months (at the discounted rate for the annual billing plan).

Conversely, if you move a workspace to a monthly plan in the middle of annual plan, you will be refunded in Airtable Credits for the rest of your annual commitment within a month.

What happens if I change the number of billable collaborators on a workspace?

For monthly plans

If you add a billable collaborator to a workspace on a monthly plan, you won't be charged until the next monthly billing date (which is typically the same day of the month as when the workspace was first upgraded). On that day, you'll be charged a prorated amount for the period of the previous month during which the collaborator had billable access to the workspace, as well as for the forthcoming month. If you remove a billable collaborator from a workspace on a monthly plan, on the next monthly billing date you will receive a prorated refund of Airtable Credits for the days that the collaborator did not have billable access to the upgraded workspace.

For annual plans

If you add a billable collaborator to a workspace on an annual plan, you will initially be charged for the full remaining annual commitment for that collaborator. If you remove a billable collaborator from a workspace on annual plan, you will be granted a refund in Airtable credits prorated to the day the collaborator was removed.

Adding a collaborator:

Three months after upgrading a workspace to an annual plus plan ($120/collaborator/year), you add a billable collaborator to the workspace. You would then be charged an additional $90, for the new collaborator's access for the remaining nine months of the annual commitment.

Removing a collaborator:

Ten months after upgrading a workspace to an annual pro plan ($240/billable collaborator/year), you remove one billable collaborator from the workspace. You would then receive a prorated refund of $40 of Airtable Credits for annual commitment's remaining two months

These examples are simplified for the sake of clarity - any of these charges or refunds would be prorated to the day any billable collaborators are added or removed.

I was just charged and...

If you have a question about a charge/invoice from Airtable, we recommend first visiting your account page, from a laptop or desktop. From your account page, you can:

Manage the collaborators on an upgraded workspace

View all past invoices and charges

Change a workspace's plan

Apply Airtable credits to a workspace

Change the credit card uploaded to a workspace

I'm paying a different amount than I was expecting.

The invoice amount will change with the number of billable collaborators on an upgraded workspace. You can view/manage access for all billable (i.e. non read only) collaborators on an upgraded workspace by going to your account page from a laptop or desktop. From there, just click to the upgraded workspace in the left sidebar.

If you don't want to pay for a collaboratoron the Plus or Pro plan, you can either change their permission settings to read only, or remove them from all bases in the workspace. To adjust access for base collaborators, click into each of the bases they belong to.

To adjust access for workspace collaborators, click Add or manage workspace collaborators at the bottom of the list.

Upon removing billable collaborators or changing their permission settings to read-only(Pro or Plus plan), you'll be auto-issued corresponding refunds of Airtable credits, prorated to the collaborators' remaining paid commitments. The credit refunds will go through a month after your most recent invoice. Please contact our support team if you have further questions.

I'd like to pay with credits

To pay for an upgraded workspace with Airtable Credits, the credits first have to be applied to that workspace (you can only apply credits to workspaces that you are an owner of). You can apply credits to a workspace by going to your account page, and then clicking into that workspace's settings page in the left sidebar.

Once credits are applied to a workspace, any future charges from that workspace will first be deducted from the workspace's credits.

I upgraded by accident

If you upgraded an Airtable workspace by mistake, you can proceed to downgrade by clicking the plan to the right of the workspace's name.

Upon downgrading, you'll be auto-issued a refund of Airtable credits, prorated to your remaining paid commitment. This credit refund will go through a month after your most recent invoice. Please contact our support team if you have further questions.

Another member of my team signed up for Airtable with my credit card.

If you didn't sign up for Airtable but have a charge from us on your credit card statement, we recommend first checking whether a coworker or family member may be using Airtable - in our experience, this accounts for most unexplained charges. If you can't identify who's responsible for a charge, with the details of the charge (date, amount, and last four digits of the credit card), and we'd be glad to help figure this out.

If you are having an issue accessing your Airtable account or base, you may come across an error message like:

Something is broken

Yikes! Something broke.

Sorry, the page you were looking for was not found.

Here are some initial troubleshooting steps you can take to resolve most issues.

Clearing your browser or desktop app cache

A hard refresh of your cache may resolve the issue. From your Airtable browser tab, you can do a hard refresh by holding the Cmdand Shiftkeys and then pressingR.If on a Windows device, the shortcut to hard refresh a page isCTRL + F5.Note: Clearing your browser'swholecache may not be a bad idea either -- just be sure you don't have any work in progress on any of your browser's tabs, like a half filled-out form! Instructions here.

On Google Chrome, the confirmation screen will look something like this:

https://twitter.com/airtablestatus

If you're using Airtable's desktop app, you can clickHelpon the menu bar, and selectclear cache and reloadto effect the equivalent action.

Once you clear your cache, try to reload your Airtable base and see if the issue is resolved.

What to do if you still have issues

In the rare occasion of a widespread issue (affecting users other than yourself), you can checkto check for updates from our team.

Otherwise, you can contact us by clicking Help in the bottom right hand of our support center, or Help > Contact Us inside Airtable. Please attach any screenshots of what you're seeing and a description of the issue you're having toso we can help you as quickly as possible.

The trash function allows to see and restore recently deleted items from a base. Specifically, you can use the trash to see and restore the tables, views, fields (columns), and records (rows) that have been deleted in a base in the past seven days.

To access the trash for a base, click on the base's history button, then click the Trash option from the dropdown menu.

permission level

This will bring up a list of all the deletions from the past seven days. Each deletion entry will tell you what was deleted, what kind of item was deleted (table, view, field, or record), when it was deleted, and who deleted it.

To restore an item from the trash, click the Restore option next to a deleted item.

If you have creator-level permissions for the base, you can permanently remove everything that's in the trash by emptying it. To empty the trash, click the Empty trash button at the top of the trash dialog. Any trash you delete this way will no longer be recoverable (unless that information is recovered through the restoration of a snapshot ). Please use this feature with caution.

Trash and permissions

What actions you can take within the trash dialog are limited by your .

You need to have edit-only or creator permissions to see the trash dialog.

Only creators can empty the trash.

Read-only users cannot open or otherwise see the contents of the trash.

You need to have edit-only or creator permissions to restore deleted views and records.

Only creators can restore deleted tables and fields.

IFTTT (which stands for "If this, then that") is a third-party service that can connect Airtable to hundreds of other apps, services, and devices.Using IFTTT, you can create an "applet," whichis basically a set of instructions in the form of "If [x], then [y]" that will automate a particular task for you. You can use Airtableas either a trigger or an action in an IFTTT applet.

Please be aware that Airtable's integrations with IFTTT are rather fragile, as IFTTT cannot automatically retrieve the names of your tables and fields. This means that if you change the names of your tables and fields after setting up your recipe, your applet will break and no longer work as intended. Please be careful!

IFTTT basics

Making an IFTTT applet with Airtable as the trigger

Step 1: Set up the trigger service (Airtable) and trigger

Step 2: Set up the action service and action

Making an IFTTT applet with Airtable as the action

Step 1: Set up the trigger service and trigger

Step 2: Set up the action service (Airtable) and action

IFTTT basics

The basic structure of an IFTTT applet involves connectingtwo of IFTTT's 300+ services together. IFTTT supports many services, e.g. Airtable, iOS/Google Contacts, Dropbox, etc. Different services include differenttriggers (the "if" part of the recipe) andactions (the "then" part of the recipe).

Some examples of recipes might be:

Ifthe weather forecast predicts rain for tomorrow [the trigger],thensend me a text message reminding me to bring an umbrella to work tomorrow [the action].

If a new record is created in my Airtable base [the trigger], then send me an email letting me know [the action].

Ifa new book appears onthe New York Times Hardcover Fiction Best Sellers list [the trigger],then create a record in my Airtable basewith the name and author of that book [the action].

When configuring an applet, you'll need to useingredients, whichis IFTTT's term for variable bits of information from the trigger. So ifAirtable was the trigger, this would include things like the time at which the record was created, the name of the record (i.e. the contents of the primary field), or the URL of the record.

Note that the relationship between a trigger and an action in an IFTTT applet is one-way and a trigger will fire only once in response to an expected eventthere is no permanent connection between the two channels. For example:

Suppose your IFTTT applet is: If I pin a new image on Pinterest, then create a new record in my Airtable base.

If you unpin the image, it will not delete, alter, or otherwise change the record in Airtable.

If you change/update the record in Airtable, this will not affect the pin on your Pinterest board.

To make an IFTTT applet, you'll first need to login (or create ) an IFTTT account. From the IFTTT home page, click on the My Applets link at the top of the page:

From the My Applets page, click the New Applet button:

Making anIFTTT applet with Airtable as the trigger

Suppose you'rerunning a survey using Airtable forms, and you'dlike to be notified whenever someone submits a response. Let's set up an example IFTTT applet in which Airtable is the trigger channel:

If a new record is created in my Airtable base, then send me an email.

Step 1: Set up the trigger service (Airtable) and trigger

After clicking the New Applet button, click the big blue "this" to get started. This will bring up a list of trigger servicesclick Airtable to select itas the trigger service. (You may be asked to connect Airtable to your IFTTT account at this pointif you haven't done so already.)

The next step is to choose a specific trigger. At the moment, the only Airtable trigger is New record created, which means the trigger will fire every time a new record is created in a specified Airtable base. Click the New record created option to proceed.

Next, you'll be asked to complete the trigger fields. This means that you'll be telling IFTTT the specific base, table, and/or viewwhich you would like to trigger changes in your action service.

Select the desired base from the dropdown menu. In the table name field, you will then need to manually type in the name of the tablein which new records being created will trigger your action.

So if yourbase looked like this in Airtable:

Then you would fill out the trigger fields in IFTTT like this:

Additionally, you have the option of manually typing in the name of a view in the view name field. If you do this, only new records that show up in that particular view will fire the trigger. If you leave it blank, all new records in the specified table will fire the trigger.

You also have the option ofconfiguring how IFTTT will retrieve the most recent records by putting in the name of a field in the sort field option. IFTTT will sort records in descending order of the specified field. If you leave sort field blank, IFTTT will default to sorting by the created time of the record in descending order.

IMPORTANT NOTE 1: The names of the table, view, or field specified in the recipe are case-sensitive. For example, if the name of the table is Responses, typing responses into IFTTT means the applet will not work.

IMPORTANT NOTE 2: If you change the names of the table, view, or field specified in the recipe while in Airtable, your IFTTT recipe will no longer workbecause the names will not be automatically updated in IFTTT. For example, if you change the name of the table from "Responses" to "Survey Responses", the applet will break.

Once you're done configuring the trigger fields, click the create trigger button to progress.

Step 2: Set up the action service and action

When you're done creating the "if this" portion of your conditional statement (the trigger), IFTTT will then prompt you to create the "then that" portion of your conditional statement (the action).

Choose whichever service you'd like for the action stepfor our example, we'll select Email.(You may be asked to connect your action appto your IFTTT account at this pointif you haven't done so already.)

The next step is to choose a specific action to be taken. For our example, let's select Send me an email.

From here, we can customize the email that IFTTT will send us. (The default email template looks like the one in the following image.)

Notice that each field has a button below it that says + Ingredient. Clicking on this button will allow you to add ingredients from the triggering Airtable record into your email.

The available Airtable ingredientsinclude the time at which the record was created, the name of the record (i.e. the contents of the primary field), the URL of the record, etc.

Using these ingredients, we canspecify the format of the email we'll receive when someone fills out our form.

IMPORTANT NOTE 3: For the name of the record to appear properly in the action step, you'll need to wrap the ingredient in double quotation marks.

Click the create action button once you're done configuring the action. Finally, you'll get a chance to name your recipe and double-check that everything's correct.If everything looks good, click the Finish button!

We've now set up a recipe so that whenever a new record is created in the specified base and table...

...an email will get sent to you that looks like this.

Making an IFTTT applet with Airtable as the action

Suppose you'd like to create an Airtable base which catalogs the tracks you save to aSpotify playlist.Let's set up an example IFTTT recipe in which Airtable is the actionchannel:

IfI save a new track to this Spotify playlist, thencreate a record for that track in Airtable.

Step 1: Set up the trigger service and trigger

On the My Applets page, click the New Applet button, then click the big blue "this" to get started. This will bring up a list of trigger services. In this example, let's select Spotify as our trigger service. (You may be asked to connect your trigger channelto your IFTTT account at this point, if you haven't done so already.)

The next step is to choose a specific trigger. For Spotify, there are two possible triggers from which you can picklet's select New track added to a playlist, which means the trigger will fire every time you save a track to a specific playlist on Spotify.

For some triggers, you'll be required to complete trigger fields, meaning that you'll need to specify further how you'd like the trigger to function. For this trigger, we need to specify the playlist for which we want the trigger to fire. When you're done configuring the trigger fields, click the Create trigger button.

(Note that some types of triggers require no further specifications on the trigger fields. If you had picked the New saved track trigger instead of the New track added to a playlist trigger, for example, there wouldn't have been any additional fields to complete.)

Step 2: Set up the action service and action

When you're done creating the "if this" portion of your conditional statement (the trigger), IFTTT will then prompt you to create the "then that" portion of your conditional statement (the action).

For this example, choose Airtable as the action channel.(You may be asked to connect Airtable to your IFTTT account at this point, if you haven't done so already.)

The next step is to choose a specific action to be taken.At the moment, the only Airtable actionis Create a new record, which means that every time the trigger fires, IFTTTwill create a new record ina specified table within a specified Airtable base.

Next, you'll be asked to complete the action fields. This means that you'll be telling IFTTT how you want theingredients from each saved Spotify track to be incorporated into thenew Airtable records IFTTT will create.

Select the desired base from the dropdown menu. In the table field, you will then need to manually type in the name of the tablein which you would like new records to be created.

So if your base looked like this, for example:

You would fill out the base and table fields like this:

The record content field allows you to specify exactly which ingredients from the trigger you would like to incorporate into your new record. Notice the + Ingredient button below the field. Clicking on this button will add an ingredient from the trigger into your new record.

For every ingredient you wish to put in a field, you need to preface that ingredient with:

::airtable::FieldName::

in which "FieldName" is the name of the field into which you would like the ingredient to go.

For our example, let's say we'd like to put the title of the track in our table's "Track Name" field, the name of the artist in the "Artist" field, the name of the track's album in the "Album" field, and a link to the track in the "Link to track" field. This would be written in the record content field as

::airtable::Track Name::{{TrackName}}

::airtable::Artist::{{ArtistName}}

::airtable::Album::{{AlbumName}}

::airtable::Link to track::{{TrackURL}}

IMPORTANT NOTE 1: The names of the table and fields specified in the applet are case-sensitive. For example, if the name of the fieldis "Link" (with a capital "L"), typing ::airtable::link:: (with a lowercase "l") into the record content field will break the applet.

IMPORTANT NOTE 2:If you change the names of the table or fields specified in the applet while in Airtable, your IFTTT recipe will no longer work, because the names will not be automatically updated in IFTTT. For example, if you changed the name of the table from "Saved Tracks" to "My Favorite Tracks," the applet would break; similarly, if you changed the name of one of the fields from "Track Name" to "Title of Track," the applet would also break.Use caution.

Click the create action button once you're done configuring the action.

Finally, you'll get a chance to name your applet and double-check that everything's correct.If everything looks good, click the Finish button!

We've now set up an applet so that whenever you add a track to a specific playlist on Spotify...

...IFTTT will create a new record in your Airtable base accordingly.

To count the number of linked records in a field, you can create another field using the "Count" field type. This will automatically provide the number of records that have been linked to a particular record in a designated field. (For a basic overview of the count field type, see " Guide to Formula, Lookup, Count, and Rollup Fields. ")

Example: Counting Assigned Tasks

Let's suppose that you have a table of team members, and a table of tasks that need to be completed. Using a linked record field, we can link employees to the tasks to which they've been assigned.

Once you've done this, you'd like to be able to see, at a glance, the number of taskseach employee has been assigned. To do this, create a new field with the count field type (you can title this new field "Tasks Assigned"). You will then be prompted to select name of the field on this table that holds the linked records you would like to count. In this case, the title of that field is "Tasks."

The new count type field you've created will automatically count the number of linked records in the designated field. If you add or remove linked records from the designated field, the count field will automatically update to reflect the new number of records.

To copy a field (column) from one table to another, you can copy any cell from the existing field, then paste it into a new empty text field in a different table (Ctrl+C, Ctrl+V for PC; +C, +V for Mac). This will also copy over the field settings.

copy/paste to append records to an existing table

Note that this only works if the field you're pasting into is text and empty (this is because it assumes you want to replace that empty field with the select field, rather just copying the values as text).

You can also use .

The DATETIME_FORMAT function will allow you to reformat the data from the date-type field into a string of your specifications. This is written in the form"DATETIME_FORMAT(Datetime, 'format specifier')," in which the format specifier can be something like 'DD-MM-YYYY,' 'YYYY/MM/DD,' 'MM.DD,' etc.

(For more on how to use the DATETIME_FORMAT function in Airtable formulas, please see the article Formulas and date fields.)

The following is a table of the supported format specifiers:

Format Specifier

Description

Example(s)

M

Month of the year, cardinal nos. 1-12

1 2 ... 11 12

Mo

Month of the year, ordinal nos. 1st-12th

1st 2nd ... 11th 12th

MM

Month of the year, cardinal nos. 01-12

01 02 ... 11 12

MMM

Month name,three-letter abbreviation

Jan Feb ... Nov Dec

MMMM

Month name

January ... December

Q

Quarter of the year, cardinal nos. 1-4

1 2 3 4

Qo

Quarter of the year, ordinal nos. 1st-4th

1st 2nd 3rd 4th

D

Day of the month, cardinal nos. 1-31

1 2 ... 30 31

Do

Day of the month, ordinal nos. 1st-31st

1st 2nd ... 30th 31st

DD

Day of the month, cardinal nos. 01-31

01 02 ... 30 31

DDD

Day of the year, cardinal nos. 1-365

1 2 ... 364 365

DDDo

Day of the year, ordinal nos. 1st-365th

1st 2nd ... 364th 365th

DDDD

Day of the year, cardinal nos. 001-365

001 002 ... 364 365

d

Day of the week, cardinal nos. 0-6

0 1 ... 5 6

do

Day of the week, ordinal nos. 0th-6th

0th 1st ... 5th 6th

dd

Day of the week, two-letter abbreviation

Su Mo ... Fr Sa

ddd

Day of the week, three-letter abbreviation

Sun Mon ... Fri Sat

dddd

Day of the week

Sunday ... Saturday

e

Day of the week (Locale)

0 1 ... 5 6

E

Day of the week (ISO)

1 2 ... 6 7

w

Week of the year, cardinal nos. 1-53

1 2 ... 52 53

wo

Week of the year, ordinal nos. 1st-53rd

1st 2nd ... 52nd 53rd

ww

Week of the year, cardinal nos. 01-53

01 02 ... 52 53

W

Week of the year (ISO), cardinal nos. 1-53

1 2 ... 52 53

Wo

Week of the year (ISO), ordinal nos. 1st-53rd

1st 2nd ... 52nd 53rd

WW

Week of the year (ISO), cardinal nos. 01-53

01 02 ... 52 53

YY

Year, last two digits

00 01 ... 98 99

YYYY

Year

2000 2001 ... 2098 2099

gg

Week year, last two digits

00 01 ... 98 99

gggg

Week year

00 01 ... 98 99

GG

Week year (ISO), last two digits

00 01 ... 98 99

GGGG

Week year (ISO)

2000 2001 ... 2098 2099

A

Ante meridiem/post meridiem (majuscule)

AM PM

a

Ante meridiem/post meridiem (miniscule)

am pm

H

Hour, using a 24-hour clock from 0-23

0 1 ... 22 23

HH

Hour, using a 24-hour clock from 00-23

00 01 ... 22 23

h

Hour, using a 12-hour clock from 1-12

1 2 ... 11 12

hh

Hour, using a 12-hour clock from 01-12

01 02 ... 11 12

m

Minute

0 1 ... 58 59

mm

Minute

00 01 ... 58 59

s

Second

0 1 ... 58 59

ss

Second

00 01 ... 58 59

S

Fractional second

0 1 ... 8 9

SS

Fractional second

00 01 ... 98 99

SSS

Fractional second

000 001 ... 998 999

SSSS ... SSSSSSSSS

Fractional second

000[0..] ... 999[0..]

Z

Timezone relative to GMT, inc. colons

-07:00 -06:00 ... +06:00 +07:00

ZZ

Timezone relative to GMT, not inc. colons

-0700 -0600 ... +0600 +0700

X

Unix timestamp

1360013296

x

Unix millisecond timestamp

1360013296123

LT

Preset timestamp format in the form of h:mm A

6:30 PM

LTS

Preset timestamp format in the form of h:mm:ss A

6:30:45 PM

L

Preset date format in the form of MM/DD/YYYY

06/08/2016

l

Preset date format in the form of M/D/YYYY

6/8/2016

LL

Preset date format in the form of MMMM D, YYYY

June 8, 2016

ll

Preset date format in the form of MMM D, YYYY

Jun 8, 2016

LLL

Preset datetime format in the form of MMMM D, YYYY h:mm A

June 8, 2016 6:30 PM

lll

Preset datetime format in the form of MMM D, YYYY h:mm A

Jun 8, 2016 6:30 PM

LLLL

Preset datetime format in the form of dddd, MMMM D, YYYY h:mm A

Wednesday, June 8, 2016 6:30 PM

llll

Preset datetime format in the form of ddd, MMM D, YYYY h:mm A

Wed, Jun 8, 2016 6:30 PM

Airtable collaborators can be given specific permissions that determine what they can and cannot edit in a workspace or base. Permissions are an important part of healthy team collaboration : with the right permissions, you can ensure that only certain people are permitted to change the information in your bases.

The different permission levels

A collaborator can be assigned one of five permission levels: owner, creator, editor, commenter, and read only.

Owner

If you are a workspace owner, you have all the permissions of a workspace creator, but can also modify billing settings and upgrade the workspace to a premium plan.

A few things to note about owners:

You cannot be the owner of a base, only of a workspace.

A workspace can have multiple owners.

Only another owner can grant owner permissions.

By default, the person who created the workspace is the owner.

To change the owner from the default, you will need to ask the owner to make another person an owner. (After that, the new owner can remove the old owner's owner permissions or the old owner can remove their own owner permissions.)

If you are the sole owner of a workspace with multiple members, you will need to transfer ownership of that workspace to another member before deleting your account.

Creator

If you are a creator, you have full access to the workspace or base that has been shared with you. Creator permissions differ slightly between workspace collaborators with creator permissions and base collaborators with creator permissions.

Creator permissions for workspace collaborators

As a workspace collaborator with creator permissions, you can:

add, delete, modify, and comment on records in any base in the workspace

add, delete, and modify views in any base in the workspace

exception: workspace collaborators with creator permissions can delete (but can neither add nor modify) other collaborators' personal views

lock and unlock views in any base in the workspace

add, delete, rename, and customize fields in any base in the workspace

add, delete, and rename tables in any base in the workspace

rename any base in the workspace

add and delete bases in the workspace

rearrange bases within the workspace

move a base from the workspace to another workspace to which you have access

rename the workspace

add or modify the permission settings for yourself, other non-owner workspace collaborators, or any base collaborators on bases in the workspace

create or remove workspace collaborator invite links for the workspace, at any non-owner permission level

create or remove base collaborator invite links for any base(s) in the workspace, at any permission level

However, as a workspace collaborator with creator permissions, you cannot:

adjust the billing settings or plan associated with the workspace

give yourself owner permissions

change the workspace owner or owners' permission levels

If you wish to perform any of the above actions, please contact your workspace owner.

Creator permissions for base collaborators

As a base collaborator with creator permissions, you can:

add, delete, modify, and comment on records in the base that has been shared with you

add, delete, and modify views in the base that has been shared with you

exception: base collaborators with creator permissions can delete (but can neither add nor modify) other collaborators' personal views in the base that has been shared with you

lock and unlock views in the base that has been shared with you

add, delete, rename, and customize fields in the base that has been shared with you

add, delete, and rename tables in the base that has been shared with you

rename the base that has been shared with you

add or remove base collaborators at any permission level from the base that has been shared with you

modify the permission levels for yourself or any other base collaborators on the base that has been shared with you

create or remove a base collaborator invite link for the base that has been shared with you

However, as a base collaborator with creator permissions, you cannot:

delete the base on which you are a base collaborator (you can only remove yourself from the base)

modify the permission settings for any workspace collaborators with access to the base

see or otherwise access any of the other bases on the workspace in which the shared base is located

If you wish to perform any of the above actions, please contact your workspace owner or a workspace collaborator with creator-level permissions.

Editor

Editors have a restricted set of permissions for the base or workspace to which they have editor-level access. Editor permissions differ slightly between workspace collaborators with editor permissions and base collaborators with editor permissions.

Editor permissions for workspace collaborators

As a workspace collaborator with editor permissions, you can:

add, delete, modify, and comment on records in any base in the workspace

add, delete, and modify views (except for other collaborators' personal views ) in any base in the workspace

add, modify the permission levels for, or remove editor or read-only workspace collaborators and base collaborators on bases in the workspace

However, as a workspace collaborator with editor permissions, you cannot:

add, delete, rename, or customize fields in any base in the workspace

add, delete, or rename tables in any base in the workspace

lock or unlock views in any base in the workspace

rename any base in the workspace

add or delete bases in the workspace

rearrange bases in the workspace

move a base from the workspace to another workspace to which you have access

rename the workspace

add, modify the permission levels for, or remove creator- or owner-level workspace collaborators or creator-level base collaborators

create or remove workspace collaborator invite links or base collaborator invite links

Editor permissions for base collaborators

As a base collaborator with editor permissions, you can:

add, delete, modify, and comment on records in the base that has been shared with you

add, delete, and modify views (except for other collaborators' personal views ) in the base that has been shared with you

add, modify the permission levels for, or remove editor or read-only base collaborators for the base that has been shared with you

However, as a base collaborator with editor permissions, you cannot:

add, delete, rename, or customize fields in the base that has been shared with you

add, delete, and rename tables in the base that has been shared with you

lock or unlock views in the base that has been shared with you

rename the base that has been shared with you

add, modify the permission levels for, or remove creator-level base collaborators on the base that has been shared with you

create or remove a base collaborator invite link for the base that has been shared with you

delete the base on which you are a base collaborator (you can only remove yourself from the base)

modify the permission settings for any workspace collaborators with access to the base

see or otherwise access any of the other bases on the workspace in which the shared base is located

If you wish to perform any of the above actions, please contact your workspace owner or a workspace collaborator with creator-level permissions.

Commenter

Commenters have an even more restricted set of permissions for the base or workspace to which they have commenter-level access. The purpose of the commenter permission level is to give certain collaborators the ability to see and directly comment on records in a workspace or base, without allowing them to modify any of the records, fields, tables, or collaborative views.

If you are a workspace collaborator with commenter permissions, you can comment on records in any base in the workspace. You can also add other commenter or read only workspace collaborators, or commenter or read only base collaborators. Furthermore, if the workspace you are a part of is on a premium plan, you can create, delete, and modify your own set of personal views for every base to which you have access.

If you are a base collaborator with commenter permissions, you can comment on records in the base that has been shared with you. You can also add other commenter or read only base collaborators to that shared base. Furthermore, if the base to which you have access is part of a workspace on a premium plan, you can create, delete, and modify your own set of personal views for that base.As with all other base collaborators at all permission levels, you cannot see or otherwise access any of the other bases on the workspace in which the shared base is located.

Read only

The most limited permission level is read only. If your workspace is on a self-service premium plan (Pro or Plus), please note that unlike for creators, editors, and commenters, read only workspace collaborators and base collaborators will not be counted as users for the purposes of billing.

As a workspace collaborator with read only permissions, you can viewbut not editall the bases in a workspace. You can add other read only workspace collaborators, or read only base collaborators.

As a base collaborator with read only permissions, you can viewbut not editall the information in the base that has been shared with you. You can add other read only base collaborators to the base that has been shared with you. As with all other base collaborators at all permission levels, you cannot see or otherwise access any of the other bases on the workspace in which the shared base is located.

Viewing and changing permissions

To view or change the permission settings of a workspace collaborator, go to the workspace share dialog, which can be accessed by clicking on the big green share button next to a workspace's name on the homepage.

Airtable Enterprise

To view or change the permission settings of a base collaborator, go to the relevant base share dialog, which can be accessed by clicking the share button in the top right corner of the base. The base share dialog will show you which collaborators with access to the base are workspace collaborators and which are base collaborators.

To change a collaborator's permission level, select the permission level you want from the dropdown menu next to that collaborator's name.

A few general tips on changing permission levels:

You cannot change permission levels for a base collaborator from the workspace share dialog. Similarly, you cannot change permission levels for a workspace collaborator from a base share dialog.

You cannot change permission levels for yourself (or anyone else) if doing so would grant you greater edit access to the data. For example: if you are an editor, you cannot grant yourself or anyone else creator permissions; if you are a read-only collaborator, you cannot grant yourself or anyone else editor permissions.

Workspace/base invite links and permissions

Workspace invite links and base invite links are standalone links you can generate that will grant access (at the specified permission level) to anyone who opens the link. Some permissions-related notes about workspace and base invite links:

Only creators and owners can create workspace or base invite links. Editors, commenters, and read-only collaborators cannot create workspace or base invite links.

Only ownersnot creatorscan create owner-level workspace invite links.

Creator-level base collaborators can create and remove base invite links for the base(s) that have been shared with them, but they cannot create workspace invite links for the workspace in which the base is located.

Permission levels and billing

The cost of upgrading a workspace (and of paying for subsequent months/years of a premium Airtable plan) is affected by the permission levels of your collaborators.

When calculating your bill, the following people do count toward the number of users in your workspace (and will therefore increase your per-month or per-year charge):

Workspace owners

Workspace collaboratorsat the creator level

Workspace collaboratorsat the editor level

Workspace collaborators at the commenter level

Base collaborators at the creator level with access to at least one base in the workspace in question

Base collaborators at the editor level with access to at least one base in the workspace in question

Base collaborators at the commenter level with access to at least one base in the workspace in question

However, on your workspace's Plus or Pro plan neither of the following types of collaborators will count toward the number of users in your workspace (and therefore, neither will increase your per-month or per-year charge):

Read only workspace collaborators

Read only base collaborators

Workspace or base collaborators at any level that have been invited to create an Airtable account, but who have not yet accepted the invitation

If you have more questions about how billing works, please refer to our billing and workspace administration articles.

Please note that for plans, billing is calculated differently. Please contact your sales representative if you have further questions.

In general, you can think of a table as a list containing all the people, ideas, or items of a specific type. For example, a table could be a list of blog posts or recording artists on your record label.

Sometimes, beginners to Airtable might create multiple tables for the same type of item. It might be to represent different statuses(separate tables for Blog post ideas, Posts in progress, and Completed posts) or subtypes (separate tables for Rap artists and Country artists).

While this can make finding what you need easier in the short term, it can also present problems in the long term. If you represent status changes by moving a record from one table to another, it can be easy to make mistakes while copying and pasting; multiple tables for the same types of items can also make it difficult to summarize findings from all of your items at a high level. Read on to find out if your own base has too many tables.

Recognizing the pattern

Check the following to see if your base might benefit from some redesign. If the following sounds like you, you should consider taking your records from multiple tables, putting them together into one table, and then using views to see just the information you need for the task at hand.

Is this you?

Do you often find yourself copying and pasting tables, or copying and pasting records from one table to another?

Do you notice that some tables are very similar in structure?

Are you often trying to get an overview by combining multiple tables that track similar things?

Are you creating tables for different people just to keep them separate?

Is this your base?

You have a table for each stage in a process...

hides the Contributor field

... instead of one table for all stages and multiple views within that table.

Other patterns to look for in your base

A table for every month

A table for every social media platform you post to

A table for every step in a process

A table for every category of a product or service you have

A table of tasks for each person on your team

A table for each type of event you manage

How to choose

While both approaches have their advantages, we recommend designing your base around having multiple views in one table.

Multiple views, one table (RECOMMENDED)

Get high-level summaries and gain insights across all views using tools like rollups, the summary bar, and pivot tables.

Use kanban views to move items through stages or steps.

Form responses can feed into one table, then get assigned to the right place by simply changing a field (rather than copying and pasting responses from one table to another).

Create master calendars containing all the information related to a certain class of item and create calendar views filtered to a specific value.

Avoid time-consuming and complicated processes of moving records from one table to another table.

Multiple tables

Table names visible along top can make finding what you need more easy and obvious.

Each table will have fewer views associated with it, making view navigation within each table easier.

How to combine multiple tables into one table with multiple views

Follow these steps to consolidate the information that's been spread out across different tables into one table. We'll also walk through how to create views in this table that will serve the same functions as the old tables. Add a field to hold the name of the table for every table that will be merged. Your first step in combining multiple tables is to create a field in every table that will capture what is different about each table. For example, if your tables were created for each month, make a Month field. If you had a table for each step in a process, create a Step field. We do this so the records for that table will still retain that extra detail. Make the new fields in every table a Single Line Text field for now. We can change this to a single select field or a linked record field type later. In the Product Launch example, we create a new field called Feature Status because "In Progress," "Complete - Not Staged" and "Ready" are the names of the tables.

Populate the new field in all old tables with the name of the table.Each table will have the same value in the new field. For a set of tables that differed only by month then the January table would have January as the value of all of the records in that table. In the Product Launch example, we can use the values of In Progress, Complete, and Ready in each of the tables.

Duplicate one of the tables to be merged to be the new table.If all of the tables to be merged have the same fields in the same order with the same field types, then you can make your new combined table from a copy any of the tables. However, if some tables contain additional information not found in the others then you would choose the table with the most fields and add the additional fields found in other tables. Make sure these additional fields are the same field types across all tables to be merged but you can leave them with empty values. In the Product Launch example, the In Progress and Complete tables do not have a Launched? field nor a Ready for Launch? field. The Ready to Launch table has a more complete set of fields so we use that as the table to copy. We name this new table Features.

Create new views in the new table to recreate the old tables.These new views are used to copy the old records to the new table. If you have three original tables, you will want to create at least one view for each of the original tables with the same fields in the same order. If you don't have a view from the original table that has all the fields unhidden, make one. In the Product Launch example, we create three views named In Progress Grid, a Completed - Not Staged Grid and Ready to Launch Grid in the Feature table.

When you are creating these views, make sure they have the same fields in the same order as the matching tables. Hide fields if necessary. For example, the In Progress table and the Complete Table do not have the Launched and Ready for Launch fields so those are hidden as shown below. But the rest of the fields in the Complete view are in the same order as what appears in the Complete-Not Staged table.

Copy the records from the old tables to the new table.You can select all the records from the old table using the checkbox in the upper left and paste it into the matching view you just made in the new table. You can use keyboard shortcuts to copy ( + C) and paste ( + V). In the Product Launch base, the In Progress Grid in the Complete - Not Staged table can be copied into the Completed view in the new Feature table. The In Progress table can be copied the same way.

[Optional] Summarize by using a linked record field and a count field. Want to count items across all the new views you just made? Change the field type of the field you created in the first step to a linked record. When prompted, create a new table instead of linking to an existing table. Converting to a linked record field type will make a record for every distinct value from that field in the new table. You can then add rollup or count fields to create a summary based on the original tables. In the Product Launch table, the Feature Status was the new field that was added to all the original tables. When this field is changed to a linked record field, three new records are created (In Progress, Ready, Complete) with the proper link to each record. By adding a count field, this new Feature Status table can show detailed summaries for each status.

Delete all the old tables.When you are satisfied that all records have been moved to the new table and views have been made in the new table, you can delete the original tables. In the Product Launch table, delete the In Progress, Ready and Complete tables.

Scenario: Matt and monthly snack purchases

Problem

Matt is in charge of snacks every month at his office. He records what is purchased and how much he spent. He also uses the snack list to record what he should purchase next and just leaves the price and date blank.

His December snack list is special because employees like to bring in treats from home. To make sure the treats are not brought in all on one day, he has an additional field (Contributor) for that month showing who is bringing what homemade treat on what day.

Every month, Matt copies the previous month to set up the current month. He deletes the copied data and then he is ready to go. He likes this because then the list is nice and short without any older purchases.

However, recently Matt has realized he wants to see the total amount spent on the year. With his current tables set up by month, he can't take advantage of features such as grouped grid views, the pivot table block, and the chart block to get the overall picture because those require all the records to be in one table. Using rollups might provide some information but a rollup field would need to be created for every monthly table. If this system is used for years, that would be a lot of rollup fields!

Solution

By combining all the purchases in one table, Matt can use built-in features to quickly view the total purchased by month and year.

Steps

Add a new field to every table to be merged. Matt adds a Snack Budget Month field to January Snacks, Feb Snacks, and all the other snack tables. When all the tables are later combined, we will be changing the field type all at once, so just use the default Single line text here to save yourself some time.

Populate the new field in all old tables. The new fields in each of the old tables are populated according to the table in which they're located: for the records in the Jan Snacks table, the Snack Budget Period field is populated with "Jan"; for the Feb Snacks table, the Snack Budget Period field is populated with "Feb," and so on. Matt types the value in the first cell of the Snack Budget Month and then uses the drag handle to copy the value to all the other fields.

Copy one of the tables to be merged to be the new table. The Dec Snacks table has the most complete set of fields because it has the additional Treat Contributor field and Treat Photo field. Matt copies the Dec Snacks table and renames it Snack Purchases.

Create new views in the new table to recreate the old tables. To make the next step of copying data easier, Matt wants to reproduce the separate tables as new views. In the new Snack Purchases table, Matt creates a view called Snack By Month which has the same fields in the same order as the Jan - Nov Snack tables. In Snack By Month, he and also groups by month. By using grouping, Matt won't have to recreate a table for each month. Matt also creates a Holiday Snack view which has the same fields in the same order as the Dec Snack table. In this view, all the fields are visible.

Copy the records from the old tables to the new table. Matt now can copy the records from the old tables to the new table. He uses the Snack by Month view to copy and paste over the rest of the records from January through April. When he is done copying, he also groups by the Snack Budget Month.

Delete all the old tables. Matt deletes each of the old tables one by one.

Matt is only left with the one table for an easier-to-manage base. He will no longer have to create a new table every month.

The web clipper block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks to bring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The web clipper block allows you to turn content from a web page into a new record in an Airtable base using the Airtable web clipper browser extension. Gather inspiration, collect research, and streamline your work processes as you browse the internetwithout having to leave whatever web page youre currently on!

Each web clipper block lets you configure a single clip action, which determines what content from a web page will be added to the fields of your new Airtable record. Once you or one of your collaborators has configured a web clipper block, you can add the associated clip action from that web clipper block to your browser extension.

Your browser extension can support multiple clip actions from multiple bases. Also, collaborators with edit access to the same web clipper block can add the same clip action to their individual browser extensions, allowing multiple collaborators to contribute to the same collection of clipped content!

Adding and configuring the web clipper block

Installing the Airtable web clipper browser extension

Creating a new clip action

Customizing a clip action

Using the browser extension

Managing clip actions

Adding a clip action created by another collaborator

Removing clip actions

Importing and exporting clip actions

Configuring web clipper field types and default values

Text-based fields

Select fields

Number-based fields

Collaborator fields

Attachment fields

Adding and configuring the web clipper block

To start adding content from the web to one of your Airtable bases, you need to:

install the Airtable web clipper browser extension

add at least one clip action from a web clipper block to your browser extension: either a clip action thatyou'veconfigured yourself, or a clip action configured by another collaborator in a base you have edit access to

Installing the Airtable web clipper browser extension

The Airtable web clipper browser extension lets you select a clip action to create a new record in an Airtable base, using content from whatever web page youre currently looking at. It appears as an Airtable logo button to the right of your address bar.

To get started, open Chrome and go to the Airtable Chrome extension, then click the blue Add to Chrome button to install the Airtable web clipper browser extension.

CSS selector

Please note that at this time, web clipper is only available for Google Chrome.

Creating a new clip action

To create a new clip action, go to the base into which youd like to add new clipped records and add a new web clipper block.

After giving your new clip action a name and picking a table to add records to, you can click the Add to extension button to add your newly created clip action to your browser extension, or click Skip for now to jump to customizing your clip action.

Customizing a clip action

Customizing your clip action lets you choose what kind of content goes into different fields when you create a new record with the browser extension.

You can either set a default value for a field (which will prefill the new record with information from the web page) or select None for the default value. If youdon'tselect a default value for a field, you can fill in that field with your own content (like freeform text or a screenshot of the web page) before creating the new record.

Onceyou'veset up all the fields youd like, click the Add to extension button (if you didnt already do so in the previous screen). Youre ready to start clipping!

Using the browser extension

While browsing a web page, click on your web clipper browser extension button to bring up the list of clip actionsyou'veadded, then choose one.

This will give you a chance to look over your content before making a new Airtable record.

Depending on how you customized your clip actions, some fields might be prefilled with the default values of the web page (like the page title or URL) while others might be blank. You can even create default values from CSS selectors. If youd like, you can edit any of the prefilled values. For any fields in the clip action thatdon'thave designated default values, you can fill in relevant content.

When youre done, just click the Add record button. You can see the new record you created by clicking the Show in Airtable button, or keep browsing.

Managing clip actions

Adding a clip action created by another collaborator

If one of your collaborators has already set up a clip action in a base for which you have edit access, you can add that clip action to your own browser extension. All you have to do is go to the web clipper block associated with that clip action and click the Add to extension button. You and your collaborators can use this to share all your clipped content in the same table.

Any changes made to a clip action configuration in a web clipper block will automatically be reflected in the browser extension for every collaborator whos added that clip action, keeping your whole team up-to-date with any changes.

Removing clip actions

To remove a previously added clip action from your browser extension, open the browser extension, select a clip action youd like to remove, open the menu button (the three dots in the upper right-hand corner), and select Remove clip action.

Importing and exporting clip actions

When you open up the block to create a new clip action recipe, youll now see the option to import or export the recipe.

This will allow you to export a JSON file that reflects your clip actions recipe (i.e. the fields and the CSS selector, if used) or import somebody elses recipe.

When you import a recipe, youll be asked to map each field from the recipe to a field in your table. Make sure that you have the correct field types (e.g. if the original recipe maps a particular value to an attachment field, youll need to have an attachment field in your table). Onceyou'vemapped the fields, you can load the clip action into the browser extension and youre ready to go!

For some examples, check out the community forum here !

Configuring web clipper field types and default values

The web clipper currently supports several field types and different default values can be configured depending on what those field types are.

Note that many websites have terms of service restricting you from capturing information from their sites. Please always review and adhere to the terms of service of those sites before using the Airtable web clipper on any page you visit.

Text-based fields

Single line text, long text, phone numbers, email and URL fields are all supported field types. When configuring the default values for these field types, you have the following choices:

None (no initial value)

Page title (e.g. Airtable Universe)

Page URL (e.g. https://airtable.com/universe )

Selected text (text highlighted on the page at the time that the web clipper button was clicked)

CSS selector (e.g. .inline.t-24.t-black.t-normal.break-words)

In the web clipper browser extension, any configured default value will be automatically populated as soon as you open the clip action. You can choose to override the default value by typing your own values.

Select fields

Both single select fields and multiple select field types are supported. When configuring the default values for these field types, you have the following choices:

None (no initial value)

Within the web clipper browser extension, the select field options will have the same colors that you defined in the field configuration.

Number-based fields

Number, currency, and percent fields are all supported field types. When configuring the default values for these field types, you have the following choices:

None (no initial value)

Selected text (text highlighted on the page at the time that the web clipper button was clicked)

CSS selector (e.g. .inline.t-24.t-black.t-normal.break-words)

In the web clipper browser extension, any configured default value will be automatically populated as soon as you open the clip action. You can choose to override the default value by typing your own values.

As you type a number in the web clipper extension, any formatting (decimal places, percent signs, currency symbols) will be applied when you move to another field.

Collaborator fields

Adding a collaborator field to your clip action allows you to select one of the collaborators in your base for the record. When configuring the default values for this field type, you have the following choices:

None (no initial value)

Your selections in the web clipper browser extension have the collaborator name and image just like they appear in the Airtable UI.

Attachment fields

You can use an attachment field to capture one or multiple images from a web page. When configuring the default values for this field types, you have the following choices:

None (no initial value)

Social media image(first image on the page)

(e.g. .inline.t-24.t-black.t-normal.break-words)

In the web clipper browser extension, the image will be automatically added if you have a default value configured. You can override the default value or add new images on the extension using one of three image field inputs.

The currently supported attachment field inputs are:

Add screenshot, which will allow you to capture a selected portion of your screen by clicking and dragging your cursor to highlight a rectangular section of the web page

Add page screenshot, which will capture a full-page screenshot of the web page youre currently on.

Add image from page, which will capture an image by clicking on it. As you mouse over images, the image will be highlighted in blue if it can be selected

With Zapier, you can configure Airtable forms to edit and update records in any of your Airtable bases. This is especially useful for cases where you would like someone to be able to edit part of a table without having access to the rest of the base that the table is in.

A word of caution: this is a fairly complex Zapier integration.If you have never used Zapier before,we recommend that you take some time to read about the basics of building a Zap(that's what a Zapier integration is called), and maybe even try configuringsome less complicated Zaps first.Note: because this is a Multi-step Zap (Zapier has to both find and update a record in Airtable ), it can only be set up with a paid Zapier account.

What this Zap does

Setting up the Zap

How this Zap Works

Step 1: Set up the trigger

Step 2: Set up the find record action

Step 3: Set up the update record action

What thisZapdoes

This zap will allow you to build a form that can directly edit and update records in an Airtable view; in a form, simply type the name of the record to update, enter additional values for just the fields you would like to change, and click submit.

For instance, let's say you hired a number of contractors to help with renovating your castle. This Zapier integration could allow the contractors to make updates to your projects table without seeing (or having any access to) any other part of your castle renovation base.

Setting up the Zap

To begin, you need a base that you would like to be editable through a form. Here, we'll continue with our castle renovations example.

In order for this integration to work you will need to make a duplicate of the table that you would like to edit.

When duplicating the table, be sure to select the duplicaterecords option. (Zapier needs for there to be records in the base when initially testing the Zap.)

Lastly, from the duplicated table, create the form.

With everything in place, we can now go over how this Zap will work.

How this Zap works

In this Zap, the trigger will be a new record appearing in our duplicated table, which will happen when a record is submitted through the form. Next, Zapier will search for a record. Zapier will take the project name in the new record to find a matching record in the original Projects table (the table that Zapier will be editing). Last, if Zapier finds a matching record, it will reference the field values from the record submitted by form to update any fields in the original table. It's worth noting that any fields left blank when submitting the form will not affect the fields in the original table.

Step 1: Set up the trigger

The first step of any Zap is to set up a trigger. In this case, we would like a new record in our duplicate table (submitted by form) to trigger a change in the original table - so Airtable would be considered the trigger app.

After selecting a trigger app, you will be prompted to choose the specific conditions for activating the trigger. In this case, we want the Zap to run whenever a new record appears in a view.

The next step is to connect your Airtable account to Zapier (or to select an already connected Airtable account). Note that if you want to connect your Airtable account, you will need to have your API key.

After selecting the appropriate account, you'll then be prompted to configure the trigger-specific setup options. In other words, we need to tell Zapier which view the new records will be added to. Likewise, we simply fill in Castle Renovation for the base, Projects Copy for the table, and Grid View (the only other view is the form view) for the view.

For the last part of the first step, Zapier will ask you to test your trigger. If everything works, then you'll be prompted to move onto the next step of your Zap.

Step 2: Set up thefind record action

For the second step, you'll be asked to pick an action appselect Airtable.

You'll then be asked to select an action for Airtable to takein this case, we want "Find Record," since we want the Zap to find which record to edit. Zapier will find the appropriate record by looking at the name of the record that's added to the duplicate table by form.(Note: Without making this Find Record step, Zapierwon'tknow which record to update when we try and construct the Update Record action later.)

You'll be asked to connect your Airtable account to Zapier ( you'll need your API keyfor this ). Then, you'll configure the find record action. The first step is to pick which of your Airtable bases to search, and the appropriate table within that base. Here, we want to find the record in the Projects table in the Castle Renovation base.

Now, look at "Search by field" and "Search value"this part can be a little tricky.

"Search by Field" is the field by which we want to identify the records that we're updating. Here, it's the name of the given project (remember, the idea for this form is that someone could enter the name of the project, and then change the value for it's status).

In other words, "Search by Field" is where we're searching (the Projects table, Project Name field).

"Search Value," meanwhile, is what we say we're searching for. In this case, the search value is the Project name that we enter in the form.

With "Search by Field" and "Search Value" configured, we can then skip over 'Search Formula" and "Limit to View." Likewise, we'll leave "Create Airtable Record if it doesn't exist yet" unchecked - if someone enters in the form a project name that doesn't exist, a new record won't be added to the projects table.

Step 3: Set up the update record action

Now that weve set up a find record action, we can finally set up an update record action!

Afteryou'vefinished configuring your find record action, you can either click the Add a step button or the big plus button to create a third (and final) step.

For this next step, pick Airtable as the action app again.

This time, choose update record as the action.

After linking to the appropriate Airtable account, you'll then be taken to the Set Up Airtable Record step. Filling in the Projects tablewill populate the bottom half of the page with the names of the fields in the Projects table.

The sequences of numbers and letters represent each of the records that already exist in our table. In our case, we don't want to pick any of these; we want the record that gets updated to vary depending on which record was found in Step 2. To do this, select Use a Custom Value.

This will bring up another field called Custom Value for Record ID, which asks us to specify the custom value. We want the record in our Airtable base to be updated based on the record that we found in Step 2. To tell Zapier that you want to do this, scroll down in the dropdown menu until you find the Step 2 options. From among the Step 2 options, we want to pick ID, because that option represents "the ID that we found using the 'Find Record' action for Step 2."

The following boxes are where we finally get to update the projects table based on the record submitted by form. Since the field names are the same both in the duplicate table (where the form populated) and the Projects table (that we want to edit), we simply enter the matching value from Step 1 for each box.

For instance, we match the Project Name boxwith the Project name from step 1, and so on. It's worth noting, that in our case it's only necessary to match the Status box with the Status field from Step 1, since that's the only "updatable" field on the form. But matching all of the fields would allow us to create other forms to edit other fields in the future (i.e. a form to change which contractor was working on a given project).

Once you're done, Zapier will prompt you to test the step. If everything works, then you can turn on your Zap!

Last, it's definitely worth noting that the Zap will not necessarily work as quickly as in this Gif. The rate at which Zapier triggers actions is set by your plan. The paid basic account (at $20 / month) runs Zaps every 15 minutes. It is also possible to manually trigger Zaps from your "My Zaps" page.

grouped records

To get the most out of Airtable, we highly recommend that you take the time to convert fields from single line text fields to other field types, where appropriate. Read on for some of the most common conversions you should knowand some of our favorite tips for maximizing your Airtable fields.

Cleaning up imported files and converting field types

Converting text fields into checkbox fields

Converting text fields into select fields

Converting text fields into linked record fields

Converting text fields containing commas

Cleaning up imported files and converting field types

Importing an existing CSV file will create a table comprised of single line text fields by default.

To get the most out of Airtable, wehighly recommendthat you take the time to convert fields from single line text fields to other field types (where appropriate).To help you out, consider this list of common adjustments that will help you enjoy these immediate benefits:

Changing a field containing numbers into a number field (or, when appropriate, currency or percentage fields )

Changing a field containing dates into a date field

Changing a field containing lists of tags into a multiple select field

Changing a field containing long paragraphs of text into a long text field

Airtable provides many more field types with their own, unique functionalities.As you read on, youll find out how you can configure your bases fields in other useful purposes.

Converting text fields into checkbox fields

The humble checkbox field works like a light switch that you turn on and off.Although very simple in its nature, when used effectively it becomes incredibly powerful.When you start sorting, grouping, and filtering records, youll find this field type becomes an indispensable tool in your workflow.

Pro tip:While the checkbox field fits perfectly for task management, and in various other contexts as well, a binary switch may not provide the full functionality you seek.For example, when you want to differentiate between Yes and No responses in a record, an unchecked box can look the same as no response at all.In this scenario, we recommend using a single select field with Yes and No options instead.

With that in mind, if you want to convert an important spreadsheet field filed with Yes and No entries, you will find that Yes becomes a checkmark (or whatever other symbol you chose when converting the field type) and No appears blank.

Converting to a text field to a checkbox doesnt require Yes and No entries.The conversion will work in the same way if you used any of the following six common options as a Yes:

checked

true

1

x

y

yes

Conversely, false and 0 will convert to a blank cell just like No would. Please note that regardless of the original information, when you export Airtable views as CSVs, the contents of the checkbox field for each cell will either show the word checked or remain blank.

If youd like to change checked to something else, a quick find and replace operation in your spreadsheet app of choice will solve the problem.

Converting text fields into select fields

Select fields not only offer a more visually appealing and identifiable method of tagging individual records, but they also create many more ways to sort, filter, and group the information in your tables.If your imported spreadsheet contains a column with tags you can convert it to this useful field type in a couple of ways.

Select fields come in two varieties: single and multiple.If every cell in your original spreadsheet column only contains one tag each, youll want a single select field.This will maintain the single-entry rule so that you can change the tag but never add more than one.

Multiple select fields, on the other hand, can handle as many tags as you like.If your original spreadsheet column contains lists of tags in each cell, separated by commas, converting the field type to multiple select will change each tag into its own selectable option.

In the event you have any tags that contain a comma in them, however, the conversion process will split that tag where it finds the that comma.You can avoid this problem by enclosing any tag that includes a comma in double quotes ().

Converting text fields into linked record fields

When you import multiple spreadsheets that result in more than one table in your new base, you can use linked record fields to connect separate tables together.Linked records offer some of the most potent benefits of Airtable because they establish relationships that you can use in so many different ways.

Throughout this guide, well cover many use cases that leverage the power of linked records.Broadly speaking, however, linked records work best whenever you have a field that contains values important enough to warrant their own table.For example, a field that contains the names of employees could, instead, link to another table that contains those names along with additional information like phone numbers, email addresses, and job titles.Linked records allow you to store a reference to that information instead of making one giant table that feels cluttered and overwhelming because it containseverything.

Because youcan'testablish this type of relationship in a spreadsheet, it might seem odd that you would convert an imported column into a linked record field.However, consider the previous example that resulted in the creation of an employee directory.You already have a complete list of names typed out and ready to go.

To set up the link, simply create a new table to store the employee information.

Next, return to your original table and change the field type containing the employee names to a linked record field.Choose the newly created table as the links target and youll find records created for you automatically in that new table.

This process will also create a linked record field in that table that shows the relationship you established from that tables perspective as well.Any time you add or delete a linked record in one tables field the change will occur in the other.If you delete a linked record by accident, you can always add it back.Itwon'tdelete the record itself, but only the reference that shares its information across both tables.

Linked record fields serve as the necessary source for other field types as well, such as lookup, count, and rollup fields.Any time you want to bring information from another table to work with it in another to avoid redundant information, youll start that process by creating linked records.Later on in the guide well cover all sorts of ways you can use linked records to do amazing things with your Airtable bases.For now, focus on identifying opportunities to create these powerful relationships so that you can do more with them in the future.

To read more about how to leverage this field type, jump to our guide on setting up linked records.

Converting text fields containing commas

When converting text fields to select fields, you may remember that commas tell Airtable how to separate all your options during this process.The same rule applies to linked record conversions as well.

If you wish to create a link to a record with a comma in its name, you will need to delimit the desired record name with single or double quotation marks.

Lets take a look at an example.The following list of publishing campaigns categorize books into five genres:

Young Adult

Biographies, Memoirs

Fiction

Non-fiction

Poetry.

Left as a single line text field, you run the risk of you or your collaborators entering the same genre with different spelling or as an abbreviation (e.g. Nonfiction or YA).Converting this list of genre categories into a select field will standardize the options to mitigate this type of issue.

However, if you were to attempt to convert the example list of genre categories into a multiple select field youd notice that Airtable would separate the optionBiographies, Memoirsinto separate options due to the comma between them.

To solve this problem, you can surround it with quotation marks so that it becomesBiographies, Memoirsinstead.

When youre sifting through a large number of these comma-separated tags, you can speed up the process significantly with the sort records function (or alternatively, thefunction) along with a little copying and pasting (or use of the fill handle).Just follow these steps:

Sort on the Category field alphabetically

Change one instance ofBiographies, MemoirsintoBiographies, Memoirs

CopyBiographies, Memoirs(or use the fill handle)

Select and pasteBiographies, Memoirsover all instances ofBiographies, Memoirs(unless you used the fill handle to accomplish this in the previous step)

Now, if you attempt to convert the Category field into a select field type you will see the five options displayed as expected.

rollup field reference guide

One of the unique aspects of managing your information in a database is the power of linking records together across tables. Linked records can eliminate redundancy, enforce data integrity, and enable new methods of automationturning your list of records into a fully fledged custom app. Learn how you can put Airtable's linked records to work for you.

Should my field be a linked record field?

Linking to existing records in another table with a linked record field

Creating a new table from a linked record field

Avoiding manual or duplicative data entry with linked records (count and lookup fields)

Calculating based on linked records (rollup fields)

Should my field be a linked record field?

When you want to create a simple table with lists, tags, priorities, and other simple things, youdon'tneed to look beyond standard field typeslike text and select fields.However, when you want to connect multiple tables together to establish a relationship between them, you need a special kind of field: linked records.

To get an idea of when you want to use linked records and when you dont, lets take a look at a couple of examples.To begin, if you want to create a base to manage your to-do list you might only need a single table and a series of standard fields.You can create a text field to name the task, a select field to add categorical tags to each task for sorting, grouping, and filtering purposes, a date field for due dates, and a rating field to specify task priority.

Using single select fields for task organization provides color-coded labels that make for easily identifiable informationespecially when grouped and sortedwhile also powering the kanban view, which organizes your tasks categorically in attractive stacks of cards.

Because these tasks can exist independently, anddon'trequire relationships with other records in this table or others, adding a linked recordwon'tprovide any benefit.

However, in many cases, youdowant to establish a connection between two tables so you can share references to records between them.Linked record fields facilitate these relationships and allow you to utilize the linked information in many helpful ways.

For example, ifyou'vedecided to create your own CRM in Airtable you will, at least, want one table for contact information and another to track activities related to each contact.If you created only one table for both things, you would have to re-enter details for each contact every time you added a new related activity.Thats a lot of extra work that you can eliminateeasilywith linked records.

In this scenario, every time you create a new activity you can simply add an existing contact to that activity and avoid unnecessary data entry.Any time you want to view that contacts information, youdon'thave to switch tables.Instead, you can expand the linked record and access that information directly from the Activities table.

If you wanted to apply the power of linked records to your simple to-do list, too, you could create a separate table called Projects and link tasks to specific projects you define.You could even create a third table to add sub-tasks to existing tasks.

Linked records also unlock three other field types that depend on them: counts, lookups, and rollups.Count fields give you an always-up-to-date number of linked records in a given cell. Lookup fields can reference a specific field in a linked record (e.g. an email address or phone number of a contact), and rollup fields can summarize multiple linked records in various ways.This additional functionality broadens the capabilities of linked records and well discuss them all, in greater length, later in the guide.

Whether or not you require the power of linked record fields depends on your specific workflows.Airtable doesnt attempt to define an organizational paradigm, but rather provides an open environment with the necessary features for you to craft your own.When youdon'tknow if you need a linked record field or not, start simple and see how it works for you.Should you want to establish relationships between records in the future, Airtable will never get in your way.You can always make changes to add additional capabilities to your base and, if you find youdon'tlike them, you can always remove them as well.

Linking to existing records in another table with a linked record field

Onceyou'vedetermined you want to use linked records to create a relationship between two tables, you can get started in just a few clicks.Ifyou'vecreated both tables, you only need to create a linked record field in one of them, choose the other table that you wish to link, and save the field.This will automatically create a corresponding linked record field in the other table as well.

Lets jump back to the CRM example in the previous section to see what this looks like.

As you can see, the Activities table contains a linked record field that connects it to the Contacts table.By clicking the +in any empty cell beneath Contacts column, you can add a link to a specific contact.Every time you do, youll see a blue label containing the contents of that records primary field.

As mentioned earlier, you can double-click on any of the linked records (i.e. the blue labels) to expand them and view the information they contain.

Up top, youll see a line connecting the linked record to the table it calls home.Even though youll view this record from a different table, you can still edit the information if you want to do more than view it.

Once you get the hang of using linked records theyll seem simple to implement in any situation that requires them.Nevertheless, it can feel like an unusual process at first when youre accustomed to the world of spreadsheets.Make sure to check out this video tutorial if youd like to see these tips, and the process of setting up linked records, in action.

Creating a new table from a linked record field

When building a base from scratch, or adding new relationships, it makes sense to create linked record fields as described in the previous section.When you already have a basic table with plenty of information and want to upgrade it with a linked record field, however, you can save yourself some time by converting an existing field.

If you have a text field with existing entries, simply double-click on its column header and change the type to linked record.Instead of choosing an existing table, choose the + Create a new table option instead and save.

By default, this will create a new table that shares the name of the field you converted but you can always change it to something else if you prefer.

Avoiding manual or duplicative data entry with linked records (count and lookup fields)

Whether you find data entry soothing or tedious, nobody enjoys making unnecessary effort.Airtable offers multiple field types that use linked records to save you the trouble of entering the same information more than once.

If you only need to count the number of linked records, you can add a count field.

After specifying the linked record field you want to count, save it and youll see the numeric total number of records automatically.

When you need more than a simple total, however, you can count on lookup fields to help you out.For example, ifyou'velinked a table of contacts to another table in your base and you want to display that contacts email address without the need to expand the linked record you can facilitate that with a lookup field.Just like with the count field, you need to specify the linked record field you want to reference for the lookup.Additionally, you also need to specify the field in those linked records that contains the information you want (e.g. an email address).

Onceyou'vesaved the field youll see it now displays the information you chose automatically, and will stay up to date as the information in the linked table changes.

You may notice that if you have multiple linked records in any record, the lookup field will display multiple values in a comma-separated list.This works great in most cases, but if you want more control you should use a rollup field insteadand well discuss that option next.

One more thing: When using lookup (and rollup) fields, sometimes the contents will contain information that requires a special kind of formatting (e.g. currency and percentages).When setting up these field types, youll find a Formatting tab that will allow you to choose the way it displays the referenced information.

These options will change based on what you choose to look (or roll) up.If no available formatting options apply, or youre happy with the default option, you can just ignore these settings altogether.

Calculating based on linked records (rollup fields)

Rollup fields offer numerous ways to summarize specific fields in your linked records.For example, if you created an employee directory for your first table and a payroll table for your second, you can link those two together and use a rollup field to display the total amount paid to each individual employee.

Lets walk through the process of setting up a rollup field afteryou'velinked up your two tables.

First, add a rollup field to one of the tables.(Note: If the information you want to summarize exists in your first table andyou'velinked it to your second, youll want to add the rollup field to the second table because it contains the linked records you wish to summarize.)

Second, choose the linked record field the rollup should target.Ifyou'veonly created one, youll only have a single option to choose from.If, however, you find yourself in a situation where you have numerous linked record fields, you can start typing the name of the field to filter your options.

Third, select the field from that table that you want to roll up.For example, if you wanted to summarize payments to an employee, youd choose the field that contains the payment amount.Just like the last step, if you have a long list of fields to choose from you can start typing the name of the one you want to filter your options.

Finally, enter a rollup formula to determine how Airtable should summarize this field.TheSUM(values)formula will add up the totals in a numeric field type (e.g. number, currency, etc.).In rollup formulas, the termvaluesautomatically refers to the values of the chosen field in your linked records.

TheSUM()portion of the formula represents the function that formula must perform.SUM()indicates that you want a numerical sum of all the values, but rollup fields can perform several other types of calculations as well and many support other field typesnot solely the numeric varieties.Consult theto get to know all your options.

DATETIME_FORMAT

Formulas allow you to compute values based on values in other fields. With the judicious use of lookup and/or rollup fields, you can also compute values based on values from other tables. Formulas are incredibly powerful, and when in doubt, there's probably a way to do what you need to do using formulas. Read on to learn the best ways to get started with formulas.

Using a formula as the primary field

The many uses ofIF

NestedIFformulas

Conditional emoji formula

UsingIFto combine and/or filters

Formula output types

Using formulas in rollup fields

UsingIFfor conditional rollups

DATETIME_FORMAT

DATETIME_PARSE

Using a formula as the primary field

The first column of every table acts as its primary field and it only allows specific field types to promote its use as a unique identifier for each and every record.While text, numbers, and dates tend to fit most use cases, you can utilize formulas to automatically populate your primary fields.Youll find this useful when you want to combine multiple fields into one, such as episode names and numbers for a TV show or multipart inventory codes.Furthermore, youll almost always need a primary field formula when creating junction tables.

When you have two tables with information you want to combine, you can create a thirdjunctiontable.Perhaps you want to create a payroll timeline that consists of every paycheck issued to each individual employee, or you need to create groupings of student grades for report cards.Junction tables help solve these types of problems by allowing you to manage your other tables separately while automatically populating a third with a combination of information from both.

Example 1: Junction tables usingDATETIME_FORMAT

Junction tables can help you manage your hiring process.Rather than keeping track of all the information associated with every interview in both the candidates and interviewers records, you can create a third table to log it all and connect those records together.When employing a third junction table to create a log, youll want to use the primary field to maintain a consistent format otherwise your records will have confusing, variant titles.

You can solve this problem by using a formula for your primary field that combines the candidates name, interview type, and the date and time that interview took place:

Candidate&"'s "&{Interview Type}&": "&DATETIME_FORMAT({Date/Time},'M/D h:mm a')

Now your records will maintain more consistent and informative titles automatically.

When you combine dates with text, numbers, and other fields using a formula you should always remember to include the DATETIME_FORMAT functionas seen in the example aboveso it looks exactly the way you want.

Example 2: Junction tables using an auto number field

The auto-number field fills itself automatically counts the number of the records you create.This field type provides a way to ensure you always have a unique identifier in your primary field.You can use an auto-number field as your primary field, but thatwon'tprovide you a very informative title.Combining an auto-number field with another, using a formula, solves that problem.

Heres an example:

{Product Type Code}&{Auto Number}

The formula above would produce a result that looks something like this:

When youdon'thave a reason to work with dates and time, a formula that references an auto-number field can ensure unique titles in your primary field.Even better, you can hide the auto-number field after creating it so it doesnt clutter up your view.It doesnt require any future editing because it populates itself.

The many uses ofIF

You use if in your everyday life.For example, If I eat a snack right now, will it spoil my appetite for dinner?Ifyou eat the snack and your concern becomestrueyou know the result: Youwon'teat as much for dinner and may enjoy it less.If youdon'teat the snack, however, youll have a voracious appetite for dinner.

The general concept of if exists broadly throughout life as we try to determine a result based on a set of binary choices.The same idea applies with formulas in Airtable.When using the IFfunction, you provide a logical argument for the formula to consider and two values to choose from based on the result of that argument.If the argument proves true, Airtable will display the first value.Conversely, Airtable will display the second value if not.

Lets take a look at anIFfunction with some placeholders:

IF([logical argument], [value1], [value2])

Heres how that might look if applied to the previous real life example:

IF({Eat Snack}=TRUE(), "Not hungry for dinner.", "Very hungry for dinner!")

If your Airtable base contained a Checkbox field called Eat Snack and a formula field with the above formula, it would display that youre Not hungry for dinner every time you check the box in that record.If the box remained unchecked, it would display the second value instead.

The TRUE()function checks the status of the checkbox for us in the above example, but you can evaluate the contents of different types of fields withIFin several ways.For example, you can check if a text field equals a specific value:

{Pet's Name}="Rufus"

You can also test if a Number field matches a number or has a value that meets certain criteria.For example, you can check for test scores above 75 like this:

{Test Score}>75

You can even compare two fields to one another if you like:

{Field 1}={Field 2}

Remember, when writing formulas you should enclose field names in{}(curly braces) and strings of text in""(double quotes).Numbers, on the other hand, may roam free.

NestedIFformulas

IFcan make a simple binary decision on its own, but what happens if you require a more complex determination?Like a set of Matryoshka dolls, you can nest yourIFfunctions inside of one another.Airtable will resolve theIFfunction on the outside first and work its way towards the center until a condition matches and it can display the value you provided for that resolution.This allows you to create formulas that output more than two responses.

Lets take a look at the generic version of oneIFnested inside another:

IF([logical argument1], [value1], IF([logical argument2], [value2], [value3]))

If you needed to check a field called Purchases to find out if a customer has made less than 5 purchases, more than 5 but less than 10 purchases, or as many 10 or more, your nestedIFfunction would look like this:

IF({Purchases}<5, "New Customer", IF({Purchases}>=10, "Super Customer", "Regular Customer"))

The firstIFfunction checks to see if the purchase total amounts to less than five.If it does, the function resolves immediately and the formula displays New Customer in the corresponding record.However, if the purchase total exceeds 5, then the formula moves down the line to the secondIFfunction and checks if the total equals 10 or more.If it does, the formula displays Super Customer for their obvious loyalty to your store.If neitherIFfunction meets the conditions you set, the formula displays the fallback value Regular Customer for making somewhere between 5 and 9 purchases.

Of course, you can use nestedIFfunctions for more than comparing numbers.You can make all kinds of checks and nest as many as you need to reach your desired conclusion.While this method can save you a ton of time in the future, the proper setup of nestedIF functions can take planning and forethought when your formula requires several layers.For more in-depth examples on how to construct a nestedIFformula, read through the examples in this support article.

Conditional emoji formula

When you need more than text and color codes to provide visual cues for your tables, you can use emoji to expand your options.While Airtable supports emoji in many other places as well, youll find them particularly useful when creating conditional formulas.For example, you can display a more visual project status with emoji than you can with text.

In this example, a completed task gets a, an overdue task receives a, and an incomplete (but not overdue) task defaults to a .

This works using the following formula:

IF({Complete}=TRUE(), '', IF(IS_AFTER({Due date}, TODAY()), '', ''))

Emoji may display as images but they are comprised of specific text codes behind the scenes.Like all text in Airtable formulas, you need to surround your emoji with single or double quotation marks.Because text and emoji function in the same way, you can also add text to go along with your emoji formula to provide additional clarity to the formulas displayed result.

To use emoji in Airtable, you can with open the emoji selector (Mac: Ctrl+Cmd+Space | Windows: Windows+. or Windows+;).Alternatively, you can copy and paste your favorite emoji from Emojipedia.)

UsingIFto combine and/or filters

Airtables filtering system can chain rules together with AND.It can also filter records when it matches one of many rules using OR.It cannot, however, filter based on a combination of the two, because this linear flow requires more information to determine which rules to apply first, last, and in between. Nevertheless, youcancreate complex filters with the all-powerfulIFfunction.

You only need to create a formula field and supply it with nestedIFfunctions that result in the match you want.Heres an example used to check for dietary restrictions:

IF(AND({Attending?} = 1, OR({Dietary Restrictions} = "Vegan", {Dietary Restrictions} = "Vegetarian")), "true")

While the formula field will only display whether a match (true) was found or not, you can create a simple filter to sift out the records that the formula didnt resolve as a match.If you prefer the formula to work secretly in the background, just hide it.

Creating your own AND/OR combination filter can take a lot of different forms depending on its purpose.For a more in-depth look at how you can create these types of formulas, read this support article.

Formula output types

Formulas can produce different results based on the fields you use when you create them.If you use numbers you will receive a numerical result.You can expect the same results from dates and text.Using the same types of fields will yield a predictable result.Based on the many functions youll discover in the formula field reference guide, however, different combinations of fields and functions can change the output type in different ways.

While you can often predict the output based on field contents, occasionally versatile field typeslike single line and long textcan contain information that looks just like another field type (e.g. numbers).When text fields contain numbers, youll notice they align to the left.Number fields, on the other hand, align their content to the right.

You probably recognize this type of alignment in popular spreadsheet appsyou'veused before.This visual cue provides a quick way to identify the type of information in each cell without the need to check.While Airtable provides helpful icons in the column headers for easy reference, text versus numerical alignment helps to identify the output of a formula field its icon references and not the format of its output in each cell.

Sometimes a formula fieldcan'tdetermine the most appropriate type because the fields and functionsyou'vesupplieddon'tstrongly imply the output format.This commonly occurs when combining a text field with a numerical field (e.g. number, date, rating, etc.).Because text fields can contain both numbers and letters, Airtable will resolve any formulas that mix these types as text due to its versatility.

Although youcan'tenforce a field type through the formula field settings, and formulas cannot result in special format field types (e.g. select, rating, email, etc.), the formula field reference guide may provide a function that yields the format you would prefer.For example,DATEADDcan alter date and time field information by adding a number to it and ensure the formula field keeps the correct display format.

Using formulas in rollup fields

When using linking records to bring information from one table into another, you can also employ a rollup field to perform calculations and other functions, collectively, on a specific field within those records.Naturally, youll need a formula to tell Airtable what you want to do with them.The available functions for rollup fields offer similar functionality to the summary bar in each of your tables.

For example, lets say you have a table that contains Menu Items for your restaurant andyou'velinked it to another table that contains Sections for each part of the menu.In each record of the Sections table, youd link records in the Menu Items table that belong to that specific section.Using a rollup field, you can reference the exact menu items from each section and perform functions on all of them at once.If you wanted to count the total number of items per section youd only need this short formula:

COUNT(values)

Unlike standard formulas, you can simply usevaluesto refer to the chosen values of the linked records in your rollup fields without the need for further specificity.You can copy and paste the formula above and use it in a rollup field without making any changes.

Formula fields can perform several other functions to find minimums, maximums, unique items, sums, and much more.

UsingIFfor conditional rollups

While rollup fields can apply formulas to the values in linked field you specify when setting it up, itcan'ttest those values against others and draw a conclusion from the comparison.If you tried to test the pH balance of several glasses of water with your eyes alone, youd run into the same dilemma.Instead, youd find your answer by examining pH test strips for each water sample and draw conclusions from those results instead.Similarly, rollup fields can look at formula fields that perform the test you need automatically using the versatileIFfunction weve come to know and love.This is a conditional rollup.

When you might need a conditional rollup depends on specific circumstances.For example, suppose you created a base to manage your teams sales pipeline in Airtable.Youd have a table for all deals in all stages, from qualification to closure, as well as a table for your sales reps.While youd note the value of each deal in this table, only knowing the total value of each deal doesnt tell you much about your teams total success.To discover the total value of each sales reps successful deals, you required a conditional rollup.

Creating a rollup field in the Reps table that summarizes the values of those deals will give you everything and not just the closed deals.Instead, you can create a formula field that only displays a value if the sales rep closed the deal successfully:

IF({Sales Stage}="Closed-Won", {Deal Value})

Back in the Reps table, you can now create a rollup field that links to the Deals table and choose the formula field you just created to supply what the rollup needs.

With theSUM(values)rollup formula, youll see only the aggregate total of the values that met your formulas condition.

To learn more about condition rollups, read this in-depth support article.

DATETIME_FORMAT

The DATETIME_FORMAT function takes the date and time stamp formatted for computers and translates it into a more people-friendly version of your design (e.g. 2:00 PM on March 15th, 2020).Date fields provide formatting options as a built-in feature, and formulas will do the same if they produce a date and time stamp as output.When combining date fields with fields of other types, however, youll want to use the DATETIME_FORMAT function to tell Airtable how to display that information.

Lets take a look at a generic example of how the DATETIME_FORMAT function looks in a formula:

DATETIME_FORMAT({Date Field},'Output Format')

You can specify any date field as a the first parameter, but youll need to choose an output format like'M/D/YYYY h:mm a'or'DD-MM-YY'to determine how it will display in each cell of the formula field.You can use either of those popular examples or craft your own out of the many options detailed in this support article.

Due to the vast number of possibilities, shortcuts also exist so youdon'thave to remember the exact way to represent many popular styles.

Additionally,'Q'gives you the number of a dates yearly quarter so you can use DATETIME_FORMAT to generate quarterly reports.After creating your formula field to display this information, you can group by that record to get a quick overview of all records associated with each quarter.

Because each group has its own summary bar, youwon'thave to do anything else to calculate quarterly summaries for every relevant field.

DATETIME_PARSE

You use the DATETIME_FORMAT function to turn a computer-friendly date and time stamp into a people friendly version, but if you want to do the opposite you need the DATETIME_PARSE function.It takes date (and time) information, written in virtually any format, and interprets it as a structured value that Airtable can understand like a normal date field.

DATETIME_PARSE will only display the interpreted date in the M/D/YYYY h:mm a format (e.g. 3/4/2017 11:00pm).If you want to utilize a different format, you can wrap it in thefunction.

formula fields

When creating a base, linked record fields can unlock all sorts of clever ways to work with the information you put in it. While linked record fields typically link two tables together, you can also use the linked record field typeto link recordswithin the same table, allowing you to do even more with that tables records. Lets take a look at how this type of linked recordworks, how you can easily set it up, and how different approaches can add new functionality to your base.

Linking record within the same table

Why would I want to link records within the same table?

Choosing the right direction for your linked record field

Building a Gantt chart usingdependencies

Linking records within the same table

Airtables linked record fields let you establish relationships between tables, allowing you to maintain a well-organized base, avoid manual data entry and perform complex calculations with simple functions. Rollup, lookup, and count fields use linked records to display their contents in unique ways.

When linking two tables together, by creating a linked record field, Airtable automatically establishes a co-dependent relationship by creating another linked record field in the second table. This relationship allows the two tables to share information freely with one another based on the records you choose to link. You can learn more about using linked record fields for this purpose in our power users guide.

Sometimes youll find yourself in a situation where youdon'twantto createa relationship between tables,but rather create a table that has a relationship with its own records.

For example, lets say you have a table to track expenses and each expense has its own record. In some cases, you may want to associate specific expenses with others. Instead of creating a second, redundant table that also holds expenses, you can use a linked record field that references records in its own table.

You can also set up linked records within the same table to represent dependencies. For example, if you have one task that youcan'tcomplete until finishing another task, you can create a linked record dependency to establish this.

In this example, you would create a linked record field with a name likeblockedby that links to other tasks in the same table. Any tasks added to that field would establish that those tasks need to be completed before the task that links to them.

To create a linked record fieldthat references other records in its owntable, simplyto create a linked record field and choose the same table as its source.

Why would I want to link records within the same table?

When designing your base, youwon'talways know if it makes sense to create a second table and link to its records or link records within a single tableor if you should even use linked records in the first place. There are two main reasons youd want to create a linked record that references records in its own table:

You want to share information between two records of the same kind.

In many cases, you may want to share information between records of differentkinds. For example, a base that manages tasks might have anEmployeedirectory table that contains the names of employees but also their job titles, departments, and contact information.If you want to link each task to the employees working on it, and then share information between those task and employee records, youll need two tables to hold these two different types of information.

However, when you want to share information between records of the samekind, you can create a linked relationship within a single table. As mentioned earlier, youd find yourself using this methodto associate expenses in the same table with one another. You could then use a lookup field to display those associated with the linked expenses, use a rollup field to calculate the sum or average of all the linked values, or a count field to simply count them all. If none of that gets the job done, you can always lean on for more options.

You want to create a dependent relationship between two records of the same kind.

Sometimes, you may want to create a link between two records of the same kind to represent a dependent relationship between them. In this case, the link you create doesnt have the primary purpose of sharing information between records. Instead, the existence of the relationship serves as the primary purpose.

Take our earlier example of specifying tasks that block other tasks: IfTask1 blocksTask2you'vecreated a dependency that defines what linkingTask2 means in context. The link has little to do with whatTask2 actually contains in its own record, but ratherindicates throughits linkage that it needs to get done in order to completeTask1.This type of dependency often comes in handy in project management and the creation of Gantt charts. The Gantt blockin Airtable can use this kind of dependency to determine and display priority paths.

You may create linked records within the same table for one of these purposesor for both. In the blocking-task scenario, for example, you can establish a dependency between two tasks as well as share the linked tasks information by using lookup, count, or rollup fields.

Choosing the right direction for your linked record field

Theres an important difference to keep in mind when using linked record fields within a single table: While fields that link records between two tables create a reciprocal, or bi-directional, link between the two records, fields that link within a single table only link in one direction. In other words, creating a link from one record to another in the same table will notcreate a corresponding link in the other direction.

When you establish this type ofone-directionallink, you have to think about what that link says about the records it contains. For instance, if you created a self-linking linked record field to hold tasks that block other tasks you can go about it in more than one way. If the record containing the links blocks all the task records linked to it, then it links in a forward direction and acts as a parentwith linked records as its children. If that same record links to tasks that block it, however, the inverse is true and it acts as a childwith linked records representing its parents.

How do you decide which direction to choose for your links? If youre only trying to represent a dependent relationship between records, you can simply choose whichever direction feels more logical to you for your specific purposes. If youre creating a relationship between records in the same table in order to share information between them, however, youll want to choose your direction carefully.

Because you can only link records within the same table in a single direction, you can also only share information in a single direction. This means that any lookup, count, or rollup fields you want to build based on this type of linked record can only function in that same direction.

Lets return to our expenses example. Weve created a linked record in order to share information between related expenses within the same table. Lets say weve logged an expense for a new car, and later added new, separate expenses for maintenance of that car. If we want to see the total cost of maintenance reflected on the original car record, well want to link tothe maintenance records fromthe car record. This will allow us to create a rollup field that summarizes the total cost of all the maintenance records weve linked to our master car record.

Conversely, if we wanted to reference the original cost of the car in every successive maintenance record, wed need to create our link in the opposite direction. In this case, wed link tothe original car record fromeach of the individual maintenance records. Then, we could create a lookup field to bring in the cars total expense to each of those records.

Building a Gantt chart usingdependencies

When you want to create a Gantt chart using the Gantt block, you need to create a dependency like the one weve discussed in previous sections and plug it into the blocks settings. This only takes a few easy steps.

First, choose the table containing the records you want to plot on your Gantt chart. From there, create a self-linking linked record field and call it"Blockedby (orwhatever name you prefer).

Second, link up your records to establish which ones block others.

Finally, create a Gantt block(ifyou havent already) and locate the Dependency fieldsection of its settings. Choose the Blocked by field you just set up and Predecessorsas the type because it contains records that block the onesthey'relinked to. If you set up the field to link to projects that the parent record itself blocks, then youd choose Successors instead.

With that,you'veadded your dependency to the Gantt block andyoull be able to see it reflected in the arrows that connect records on your Gantt chart. Your chartwill automatically update according to any changes you make in theBlocked bylinked record field. You can also update the contents of your linked record field by drawing new arrows between records in your Gantt chart.

Unlike a spreadsheet, Airtable fields (columns) have specific "types" that allow you to store rich content in each record. For example, a table can contain records (rows) with attachments, long text notes, checkboxes, and links to records in another table.

Guide to formula, lookup, rollup, and other computed fields

With all of these different field types, you can configure a table to perfectly fit your needs! You configure the field type in the field customization menu.

Here's a brief overview of each field type you can use to make the perfect table for your use case:

Link to another record

Single line text

Long text

Attachment

Checkbox

Single select

Multiple select

Collaborator

Date (and time)

Duration

Phone number

Email

URL

Number

Currency

Percent

Rating

Barcode

Formula, lookup, rollup, and other computed fields

Link to another record

A linked record field is a powerful way to link together related tables in a base. Linked record fields contain blue tokens that represent links to other records. Clicking on one of the links will bring up information from a record in another table (or the same table).

A linked record field is a requirement for many of the advanced field types, like lookup, count, and rollup. To learn more about this field type, read the article on linked record fields.

Single line text

A single line text field accepts a single line of text for each cell. You can put any text value you want into each cell.

The single line text field is best for short, unique pieces of text, such as the names of your friends, the names of your cats, or the names of your friends' cats. If you notice that you're repeating the same text values frequently in a column, you may want to consider using a single select, multiple select, or linked record field.

Long text

A long text field is great when you need to keep notes or multiple lines of text in each record. You can enter new lines into a long text field, and even @mention a collaborator inside the text.

Expanding a long text field (which you can do by clicking the expand cell button or by using the keyboard shortcut ShiftSpace) gives you plenty of room:

Attachment

An attachment field allows you to attach multiple files directly to your Airtable records. If the file is an image, the cell will show thumbnails of the files you've attached.

Attachment fields work very well with gallery view, a view designed to showcase attachments on large cards. For more information on gallery view, please read the gallery view support article.

Viewing attachments

Expand the cell with the circular expand cell button to see even larger versions of the thumbnails.

For most document attachments, you'll see a preview thumbnail of the document as well.

Clicking on an attachment preview will open up a full screen lightbox attachment browser that will allow you to view every attachment in the cell. You can use the left and right arrow keys to quickly page through all the attachments in a single cell.

Uploading attachments

To upload an attachment to a cell in an attachment field, you can click the plus (+) button on the cell to which you'd like to add an attachment, or click on the Attach file button in the expanded cell.

This will bring up a file uploader dialog which will let you upload attachments from a variety of different sources.

You can also drag and drop attachments onto a cell, expanded cell, or into the file uploader dialog.

Reordering attachments

You can reorder your attachments from the expanded cell view by clicking and dragging.

The lightbox view also supports reordering by clicking and dragging the thumbnails at the bottom of the screen.

Renaming attachments

To rename an attachment, click the pencil icon while in the expanded cell view or the lightbox view. The pencil icon appears in the expanded cell view when you mouse over an attachment thumbnail, and at in the bottom left of the screen while in lightbox view.

Removing attachments

To remove an attachment, use the trash bin icon while in the expanded cell view or the lightbox view. The trash bin icon appears in the expanded cell view when you mouse over an attachment thumbnail, and at in the bottom left of the screen while in lightbox view.

Checkbox

A checkbox field is useful for true/false values within a record. For example, a task tracking base might have a checkbox field called "Done" that you can check off when a task is complete.

When your cursor is over a checkbox cell, you can hit enter to check/uncheck it. Alternatively, you can click on the cell to check/uncheck.

Users on Airtable Pro plans can change the style of the checkbox symbol from the default green check.

Single select

A single select field is ideal when you want to be able to select a single option from a preset list of options. When you edit a cell in a single select field, you will be presented with an autocomplete menu. You can select the desired option from the dropdown menu, or type to narrow down the list of options.

You can add, remove, and edit select options in the field customization menu.

You can also reorder the select options from within the field configuration menu by clicking and dragging on the reorder icons, which appear when you mouse over the left-hand side of each select option.

You can also create a new select option without going to the field configuration menu by typing in the name of the option you'd like to create and selecting the "+ Create a new option named" button.

If you find yourself wishing that you could store additional information related to each select option, consider converting the single select field into a linked record field. Then, you can have a full record for each option.

On the Airtable free plan, you can choose from 7 different colors for your select tokens. On the Airtable Pro plan, you can choose from 40 different colors! Interested in upgrading to Pro to get more colors? Check out our pricing page!

Multiple select

A multiple select field is similar to a single select field; it allows you select predetermined options from a list. Unlike a single select field, however, you can select as many options as you'd like per cell.

When you edit a cell in a single select field, you will be presented with an autocomplete menu. You can select the desired option from the dropdown menu, or type to narrow down the list of options.

Each select option is displayed as a small token that can be removed by clicking the x.

You can reorder your multiple select options from within an expanded cell by clicking and dragging.

You can add, remove, and edit select options in the field customization menu.

You can change the order of the options as they appear in the field customization menu by clicking and dragging on the reorder icons, which appear when you mouse over the left-hand side of each select option.

As with single select, if you find yourself wanting to keep track of more things related to each select option, consider converting the multiple select field into a linked record field. Then, you can have a full record's worth of information for each option.

On the Airtable free plan, you can choose from 7 different colors for your select tokens. On the Airtable Pro plan, you can choose from 40 different colors! Interested in upgrading to Pro to get more colors? Check out our pricing page!

Collaborator

The collaborator field lets you refer to a workspace or base collaborator in a cell. It automatically creates a drop-down list of the people with whom your base is shared.

When someone adds you to a cell, you'll receive a notification that you were added. You can toggle this feature in the field customization settings.

For more detailed information about the collaborator field, please read the Collaborator field type article.

Date (and time)

A date field allows you to easily enter a date and optionally a time into a cell. When editing a date time, you will be presented with a calendar widget that makes it easy to select a specific date.

In the field customization menu, you can select a date format by clicking the Date format dropdown menu.

A date field can also store a timestamp (in 12- or 24-hour format) by checking the Include a time field box.

Duration

The duration field is a field type intended for use with time durations measured in minutes, seconds, or milliseconds. (Ifyou want to store a time duration measured in hours, days, or other larger units, use a regular number field.)

There are fiveformatting options available for duration fields.

h:mm - for hours and minutes, e.g. 1:23

h:mm:ss - for minutes and seconds, e.g. 3:45, or hours, minutes, and seconds, such as 1:23:40

h:mm:ss.s - for minutes, seconds, and deciseconds, e.g. 3:45.6, or hours, minutes, seconds, and deciseconds, such as 1:23:40.0

h:mm:ss.ss - for minutes, seconds, and centiseconds, e.g. 3:45.67, or hours, minutes, seconds, and centiseconds, such as 1:23:40.00

h:mm:ss.sss - for minutes, seconds, and milliseconds, e.g. 3:45.678, or hours, minutes, seconds, and milliseconds, such as 1:23:40.000

For more information on formatting durations and using durations with formulas, please see this article.

Phone number

A phone number field will format a 10-digit string of numbers as a US/Canada phone number, in the form (XXX) XXX-XXXX.

Phone number fields are particularly advantageous on mobile, where you'll be presented with a specific phone keyboard when editing the phone number. You can also tap buttons to call or text that number.

Email

A email field is intended to store a single email address in each cell. Clicking on an email address within an email field will open up your computer's native email client with the To: field addressed to the email you just clicked on.

URL

A URL field is intended to store a single URL in each cell. Clicking on a URL will bring you to that URL.

Number

A number field will only accept a number value. You can customize the formatting of your number field todisplay integers or decimals.For decimal values, you can specify the number of significant digits. You can allow negative numbersby turning on the Allow negative numbers toggle.

For more on how to use number fields, please see this article.

Currency

A currency field is a specific type of number field that formats the number as a currency amount. You can specify a currency symbol (the default symbol is $), the number of significant digits, and whether or not to allow negative currency amounts.

Percent

A percent field is a specific type of number field that formats the number as a fraction of 100 with a percent sign (%). You can customize the precision of the percentage and choose to whether or not to allow negative numbers.

For more on how to use percent fields, please see this article.

Rating

The rating field allows you to rate your records for the purposes of ranking or quality assessment. From the field customization menu, you can set the maximum rating allowed (from 1 to 10). Users on Airtable Pro plans can also change the style of the field's rating symbol from the default yellow star.

When you hover your cursor over a cell in a rating field, it will show the maximum number of symbols in gray. To give a rating or change a rating, simply click the appropriate number of symbols. (You can also type in the corresponding number on your keyboard to set the number of symbols.)

To clear the rating in a cell, click on the symbol representing the current number of symbols (or type 0 on your keyboard).

Barcode

If you use the mobile Airtable client, then you can use the camera in your mobile device to scan several types of barcodes and QR codes.

While you cannot scan barcodes directly into the desktop version of Airtable, any barcodes scanned in the mobile version will appear in the web client, and can be altered manually from there.

The full list of barcode types that the barcode field supports is:

UPCE

Code39

EAN13

EAN8

Code93

Code128

PDF417 (Macro)

PDF417

QR (numeric, alphanumeric, byte/binary, Kanji)

Aztec

Code39Mod43

Interleaved2of5

ITF14

DataMatrix

Semacode

UPC-A 1D

Computed fields: Formula, Rollup, Lookup, Count, Created Time, Last Modified Time, Autonumber

Computed fields (columns) are special field types where the values in the field are computed by Airtable automatically, rather than directly edited by users. These can be fields that allowyou to compute a value based on values in other fields (like formula, lookup, count, and rollup) or fields that will return the same values independently of other fields in the table or user actions (like autonumber or created time).

To learn more about these computed field types, please read the .

The batch update block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The batch update block allows you to specify multiple actions to update all the records in a view.

Watch this video to learn more about how to set up and use a batch update block, or read on for further information.

When you first install a batch update block, it'll automatically open the new block's settings page. From the settings, you can select the desired table and view you wish to update.

To add an update action, click the Add action button.

Then, select the field whose values you want to update, and set the update action to be performed on the field.

You can specify a number of different types of actions with the batch update. Here are a few examples:

With multiple select and multiple collaborator fields, you can sort the values as they appear in the cells.

You can also add or remove select options or collaborators.

With numeric fields, you can increment or decrement all values.

You can also increment or decrement values in date fields.

Once you've set up the action, click the Done button.

If you want, you can line up multiple actions in a single batch update block. Just click the Add action button again to add more update actions. To remove an action, click on that action, then click on the Remove action button.

Once you're done configuring the actions, you can click the Update records button. If you change your mind right after clicking, you can also click the Undo button.

For any batch update block that's already been configured, you can use the update records button again to repeat the batch update process. This is great for repeated workflows, like approving every item in a view or re-sorting select options.

The calendar import block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The calendar import block allows you to add calendar dates to an existing table by importing ICS files.

Watch this video to learn more about how to set up and use a calendar import block, or read on for further information.

After installing a calendar import block, you can drag and drop an ICS file onto the block.

After uploading your ICS file, you can map different calendar elements to different fields in your Airtable base.The left side of the field mappings section shows the fields in your table. To map a value, select the field for the ICS value, then choose a field from your table from the dropdown menu. Repeat this process for as many fields as you want. Note that you don't have to import any fields you don't need to.

As you alter the field mappings, you can look at the right side of the block, which shows samples of the records that will be created according to the specified mappings.

Once you're ready, click the Create records button.

The block will remember your field mappings the next time you import another ICS, speeding up the process if you plan on importing calendar files again and again as part of your workflow.

The chime block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

With the chime block, you can set up a trigger that will play an audio notification any time a record is added or removed from a view.

Watch this video to learn more about how to set up and use a chime block, or read on for further information.

After installing a chime block, you'll automatically get brought to the new block's settings page. From here, you can specify the table and view with which you'd like the chime block to be associated, and whether you want the chime to trigger when a record is added or when a record is removed.

You can choose from a number of different sound effects. Press the blue play button to hear a preview of the chime sound.

Click the blue + Add a trigger button to add additional triggers to the block.

When you're ready, click the Done button. When a record is added to or removed from a view, the chime block will trigger and play the specified sound.

The Clearbit block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The Clearbit blockuses the Clearbit API to import leads by email domain, or to enrich existing email contacts by gathering additional information on people and companies. Please note that you need a working Clearbit API key to use this block. Usage of this block may incur fees from Clearbit.

Watch this video to learn more about how to set up and use a Clearbit block, or read on for further information.

After adding a Clearbit block to your base, you'll automatically get brought to the new block's settings page. The first thing you need to do in order to set up your Clearbit block is to input your Clearbit API key. (If you don't already have a Clearbit API key, you can look into getting one on their website.)

Clearbit's Enrichment API

If at any point you need to change your API key or remove your API key, click on the block's settings button or access the block's settings from the block's dropdown menu.

There are two different ways you can use the Clearbit block: with the Prospector API or with the Enrichment API. Prospector creates new records for new leads, and Enrichment updates existing records with new information.

Prospector

Clearbit's Prospector API helps you discover accounts and leads by finding their contact info. To use the Prospector feature, be sure to select the Prospector tab at the top of the block.

Next, you'll need to add least one email domain to search. You can narrow the scope of your search by entering names or titles as optional search terms.

After clicking the Search button, you'll be asked to confirm the charge for the use of the Clearbit API.

Once you confirm the request, the Clearbit Prospector API will return a list of results. You get to determine how the different pieces of information from the results map onto the fields in your table, and you only need to import as many fields as you need.

Check off the variables that you want to import, and select the destination fields from the dropdown menus accordingly. As you map more variables to fields, the right side of the block will show preview versions of the records that will be created.

When you're ready, click the Create records button.

Enrichment

helps you enrich existing contacts with additional data points about each person. To use the Enrichment feature, be sure to select the Enrichment tab at the top of the block.

Next, you'll need to select the table, view, and field in which the email addresses you'd like to enrich are located.

After clicking the Search button, you'll be asked to confirm the charge for the use of the Clearbit API.

Once you confirm the request, the Clearbit Enrichment API will return a list of results. You get to determine how the different pieces of information from the results map onto the fields in your table, and you only need to import as many fields as you need.

Check off the variables that you want to import, and select the destination fields from the dropdown menus accordingly. As you map more variables to fields, the right side of the block will show preview versions of the records that will be updated.

When you're ready, click the Update records button.

The color palette block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

Color palette allows you to pull HEX, RGB or HSL codes and color names from your base and turn them into a palette. You can also copy each color code type into your clipboard, allowing seamless collaboration between teams.

In order to use the color palette block, you need a field containing names for your swatches, and a field containing color codes. The color codes can beHEX, RGB or HSL.

When you install your color palette block, you'll automatically get brought to the new block's settings page. From here, you can specify the appropriate table and view, the field for your swatch names, and the field for your color codes.

When viewing the live version of your block in the blocks panel or the fullscreen dashboard, you can click on any color's RGB, HEX, or HSL code to copy that code to your clipboard.

The contact import block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The contact import block allows you to add contact information to an existing table by importing vCard (VCF) files.

Watch this video to learn more about how to set up and use a contact import block, or read on for further information.

Adding new records with the contact import block

Updating existing records with the contact import block

Adding new records with the contact import block

After adding a contact import block to your base, you can drag and drop a vCard file onto the block.

After the file gets uploaded, you'll be brought to a screen where you can map exactly how the information from the vCard file gets added to your table.Before mapping the fields, make sure you have the correct table selected.

The left side of the Field mappings section (with the toggles) shows the values from the vCard file, and the right side (with the dropdowns) shows the fields in your table. To map a value, select a toggle associated with a vCard value, then choose a field from the dropdown menu. Repeat this process for as many fields as you want.

Note that you don't have to import any values you don't need to, and the names of the values in your vCard file don't necessarily have to match the names of the fields in your Airtable base. As you alter the field mappings, you can look at the right side of the block, which shows samples of the records that will be created according to the specified mappings.

Once you're ready, click the Create records button.

The block will remember your field mappings the next time you import another vCard file.

Updating existing records with the contact import block

In addition to creating new records with the contact import block, you can also use the contact import block to update existing records. To do this, you'll need to pick a field on which to merge records (ideally containing a unique value like a name or an email address, for example). The block will then compare the records in your table with the entries in your vCard file, find matches using the field you selected, and update the values in the table according to the contents of the vCard file.

To get started, drag and drop a vCard file onto the block, and click the Merge with existing records toggle. You will then be prompted to pick a field: the block will use whichever field you pick to compare your existing records with the values in the vCard file.

Matching for the field you select will be case-sensitive; for example, the block will consider "[email protected]" and "[email protected]" to be two different values. (However, leading and trailing whitespace will be ignored when finding matches.)

Once you pick a field, the block will display previews for the records to be updated.If the vCard being imported contains entries which have no matches in the table, the block will create new records. The bottom of the block window will show the number of records that will be updated, the number of records that won't change, and the number of new records that will be created (if any).

A few other notes on the updating process:

If the vCard file contains multiple entries which contain the same value for the merge field, the block will only use the first of those rows, and subsequent rows will be ignored.

If the table has multiple records, all of which contain the same value for the merge field, all of those records will be updated if there's a matching entry in the vCard file.

If the vCard contains any entries where the value in the merge field is blank, a new record will be created.

If everything looks good, click the Save button.

The countdown block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The countdown block shows a big countdown clock in the color and units of your choosing. You can set it to count down to a specific date and time, or to the earliest or latest date in a specific view.

When you first add a countdown block to your base, it'll automatically open the new block's settings page. There are two ways for you to set a date for the countdown block: you can set the countdown block to count down to a specific date, or you can it to count down to a date from a view.

If you want the block to count down to a specific date, simply click on the date/time picker and select the desired date and time, or type in your desired date and time.

If you want the block to count down to a date from a view, click the Date from view option, then specify a table, view, and date field. You can choose whether you want the block to count down to the earliest date in a view or the latest date in a view.

If you choose to count down to a date from a view, the countdown will change if the earliest or latest record in the view changes. For example, you can create a filtered view which shows all records with deadlines after today, and set the countdown block to count down to the earliest date in that view. As deadlines pass and records leave the view, the countdown block will change to match the new earliest dates in the view.

You can customize the countdown's time unitsfrom years and months down to minutes and secondsby checking and unchecking the appropriate boxes in the Units section. You can also adjust the color of the countdown numbers.

The CSV import block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

With the CSV import block, you can add new records to an existing table in your base from a CSV file. You can also update existing records in a table from a CSV file by picking a specific field to merge on.

Watch this video to learn more about how to set up and use a CSV import block, or read on for further information.

Adding new records with the CSV import block

Updating existing records with the CSV import block

Adding new records with the CSV import block

After installing a CSV import block, you can drag and drop a CSV file onto the block.After your file gets uploaded, you'll be brought to a screen where you can map exactly how the information from the CSV gets put into your table.

Before mapping the fields, make sure you have the correct table selected.

The block will automatically try to detect if the first row of your CSV is comprised of headers or not, and check the "First row of CSV file is headers" option accordingly.If this option is checked, the columns in the field mappings section of the block will be named after the CSV's column headers. If this option is not checked, the columns in the field mappings section of the block will be given generic names like Column, 1, 2, 3, and so on.

The left side of the Field mappings section (with the toggles) shows the fields in your table, and the right side (with the dropdowns) shows the columns of the CSV.If the columns of your CSV and names of the fields in your table have matching names, the block will automatically try and match them. Otherwise, you can map the columns of the CSV to whichever fields you'd like.

To map a value, select the field toggle, then choose a CSV column from the dropdown menu. Repeat this process for as many fields as you want.

Note that you don't have to import any fields you don't need to, and the order and names of the fields in your CSV don't necessarily have to match the order and names of the fields in your Airtable base. As you alter the field mappings, you can look at the right side of the block, which shows samples of the records that will be created according to the specified mappings.

Once you're ready, click the Create records button.

The block will remember your field mappings the next time you import another CSV, speeding up the process if you plan on importing CSVs again and again as part of your workflow.

Updating existing records with the CSV import block

In addition to creating new records with the CSV import block, you can also use the CSV import block to update existing records. To do this, you'll need to pick a field on which to merge records (ideally containing a unique value like an ID number or email address, for example). The block will then compare the records in your table with the rows in your CSV, find matches using the field you selected, and update the values in the table according to the contents of the CSV file.

To get started, drag and drop a CSV file onto the block.

Next, click the Merge with existing records toggle. You will then be prompted to pick a field: the block will use whichever field you pick to compare your existing records with the values in the CSV file.

Matching for the field you select will be case-sensitive; for example, the block will consider "[email protected]" and "[email protected]" to be two different values. (However, leading and trailing whitespace will be ignored when finding matches.)

Once you pick a field, the block will display previews for the records to be updated.If the CSV being imported contains rows which have no matches in the table, the block will create new records. The bottom of the block window will show the number of records that will be updated, the number of records that won't change, and the number of new records that will be created (if any).

A few other notes on the updating process:

If the CSV file contains multiple rows which contain the same value for the merge field, the block will only use the first of those rows, and subsequent rows will be ignored.

If the table has multiple records, all of which contain the same value for the merge field, all of those records will be updated if there's a matching row in the CSV file.

If the CSV contains any rows where the value in the merge field is blank, a new record will be created.

If everything looks good, click the Save button.

The description block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The description block gives you the ability to write rich text notes or descriptions for other blocks or your entire base. Use it to provide additional context for your base, store high-level checklists, or create documentation for your fellow team members to get them up to speed.

The description block has a rich text editor that allows you to format your text in a variety of useful ways. You can provide headers, bold/italicize/underline text, create numbered lists, bulleted lists, or checklists, and turn text into links.

The map block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

If you have a field containing addresses or latitude-longitude coordinates, the map block allows you to plot your records on one of three different kinds of maps.Please note that you need a working Google Maps API key to use this block.

Watch this video to learn more about how to set up and use a map block, or read on for further information.

To get started with the map block, there are a few configuration steps (dont worry, it should only take a minute or two):

Pick a table whose records you want to display on the map.

Pick the field that contains the addresses or coordinates you want to plot

Pick a cache field. This block needs to save some additional information for each address in order to display markers on the map. We recommend creating a new Single line text field and hiding it. If you install multiple map blocks onto the same base, you can share the cache field between them.

Enter a Google Maps API key.

To get a Google Maps API key:

Go here, click "Get a key" and follow the instructions to create a new project.

Once youre on this screen, copy the API key. Then click "API Console":

From there, click "Dashboard" in the left sidebar and then click "Enable API"

When you've finished these steps, your API key will be enabled, and you can paste it into your map block. Once you've finished configuring your block, your records will start appearing on the map.

Once your map block is set up and configured, if you update an address in your table, it will automatically move the marker on the map.You can toggle between three different map themes: Light, Map, and Satellite.

Clicking on a marker will bring up some information about that record, and you can click "Expand record" to view the entire record.

If you want to check out a ground-level view of where a record is, zoom into the marker for that record and drag the pegman to it:

The page designer block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

With the page designer block, you can create your own custom invoices, business cards, catalogs, real estate feature sheets, casting sheets, and moreall using the data directly from your records.When you're done making everything look beautiful, you can print out your records or turn them into PDFs.

Watch this video to learn more about how to set up and use a page designer block, or read on for further information.

Page designer settings

Editing your page

Adding and deleting elements

Moving elements

Customizing elements

Text elements

Attachment field elements

Linked record field elements

Undoing and redoing changes

Viewing your pages

Print settings

Presentation mode

Page designer settings

When you first add a page designer block to a dashboard, it'll automatically open the new page designer block's settings. You can select:

Table: the table containing the records you want to turn into pages.

Record size:the size of the page you want to design. By default, it's set to Letter (8.5 x 11 in), but you can set it to another preset (like A4 or Business card) or set your own custom dimensions.

Record orientation: either Portrait or Landscape.

Presentation mode

Editing your page

Once you're done with the page designer settings, you'll see your page. Depending on what's in your table, your page may be prepopulated with a couple of elements, to give you an idea of what the page designer block can do. To start editing your page, click theEdit layout button (the one with the little pencil).

This will take you into a fullscreen editor experience, in which you can make your own custom page for your table data.

Adding and deleting elements

In the blue sidebar, you'll see a list of all of the fields in your table, plus a few other types of static elements that you can add to your page (text and image). To add a new layout element to your page, click on any of these options.

When an element is selected, it appears with a green outline, and the sidebar changes from blue to green. To delete an element from your page, scroll all the way down to the bottom of the sidebar while the element you want to delete is selected, then click the Delete element option. Alternatively, you can press the Delete key while an element is selected.

You can also add a new element to your page by duplicating an existing element. To duplicate an existing element,scroll all the way down to the bottom of the sidebar while the element you want to delete is selected, then click the Duplicate element option.

Moving elements

When an element has been selected, you can change its position on the page using a couple of different methods.

Click and drag the element to the desired location on the page.

Use the arrow keys on your keyboard while the element is selected.

Specify the desired X/Y coordinates in the element customization sidebar.

Customizing elements

There are a number of different ways that you can customize the elements on your page.

Element size

You can adjust the size of an element in one of two ways:

Click and drag the element to its desired size using the drag handle in the bottom right corner.

Specify an absolute width and height in theelement customization sidebar.

Element rotation

You can adjust the rotation of an element in one of two ways:

Click and drag the element to its desired rotation using the rotation handle that appears when an element is selected

Specify the rotation angle for the element (in degrees) in the element customization sidebar.

Element order

You can change the order in which the elements are layered using the buttons under the Order header. The buttons on the left allow you to send a selected element backward or bring it forward; the buttons on the right allow you to send the selected element all the way to the back or bring it all the way to the front.

Element background and padding

You can specify if you would like the background of your element to be transparent (the default setting) or if you would like the background to be filled with a specific color. If you choose the Filled option, you can specify a hex code or click the color swatch to bring up a color picker. You can also adjust the padding.

Element borders

You can customize the borders of your elements using the options in the element customization menu. You can adjust:

Whether your element will have borders on its left, right, top, and/or bottom

Border color (specify a hex code or click the color swatch to bring up a color picker)

Border width

Border radius (which rounds the corners of your element)

Text elements

In addition to all of the customization options described above, text-type elements have a couple of additional options.

To intersperse content from your records within static text, type {Field name} into the text area of a static text element.

You can also adjust the following font options for your text elements:

Font

Font size

Weight

Line height

Horizontal alignment (Left, Center, or Right)

Vertical alignment (Top, Center, or Bottom)

Text color (specify a hex code or click the color swatch to bring up a color picker)

Attachment field elements

If you have added an attachment field as an element to your page, you have a couple of additional customization options. In the Display section of the element customization menu, you have two choices.

First image

First image displays just the first image in the attachment field. If you pick First image, you can pick one of three sizing options that will determine how the image is displayed: Fit, Fill and Stretch.

All images

All images displays all of the images in the attachment field as equally sized thumbnails. If you choose this option, you can adjust the image size and padding.

Linked record field elements

When you add a linked record element to your page, you can select one of three modes in which to display information from your linked records.

Inline

Inline mode displays the values from the linked record field as a text string. If there are multiple linked records, the links are separated by commas.

List

List modedisplays the values from the linked record field as a list. You can choose whether to display the values as a bulleted list, as a numbered list, or neither.

Table

Table mode takes information from other tables using the link created by the linked record field, and turns it into a grid table on your page. Under the Table Columns header,you can use the Add column... dropdown menu to pick fields from the table linked to by your linked record field and turn them into columns on your page.

You can reorder the columns in the Table Columns section by using the drag handles and dragging and dropping the columns into whatever order you want; you can also remove a column by clicking the X button.

Additionally, you can customize the table borders using the dropdown menu under the Borders heading, or remove the headings from the table by clicking the Show headings toggle.

Undoing and redoing changes

You can undo any changes made through the block by clicking the undo icon next to the block's settings button or by using the Z keyboard shortcut.

Similarly, you can redo any changes by clicking the redo button, by using theY keyboard shortcut, or by using the ShiftZkeyboard shortcut.

If you're using the keyboard shortcuts, make sure that the page designer block is focused (i.e., that it's been clicked into and is selected to receive keyboard inputs)otherwise, the keyboard shortcuts will apply to the changes last made outside the block, in the currently visible table. You can focus the block by clicking anywhere in its frame.

Viewing your pages

As you're designing your page, the content will be pulled from the actual records in your table. You can easily toggle between which records you are previewing by clicking on the Previous record and Next record buttons in the top bar.

To jump straight to a specific record, click Go to record. This will bring up a search dialog which you can use to navigate to the record you wish to see.

Print settings

Once you've finished designing your page, just click the "Print" button to print either a single record or all of the records in a view.

You can also view all of your records as pages in presentation mode by clicking the Present button.

The record list block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The record list block creates a set of record cards from the records in a view to be displayed in the blocks panel.You can sort and limit the number of cards shown in the block, making it useful for drawing attention to the most important records: for example, if you need to see the largest three deals in your sales pipeline, the five most recently published pieces from your editorial calendar, or all high-priority bugs.

sort

After adding a record block to your base, you'll need to select a table and view containing the records you want to display.

By default, the record list block will display every record in a view. If you want to limit the number of records displayed. click the Limit records toggle and type in the desired number.

By default, the records will show up in the block in the order determined by the view you're using. Clicking the Sort records toggle will allow you to add a to the records that appear in the block. This sort is applied persistently, meaning that the record list will reapply the sort automatically if the records in the view change.

The search block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

With the search block, you can enter a search term and receive a filtered set of relevant records from your base.

Adding a search block

When you add a new search block to your base, you'll first configure the search options to search in one table, multiple tables, or all tables.

You can always go back and adjust the search block settings by clicking on the block settings icon (the gear).

Searching one table

From the search settings dialog, you can pick a table to search through from the Table dropdown menu.

For the field search mode, you can pick All fields, which means that the search block will look through all the fields in the entire table, or Specific fields, which means that the search block will only look through certain fields.

Picking Specific fields will bring up another dropdown menu called Fields, which you can use to pick the fields you wish to search through. You can remove a field from your search settings by clicking the X button next to the selected field.

You can choose to search in a language other than English using the Language dropdown menu.

Searching multiple tables

From the search settings dialog, you can pick multiple tables to search through. You can selectPick a table to select any table in your base that you want to search.

Searching all tables

From the search settings dialog, you can pick All tables to search through. This will search all tables and fields in your base.

Using the search block

Once you're done adjusting your search settings, click the done button and enter your search term(s) into the search bar.

If you're searching all tables in your base, your results will be grouped together under headers for the different tables. You can collapse any of the table headers and the records included therein by clicking on the arrow next to the table name.

The send SMS block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

With the send SMS block, you can send a list of phone contacts in an Airtable base mass text messages, using the Twilio API.Please note that you need a working Twilio API key to use this block.

If youintend to use this block for the purposes of marketing or solicitation, please ensure that you are abiding by all relevant local regulations related to SMS communications.

Watch this video to learn more about how to set up and use a send SMS block, or read on for further information.

When you first install the send SMS block, you'll be prompted to enter your Twilio phone number, Twilio Account SID, and Twilio Auth token.

view

Once you do this, you can configure the block settings. First, pick a table containing the phone numbers of the people to whom you'd like to send your messages; next, pick the specific field containing the phone numbers. Lastly, you'll need to pick a within the selected tablemessages will only be sent to records visible in that view.

When writing your message, you can add values from the fields associated with each recipient by surrounding field names in curly brackets. You can use this to send each recipient a personalized message containing their own name, a date specific to an appointment they have, or other personalized data.

Select Review to see how the message will appear to each of your recipients. If you want to edit your message, select back.When you're ready to send, select the Send button and the bottom of the modal.

The summary block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The summary block shows a summarization of a particular field with a custom label and color, which is useful for drawing attention to particular numerical values. You can use it to display the number of records in a given view, or apply a summary function to the records so you can see the sum, average, or maximum value of a field in a view.

Watch this video to learn more about how to set up and use a summary block, or read on for further information.

After adding the summary block to your base,youll be brought to the block settings. Pick the table and view with the information you want to summarize.

You have a choice of whether you want your block to display aCountor aSummary.

Count simply displays the number of records that are visible in the view you specify.

Summary, on the other hand, displays the result of a summary function performed on a specific field. If you pick summary, you'll need to select a field, and a type of summary function, like sum, average, or maximum. The available summary functions will depend on the field type.

Once you've set up your count or summary number, you can customize it by picking a color, and giving it a helpful label.

The time tracker block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The time tracker block allows you to measure the minutes or hours in a day spent on a specific task. You can also add collaborators to each task, giving you a high-level overview of how long your team is spending on a project.

You can track time for existing records, or create new records directly from the time tracker block.

After you've added the time tracker block to your base, you'll need to adjust the settings.

duration field

Pick the table in which you'd like your records to be created using the Table dropdown menu; select a start date field. (The start date field is optional, but must be configured as a date field.)

You have the option of designating a collaborator field. If you do this, the field you designate will automatically get filled in with the name of whichever collaborator starts the time tracker.

Then, choose your duration field (which must be configured as a number field or a ) and duration uniteither minutes or hours.

When you're all set up, select Done. The fully configured time tracker block will have a big blue Start tracker button in the middle. Clicking this button will let you choose an existing record to add time tracking to, or create a new record to start tracking time for.

Track time for an existing record

When you click Start tracking, you'll be given the option to choose an existing record to add time tracking to. After you choose your record and start tracking, if you have a start date field the current date will appear in that field. If you set up a collaborator field, the collaborator field will automatically fill in with the name of whichever collaborator started the timer (but you can change the collaborator later if you need to).

The time tracker will continue running even if you switch to a different base or leave Airtable. If you select Expand record you can update your tracked record. You can also pause your session by clicking on the yellow pause button. Click the Stop tracking button when you're ready. This will stop the timer and add a value into the designated duration field. If you didn't add project details earlier, you can now with titles, links, and checkboxes to designate whether or not you've completed the task at hand.

Track time to create a new record

Instead of selecting an existing record, you can choose to create a brand new record by selecting + Add new record.

This will create a new record with a value in the designated start time field. If you set up a collaborator field, the collaborator field will automatically fill in with the name of whichever collaborator started the tracker (but you can change the collaborator later if you need to). The time tracker will continue running even if you switch to a different base or leave Airtable. If you select Expand record you can add and edit fields associated with your tracked record. You can also pause your session by clicking on the yellow pause button. Click the Stop tracking button when you're ready. This will stop the timer and add a value into the designated duration field. If you didn't add project details earlier, you can now with titles, links, and checkboxes to designate whether or not you've completed the task at hand.

The timeline block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

With the timeline block, you can visualize your records on a timeline. From large to small data sets, it's easy to navigate throughout your timeline with a sidebar record list and custom zoom. As you scroll through your record list, the timeline pans to the records you're currently viewing so you won't lose your place. You can also customize your records in view with one color or colors pulled from a select field.

Watch this video to learn more about how to set up and use a timeline block, or read on for further information.

Setting up and customizing a timeline block

When you first install a timeline block, it'll automatically open to the new block's settings. From the settings, you will need to pick the table and view containing the records (rows) that you want to visualize, as well as a date field to serve as the Start date field.

expand the record

You also have the option to add an end date field. Adding an end date field will turn each of your records into ranges on the timeline. (If you don't add an end date field, your records will remain as points on the timeline.)

To customize the appearance of your records on the timeline, you can choose to color all your records with a specific color, or to have each of the records show the associated color of a single select field.

Navigating a timeline block

Mousing over a record will show you the date or dates associated with that record. Clicking on the record will, allowing you to see the other fields.

The red line on the timeline represents the current date. You can click and drag on the timeline to navigate earlier and later in time. Clicking the Today button will bring your window back to center on the current date.

You can also use the zoom in and out buttons to see weeks, months, or years at a time.

Editing records with timeline block

By clicking and dragging records around the timeline, you can change the date(s) associated with a record. If your timeline block uses both start and end dates, clicking and dragging the whole record will increment or decrement the both the start and end dates by the same amount of time.

You can also shorten or extend a date range by clicking and dragging on the left or right edges of a record.

If you're in the middle of dragging a record to change its start and end dates, or dragging the start or end point of a date range, and you want to cancel your action, just press the Esc key before letting go of your cursor.

The translate block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

The translate block uses a Google Cloud Translate API key to translate the contents of any text-based field from one language to another. You can choose from over a hundred different languages. Please note that you need a Google Cloud Translate API key in order to use this block.

Watch this video to learn more about how to set up and use a translate block, or read on for further information.

After adding the translate block to your base, you'll be prompted to enter your Google Cloud API key.

Next, you need to specify the table and view containing the records you want to translate.

Then, specify the source field and source language (the field with the values you want to translate into another language, and what language you want to translate from).The translate block will automatically try to detect the language in which your records are written, but you can also choose the source language manually using the dropdown menu.

You also need to pick a destination field into which your translations can go, and the language into which you'd like your records to be translated.

When you're ready, click the Translate with Google button. This will bring up a confirmation screen where you can confirm the amount that you'll be charged for the use of the API.

After confirming the charge, the block will generate previews of the translations. You can choose to uncheck the Update this record toggle on any of the previews if you don't want that particular translation to get added to the destination field. Once you're ready, click the Save button. The translations will then get added to the destination field.

The Vision block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks tobring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.

With the Vision block, you can use the Google Cloud Vision API to get more insight out of images from your records. You can quickly classify your images into thousands of categories (like "dog," "lighthouse," or "Sahara"), extract those labels, and save them to a field in your basemeaning that you can tag hundreds of images with just a few clicks. You can also identify logos, or use optical character recognition (OCR) to extract text from images. Please note that this block requires a Google Cloud Vision API key.

Watch this video to learn more about how to set up and use a Vision block, or read on for further information.

After adding the block to your base, you'll be prompted to enter your Google Cloud API key.

Next, you'll need to select a table and view containing the records with the images you want to analyze, as well as select the specific attachment field containing the images.

Select at least one of the toggles representing the different ways that Google Cloud Vision can analyze your images.

Extract labels will output words or phrases based on how Google categorizes your images.

Extract logos willoutput the company or brand name associated with any logos depicted in your attachments.

Extract text will pull words from your images and put them in a designated text field.

For each Vision option you toggle, you'll need to select a destination text field into which the extracted text can go. You can select the destination text field from the dropdown menu that appears next to each toggled option.

When you're ready to analyze your images, click the Next button. This will bring up a confirmation dialog confirming your use of the API.

After you confirm by clicking the Analyze button, you'll see previews of the text that the block has extracted from your images on their associated records. Click the Save button to add the Vision block's output to the designated text field or fields.