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* Getting started with Airtable
* Introduction to Airtable basics
* Airtable home screen Updated
* Glossary of Airtable terminology Updated
* What are the differences between the desktop and mobile versions of
Airtable?
* Airtable Automations
* Automations Overview
* Getting started with Airtable Automations
* Creating an Airtable automation
* Managing Airtable automations
* What is an Automation test record?
* Troubleshooting Airtable automations
* Automation feature walkthroughs
* Integrated automation walkthroughs
* Using Document automator
* Document automator setup guide
* Automatically schedule Google Calendar events from Airtable
* Create custom notifications for your base
* How to create a simple reminder
* How to create email digests with automations
* How to automatically send approval emails
* Automate a form confirmation email
* Keep clients in the loop with automatic email notifications
* MS Teams admin approval
* Airtable automation walkthroughs
* Linking existing records using automations
* Conditional groups of automation actions
* Repeating groups of Airtable automation actions
* Creating recurring records using automations
* How to delay Airtable automation runs
* Prevent automations from triggering by mistake
* Use automations to timestamp status updates
* Linked records within automations
* Automation Triggers
* Airtable Triggers
* Airtable automation trigger: When record matches conditions
* Airtable automation trigger: When a form is submitted
* Airtable automation trigger: When record created
* Airtable automation trigger: When record updated
* Airtable automation trigger: When record enters view
* Airtable automation trigger: At scheduled time
* Airtable automation trigger: When webhook received
* Airtable automation trigger: When a button is clicked
* Integrated Triggers
* Airtable automation triggers: Outlook
* Airtable automation trigger: Google Workspace
* Automation Actions
* Airtable Actions
* Airtable automation action: Send email
* Airtable automation action: Create record
* Airtable automation action: Update record
* Airtable automation action: Find records
* Airtable automation action: Run a script
* Integrated Actions
* Airtable automation action: Send message in Slack
* Airtable automation actions: Google Workspace
* Airtable automation action: Send MS Teams message
* Airtable automation actions: Outlook
* Airtable automation actions: Jira Cloud
* Airtable automation actions: Jira Server / Data Center
* Airtable automation actions: Salesforce
* Airtable automation action: Create post in Facebook Pages
* Airtable automation action: Create post on Twitter
* Airtable automation actions: GitHub Issues
* Airtable automation action: Hootsuite post
* Airtable Bases
* Base Tips & Tricks
* An overview of Airtable's copy and paste functions
* How to undo or redo an action
* Using Markdown in Airtable
* Importing and adding data
* Google Sheets importer
* Airtable Excel importer Updated
* Creating a new base via CSV import
* Import CSV data into an existing base
* Importing an Airtable CSV into another app
* Can I import my Microsoft Access data into Airtable?
* Navigating your base
* Tables overview
* Airtable bases overview
* Airtable keyboard shortcuts Updated
* Can I link between different bases?
* Appending data to an existing table with copy and paste
* Customizing a base
* Adding a base description
* Deleting a base
* Deleting a table from your base
* Does Airtable have find and replace?
* Quickly filling cells using fill handle
* Finding a cell in a table
* Using insights
* Creating new bases
* Creating a base from scratch
* Duplicating an existing Airtable base
* Airtable Betas
* Airtable public betas
* Two-way sync overview (Beta/Limited availability)
* Two-way sync dependencies
* Record templates overview (Beta)
* Apps by Airtable (Beta)
* Verified data overview Updated
* Twilio: Send SMS Airtable automation action
* Collaborating in Airtable
* Working with Collaborators
* Collaboration overview
* Adding a workspace collaborator
* Adding a base collaborator
* Managing Airtable notifications
* Watching comments
* Embedding a view or base
* How to transfer ownership of a base or workspace
* Commenting on records and @mentioning collaborators
* Sharing a portion of a base
* Emailing records
* Permissions
* Permissions overview Updated
* Permission levels and billing
* Using field and table editing permissions
* Viewing and changing permissions
* Workspace/base invite links and permissions
* Share links
* Creating a base share link or a view share link
* Protecting share links on a base
* Shared view URL filters
* Hidden fields in view share links
* Airtable Enterprise Support
* General information
* Airtable user groups overview
* Enterprise FAQs
* Airtable Enterprise API
* Upgrading workspaces to the Airtable Enterprise plan
* Enterprise Admin Panel
* Overview - Enterprise Admin Panel
* Users - Airtable Enterprise Admin Panel
* Groups - Airtable Enterprise Admin Panel
* Workspaces - Airtable Enterprise Admin Panel
* Bases - Airtable Enterprise Admin Panel
* Interfaces - Airtable Enterprise Admin Panel
* Reports - Airtable Enterprise Admin Panel
* Settings - Airtable Enterprise Admin Panel
* Using Organizations
* User details - Airtable Enterprise Admin Panel
* Managing Enterprise organizations
* Deactivating and reactivating Enterprise users
* Airtable and data loss prevention
* Managing user access to workspaces and bases
* Managing Enterprise admins in Admin Panel
* How to grant Upgrader access (FLA Only)
* How to access Enterprise Audit logs
* Set up Jira Server / Data Center to connect with Airtable
* How to view individual user details
* Enterprise SSO
* Configuring SSO in the Admin Panel
* Configuring SSO with Okta
* Configuring SSO with Google
* Configuring SSO with OneLogin
* Configuring SSO with Azure AD
* Configuring SSO with ADFS
* Managing users via IdP sync - ELA only
* Airtable Extensions
* Extensions Overview
* Airtable extensions overview
* Adding an extension to a base
* Managing and organizing extensions on a base
* Adding an extension description
* Creating a shareable extensions dashboard
* How to publish your script to the Extensions Marketplace
* Embed and share individual extensions (beta)
* Extensions by Airtable
* Page designer extension
* Page designer extension overview Updated
* Page designer extension settings
* Editing a page designer extension
* Viewing pages in page designer extension
* Presentation mode in page designer extension
* Printing from the page designer extension
* Web clipper extension
* Configuring web clipper field types and default values
* Adding and configuring the web clipper extension
* Using the web clipper browser extension
* Managing web clipper clip actions
* Web clipper extension
* Web clipper extension CSS selector examples
* Scripting extension
* Scripting extension overview
* Scripting extension examples and help
* Scripting extension code editor
* Data Visualization
* Vega-Lite chart extension
* Base schema extension
* Flowchart extension
* 3D space extension
* Color palette extension
* Map extension
* Matrix extension
* Org chart extension
* Time-based Extensions
* Countdown extension
* Time tracker extension
* World clock extension
* Reporting Extension
* Airtable extensions: Chart Updated
* Pivot table extension
* Summary extension
* Bulk Import/Update Extension
* Batch update extension
* Calendar import extension
* Contact import extension
* CSV import extension
* Dedupe extension
* XML import extension
* Other Extensions
* Topic timer extension
* JSON editor extension
* Video snippets extension
* Flashcard extension
* Name quiz extension
* URL preview extension
* Chime extension
* Description extension
* Embed extension Updated
* Record list extension
* Search extension
* Integrated Extensions
* Third-party Extensions
* Typeform extension
* Loom extension
* Miro extension
* Formstack Documents extension
* Pexels extension
* External extensions by Airtable
* Jira Cloud extension
* Clearbit extension
* Google Hangouts extension
* SendGrid extension
* Send SMS extension
* Translate extension
* Vision extension
* Whereby extension
* Airtable Fields
* Fields Overview
* Field type overview
* Adding a field
* Supported field types in Airtable overview
* The primary field
* Hiding fields and field visibility overview
* Field Manager and field dependencies
* Searching for fields
* Updating multiple fields with bulk field actions
* Editing the Airtable primary field Updated
* Changing the number of frozen fields (columns)
* Attachment
* Airtable field overview: Attachment
* Airtable attachment URL behavior
* How Airtable’s Blocks SDK handles attachment URLs
* Reordering files in an attachment field
* Viewing attachments in Airtable Updated
* Commenting on attachments in Airtable
* Annotating attachments in Airtable
* Troubleshooting issues with uploading attachments
* Uploading audio files into Airtable
* Editing images in Airtable
* Troubleshooting Airtable attachment access
* Date-based Fields
* Created time field
* Date (and time) field
* Duration field type
* Last modified time field
* Formula
* Getting Started with Formulas
* Formula field reference
* Formulas vs other computed fields
* Formula field overview
* Using array functions in Airtable
* Formula Foundations
* The essentials of Airtable formulas
* Writing formulas in Excel vs Airtable
* Formula writing tips for beginners
* Troubleshooting formulas
* Common formula errors and how to fix them
* Basic calculations
* Using logical operators to compare field values
* Calculations using the formula field overview
* Conditional statements
* How to write nested IF statements
* Conditional formulas with emoji
* Comparing text strings using IF statements
* Comparing numeric values using IF
* Comparing dates using conditional statements
* Logical arguments
* An alternative to IF statements using SWITCH()
* Evaluate arguments using AND() and OR()
* Identifying blank values
* Using true and false functions in Airtable
* Catching errors with logical functions
* Other logical functions
* Working with dates
* Displaying DATETIME_FORMAT using the date and time formula
* Calculate the difference between two dates
* Supported unit specifiers for DATETIME_DIFF
* Supported format specifiers for DATETIME_FORMAT
* Using DATETIME_PARSE() formula
* Working with timezones
* Timezones and locales
* Supported timezones for SET_TIMEZONE
* Supported locale modifiers for SET_LOCALE
* Record functions
* Returning record data
* Applications of record functions
* Text functions
* Guide to REGEX() functions
* Joining field values
* Changing the look of a text string
* Extracting text from a field
* Other text functions
* Numeric functions
* Basics of numeric functions
* Common Solutions: Beginner
* Using checkbox fields in formulas
* Converting numbers and text in a formula field
* Converting serial dates from Excel to readable dates in Airtable
* Extracting file names from Airtable attachments
* Converting unix / epoch time to current date
* Using formulas in Airtable's primary field
* Common solutions: intermediate
* Totaling options in multi-select fields in Airtable
* Counting the number of records in linked record fields
* Word and character counts
* Finding the sum of an entire field
* Common Solutions: Advanced
* Displaying quarters in a fiscal year
* Build a custom form URL filler using ENCODE_URL_COMPONENT
* Using the \n formula to add line breaks in Airtable
* Conditionally displaying missing field values
* Can I create a SQL query in Airtable?
* Long Text Field
* Long text field overview
* Rich text in forms and extensions
* Rich text in formulas, lookups and rollups
* Formatting rich text in the long text field Updated
* Enabling rich text in the long text field
* Markdown rich text output in the API
* Linked Record Field
* Limiting linked record selection to a view
* Expanding a linked record
* Linking to one, many, or a subset of records
* Converting existing fields to linked records
* Linking records in Airtable
* Reordering record links
* Create new linked records using copy and paste
* Number-Based Fields
* Autonumber field
* Rating field
* Currency field
* Number field type
* Percent field type
* Other Fields
* Button field
* Barcode field
* Checkbox field
* Airtable for mobile More on the barcode field type
* Rollup, lookup, and count fields
* Rollup field overview
* Lookup field overview
* Count field overview
* Rollup field reference
* Conditional counts, lookups, and rollups
* Fields that require linked records to function
* Does filtering affect rollup fields?
* Vlookup functionality in Airtable
* Select and user fields
* User field type
* Created by field
* Last modified by field
* Multiple select field
* Single select field
* Using Groups in Airtable
* Integrating with Airtable
* API
* Getting started with Airtable's Web API
* Creating and using API keys and access tokens
* Service accounts overview
* Airtable API: Common troubleshooting
* Airtable Webhooks API Overview
* Airtable API key deprecation notice
* Airtable API Deprecation Guidelines
* Airtable Webhooks API Beta Deprecation Notice
* Airtable Web API - Using filterByFormula or sort parameters Updated
* API record limits
* Integration services
* Options for integrating with Airtable
* Managing accounts integrated with Airtable
* Third-party integrations via OAuth overview
* Third-party integrations - Common troubleshooting
* Low-code integrations - Common troubleshooting
* Using the scripting extension to collect base schema
* Integrating Airtable with external calendar applications
* Visualizing records from Airtable in Tableau
* Visualizing Airtable records in Microsoft Power BI & Power Query
* HubSpot integrations
* Using Zapier to integrate Airtable with other services
* Using Zapier's Multi-Step Zaps to find and update records
* Using IFTTT to integrate Airtable with other services
* Integrating with AWS Lambda & DynamoDB
* Receiving base activity notifications in Slack
* Developer tools
* Resources for developers
* React Devtools for custom extensions
* Create your own Custom Extensions with the Blocks SDK
* How to open the developer console
* Learning and Resources
* Webinars
* Airtable Education resources
* Get free Airtable training today!
* View Guides
* Base design decisions
* Understanding many-to-many links in Airtable
* Transferring a table's information from one base to another
* Combining multiple tables into one table using views
* All the ways to collaborate
* Collaboration guide
* Overview of collaboration features
* Working with external users
* Base collaborators and bases shared with me
* Workspaces and workspace collaborators
* Use case-specific guides
* How to copy a table from one base to another
* How to create a form in Airtable
* Creating subtasks in Airtable
* Use case update records via a form
* Use case bug & issue tracking in Airtable
* Use case planning product launches in Airtable
* Use case managing your PR outreach in Airtable
* Reporting in Airtable Articles
* Power user's guide
* The Airtable power user's guide
* Getting more information into Airtable, quickly
* Tidying up your information in Airtable
* The power of Airtable's linked records
* Structuring your Airtable bases effectively
* Designing linked records and dependencies
* Navigating Airtable
* Leveraging formulas in Airtable
* Templates
* Can I make my own templates?
* Using a template from the template gallery
* How do I delete sample data from a template?
* Airtable Universe
* Tips for creating great bases for Airtable Universe
* Displaying extensions on Airtable Universe
* Airtable Universe: Managing published bases
* Publish a base in Airtable Universe
* Getting started and creating a profile on Airtable Universe
* Airtable Universe
* Publishing on Airtable Universe overview
* Community
* The Airtable Community
* Airtable Interface Designer
* Overview
* Airtable Interface Designer overview
* Interface Designer permissions Updated
* Adding layouts to interfaces
* Adding and removing elements in interfaces
* Formatting elements in interfaces
* Managing and sharing interfaces
* Elements
* Interface element: Button
* Interface element: Calendar
* Interface element: Chart
* Interface element: Filter
* Interface element: Gallery
* Interface element: Grid
* Interface element: Kanban
* Interface element: Number
* Interface element: Record picker
* Interface element: Text
* Interface element: Timeline
* Layouts
* New layouts in Interface Designer
* Interface layout: Record review
* Interface layout: Dashboard
* Interface layout: Record summary
* Interface layout: Form
* Managing Airtable
* Troubleshooting
* Contacting Airtable Support Updated
* Troubleshooting Airtable issues
* Missing data in a base
* Unstable connection troubleshooting
* What to do if you see an over limits warning
* Saving network requests
* How to take a screenshot
* Data recovery and deletion
* Trash for deleted bases and workspaces
* Base trash
* Taking and restoring base snapshots
* Miscellaneous
* Updates to Airtable plans
* Airtable User Authentication Challenge Page
* Finding Airtable IDs
* Careers at Airtable
* Find help quickly using our in-product help center
* How to unsubscribe from marketing emails
* What languages does Airtable support?
* Offline access
* Can Airtable be hosted on-premise?
* Airtable technical requirements
* Airtable link previews in Slack
* Transitioning from spreadsheets to Airtable
* Enforcement of URL length limit for Web API requests
* Scheduled Airtable maintenance
* Account
* Airtable account email verification Updated
* Managing billable collaborators from your Airtable account
* Updating your Airtable account name
* Changing your Airtable profile picture
* Deleting data in Airtable
* Account page overview
* Enabling two-factor authentication Updated
* Resetting or updating your Airtable password Updated
* Regaining access to an Airtable account Updated
* Updating your Airtable account email
* Billing
* Billing
* Airtable billing overview
* How collaborators impact billing
* Airtable invoices and receipts overview
* How to earn and pay with Airtable credits
* Requesting a refund from Airtable
* Deleting your Airtable account
* Does Airtable charge a VAT?
* Workspace Plans
* Airtable plans
* Nonprofit and educational plans FAQs
* Student plan (Extended trial)
* Is Airtable free? How much does it cost?
* Does Airtable offer discounts?
* How does the Pro trial work?
* Upgrading & Downgrading
* Upgrading or changing your workspace's plan
* What happens to my extensions when I downgrade?
* Airtable Policy
* Regional access restrictions
* How to view or sign our DPA (Data Processing Agreement)
* Airtable subprocessors
* HIPAA and FERPA compliance
* GDPR at Airtable
* Airtable security practices
* Airtable Records
* Record actions
* Adding a new record
* Duplicating records
* Expanding records
* Reordering records
* Deleting records Updated
* Mass deleting records Updated
* Archiving records
* Customizing terminology used for records in a table
* Record information
* Obtaining record URLs
* Record ID
* How do I see who added a record?
* Expanded records
* Record-level revision history overview
* Expanding cells
* Airtable Sync
* Overview
* Getting started with Airtable sync
* Airtable Sync - Basic setup
* Airtable Sync - Advanced options
* Multi-source syncing overview Updated
* Managing Airtable Sync integrations
* Sync permissions
* Airtable Sync FAQs
* Airtable Sync Integrations
* Airtable Sync integration: Google Drive
* Airtable Sync integration: Google Calendar
* Airtable Sync integration: Emailed data
* Airtable Sync integration: Sync API
* Airtable Sync integration: Tableau Online
* Airtable Sync integration: Jira Server / Data Center
* Airtable Sync integration: Jira Cloud
* Airtable Sync integration: Salesforce
* Airtable Sync integration: GitHub Pull Requests
* Airtable Sync integration: GitHub Issues
* Airtable Sync integration: Outlook Calendar
* Airtable Sync integration: Adobe Experience Manager (On-premises)
* Airtable Sync integration: Miro
* Airtable Sync integration: Zendesk
* Airtable Sync integration: Box
* Airtable Views
* View Basics
* What is an Airtable View?
* Getting started with Airtable views
* How to create a view
* Reordering views
* Add a table description
* The summary bar
* View Types
* Grid View
* Hiding and reordering fields in grid view
* Recurring dates
* Can I wrap text inside cells?
* Row height
* Calendar View
* Getting started with Airtable calendar views Updated
* Hiding fields in calendar view
* Advanced calendar features
* Form View
* Getting started with Airtable form views
* Conditional form fields
* Prefilling a form
* Gantt View
* How to add and configure the Gantt view
* Gantt view milestones, dependencies, and critical paths
* Customize the appearance of an Airtable Gantt view
* Working with records in the Gantt view
* Exporting and printing your Gantt view
* Gallery View
* Hiding fields (customizing cards) in gallery view
* Getting started with Airtable gallery views
* Kanban View
* Getting started with Airtable kanban views
* Hiding fields (customizing cards) in kanban view
* List view
* List view overview
* Timeline View
* Timeline View Overview
* Adding and customizing the Timeline view
* Customizing records in the Timeline view
* Working with records in the Timeline view
* Timeline view - Grouping
* Timeline view - Summary bar
* Timeline view - Resource allocation
* View Menu Options
* View super sections
* Favorite views
* Renaming views
* Edit a view description
* Duplicate a view
* Copying a view configuration to another view
* Download a View to CSV Updated
* Deleting views
* View sections
* View Permission Types
* Collaborative views
* Personal views
* Locked views
* View Configuration Options
* Filtering records using conditions
* Advanced filtering using conditions
* Sorting records in Airtable views
* Grouping records in Airtable Updated
* Grouping on a date range
* Record coloring by date fields
* Record coloring by conditions
* Record coloring by select field
* Record coloring in views
* Airtable Workspaces
* Creating and deleting Airtable workspaces Updated
* Managing Airtable account and workspace settings Updated
* Workspace sharing restrictions
* Moving Airtable bases between workspaces Updated
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Getting started with Airtable Automations
* 31 Jan 2023
* 9 Minutes to read
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GETTING STARTED WITH AIRTABLE AUTOMATIONS
* Updated on 31 Jan 2023
* 9 Minutes to read
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Learn how the Airtable Automations feature allows you to configure custom
trigger-action workflows directly within an Airtable base. Automations help you
and your team save time by automating repetitive tasks, increasing communication
efficiency, and reducing the overall margin of error. This article covers the
high-level points to get you building automations.
INTRODUCTION
Plan availabilityAll plan types with varying limitationsPermissions
* Owners/Creators - Create, delete, duplicate, configure, or rename an
automation and edit an automation's description.
* Editors - View an automation's configuration or copy an automation's URL.
Platform(s)Web/Browser, Mac app, and Windows app Related reading
* Automation troubleshooting - Helpful information to help you self-resolve
potential automation issues.
* Creating an automation - Learn how to setup your first automation in
Airtable.
Airtable terminology
* Automation - Automations will always include a trigger and one or more
actions. Triggers and actions can be native to Airtable or integrated with
other popular software applications. Automations are a useful feature for
reducing repetitive and/or tedious tasks associated with your work.
* Trigger - Triggers are pre-defined, specified events that initiate the
automation to perform a run. These triggers can occur in an Airtable base or
in other applications that have been integrated with Airtable.
* Action - Automation actions perform a certain operation depending upon the
type of action chosen. Actions can cause updates to occur inside an Airtable
base and/or in applications integrated with Airtable.
* Automation run - Our system counts an automation “run” each time a trigger is
invoked, regardless of whether the automation's action(s) run properly.
OVERVIEW
Automations are scoped to individual bases and can be found near the top left
section in a base on desktop/browser versions of Airtable. Automations on our
iOS and Android apps are unavailable. We cover best practice tips and FAQs below
and basic automation setup in another article.
CURRENT LIMITS
* If you’d like, you can add up to 50 automations to a base. It's important to
note that automations that are turned off (inactive) still count against this
limit of 50 automations.
* Additionally, you can create up to 25 actions in one automation. Adding up to
25 actions in one automation may help if you find yourself getting close to
the total limit of 50 automations. Where applicable, an action can use
outputs from previous actions in the same automation.
RUN LIMITS
Automation run limits are reset on the first day of each month.
Workspace PlanAutomation runs (per month, per workspace)Automation run history
NotesEnterprise500,000 13 years
Pro50,000 11 year
Plus5,000 16 months"Send email” action can only email collaborators on the base,
not arbitrary email addressesFree100 12 weeks“Run a script” action is
unavailable
1 Our system counts an automation “run” each time a trigger is invoked. This
means that both failed and successful automation attempts will count against a
workspace’s monthly run allowance.
TRIGGERS
Available triggers include:
* When a record enters a view (Note: records that leave and re-enter a view
will trigger again)
* When a record is created
* When a record is updated
* When a record matches a condition
* When a form is submitted
* At a scheduled time automation trigger
* When a webhook is received trigger
* When a button is clicked
* Google Workspace triggers
* Outlook automation triggers
NOTE
Existing records in your base will not trigger a newly created automation. Only
after you've turned your automation on, will any record that meets the new
trigger condition cause the automation to run. For making big updates to
multiple existing records in your base we recommend checking out the Batch
update extension.
ACTIONS
Available actions include:
* Create record
* Update record
* Run a script (* Unavailable on Free plan workspaces)
* Send an email
* Find records
* Send a Slack message
* Google Workspace actions
* Document automator actions
* Send a Microsoft Teams message
* Outlook actions
* Jira Cloud automation actions
* Jira Server / Data Center automation actions
* Salesforce automation actions
* Create post action for Facebook Pages
* Create a post action for Twitter
* GitHub automation actions
* Hootsuite: Schedule post
TESTING AUTOMATION STEPS
Each step of an automation must test successfully before an automation can be
turned on. In the trigger step of an automation, a test record can be chosen for
use throughout the rest of the automation configuration process. Once you've set
the properties, click the "Choose record for testing" button. This will open up
a pop-over of any records that match the configuration of your trigger
configuration. You'll be able to search for or scroll to a record and select
whichever one you'd like to use as the test record. You can also choose to allow
our system to pick a random record that matches the conditions of your trigger.
This is helpful, because if something does not go as planned later in the
automation configuration process, then you can adjust data in the test record
that you have chosen. You can also go back to the trigger configuration and
choose a different test record. Always remember to retest any previously tested
steps in your automation to ensure that the most recent version of your base has
been captured.
NOTE
Choosing test records is not available for any action steps in Automations.
However, retesting and choosing a new test record in the trigger step will
typically cause a different test record to appear in later action steps. More on
test records in this article.
AUTOMATION URLS
Starting on January 25th 2022, Airtable made a change to URL formatting in
Automation triggers and actions. Now, the base ID (appXXXXXXXXXXXXXX) will
appear at the start of the URL path. This change coincides with the recent
change to include base IDs in Airtable URLs throughout the rest of product. The
change in record URL format will occur in these places:
* The url property of a record output by a trigger/action.
* The url property of a Table or View model retrieved by the Run Script action.
This may be a breaking change if your automation makes hard assumptions about
the format of a URL property (e.g. by deconstructing the returned URL into its
component parts or similar). No action should be needed if your automation only
uses the URL for navigational purposes. Browser navigation will continue to work
for the old-style Airtable URLs via redirects, although these redirects may not
be supported indefinitely in the future. If your automation constructs Airtable
URLs from scratch, we recommend updating the construction logic to also include
the base (app) ID.
TIPS TO ENSURE PROPER SETUP
Create an automation-specific view
Before creating an automation, creating a view solely for that automation or set
of automations is suggested. Take advantage of the power of filtering conditions
here.
Lock a view to prevent unexpected runs
Consider locking the view and adding a note that editing the view filtering
conditions could cause unintended automations to run.
Consider the trigger before creating your automation
Consider when you want the record trigger and subsequent action to occur. Is it
when a record is created, a status is changed or when all fields in a record
have been populated and the record is considered 'complete'? Some ideas include:
* A status field changed to 'Ready to send email' or other appropriate phrase
for the particular action.
* A 'Created On' field using the created time field type. Set the view
filtering conditions to only include records before today. This will create a
delay on when records are sent.
* Use a form. By only using a form to create new records, all fields are added
simultaneously upon submission. Ideal for automations that trigger when a
record is created.
* For a simple way to mark a record as complete, add a checkbox field.
Learn about test records
Make sure the test record you choose has a value in each of the fields needed in
your automation. At the moment, usable fields are derived from the test result
of the trigger. If a test field is blank, it will not be shown in the setup.
More on test records here.
Learn about record IDs
Having a firm grasp of record IDs within Airtable can be very useful for
Automations, especially when using the update record action.
Permissions and Automations
If your base has any field or table editing permissions that restrict editing to
only specific users, you can add permissions for automations to make changes
using this toggle:
Troubleshooting help
Check out our article about Automations troubleshooting if you are getting
stuck, finding an error in your automation, or receiving failed run
notifications.
NOTE
The individual user that toggles the Automation On is the user who will receive
failed automation run notifications.
FAQS
GENERAL
Will automations run even if nobody has the base open?
Yes. Since automations are server-side, they will run even when nobody has the
base open.
Who can create / edit automations?
Automations can only be created or edited by users with "Creator" (or "Owner")
permissions.
Will an automation stop running if the creator of the automation is removed from
the base?
They should keep running – automations don't rely on any specific user's
Airtable credentials to run. Therefore, it should keep working even if a
connected account's owner is removed from the base.
Do automations run retroactively?
Only moving forward. For example, if there is a conditional trigger set up to
“when field is not empty”, and then that automation is turned on, the automation
will not run on previous records with a value in the specified field. Making it
so a record does not meet the conditions and then meets them again will trigger
the automation, however.
Is it possible to see a log / revision history of what users edited an
automation?
That functionality is not available at this time.
Can the monthly automation run limit be increased?
Each billing plan has an associated automation run monthly limit. The only
standard way to increase the limit is to move to a higher billing plan.
Is there a way to find/know which automations you’ve created in a specific base
or workspace?
That functionality is not available at this time.
TRIGGERS
Do automation triggers work on formula fields?
Yes, they do work. They trigger about every 5 minutes while a base is loaded due
to user interactivity, and once an hour otherwise.
Why do "When a record is created" and "When a record is updated" triggers fire
before I'm done editing fields?
These triggers fire as soon as the first few characters are typed by the user.
We're aware that this isn't ideal, and it's on our radar to solve.
Can I make the "When a record is updated" trigger fire when a comment is added?
Comments on records are considered meta-data and can't trigger automations.
How is the test record chosen when testing a step?
* Find Records: All matched records
* When a record matches condition: First matching record
* When a record is created: First record in the table/view
* When a record is updated: First record in the table/view
* When a record enters view: First record in the table/view
* Google sheets row created: Last row in the sheet
* New response Google Form trigger: Last response/row in the sheet the response
is sent to
ACTIONS
Do "Send an email" recipients have to be collaborators?
* Free/Plus: Yes, all recipients must be verified collaborators.
* Pro: Can email 100 unique non-collaborator email addresses a day.
* Enterprise: No limit on the number of non-collaborators that you can email
per day.
You can see your workspace's limit if you create a Send Email action on an
automation.
In a digest, is it possible to render a date in a localized time zone instead of
UTC?
Not directly in automations, but this is possible to do by utilizing a formula
field in the manner described in this support article.
Can I apply custom formatting to a grid or list of records in an email?
Unfortunately, no. You can use "Find records by view" to apply the same sort as
is applied in the view, and you can choose if you want to truncate or not
truncate long field values, but we don't provide customizability beyond that at
the moment.
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