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2/14/2023 – BuiltOnAir Live Podcast Full Show – S13-E06
Duration: 61 minutes
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FULL EPISODE VIDEO
Watch the full video of the show. See below for segment details.
The BuiltOnAir Podcast is Sponsored by On2Air – Integrations and App extensions to run your business operations in Airtable.
In This Episode
Welcome to the BuiltOnAir Podcast, the live show. The BuiltOnAir Podcast is a live weekly show highlighting everything happening in the Airtable world.
Check us out at BuiltOnAir.com. Join our community, join our Slack Channel, and meet your fellow Airtable fans.
Todays Hosts
Kamille Parks – I am an Airtable Community Forums Leader and the developer behind the custom Airtable app “Scheduler”, one of the winning projects in the Airtable Custom Blocks Contest now widely available on the Marketplace. I focus on building simple scripts, automations, and custom apps for Airtable that streamline data entry and everyday workflows.
Dan Fellars – I am the Founder of Openside, On2Air, and BuiltOnAir. I love automation and software. When not coding the next feature of On2Air, I love spending time with my wife and kids and golfing.
Show Segments
Round The Bases – 00:03:08 –
Following Articles Used in this Segment:
[BuiltOnAir Community] general – BuiltOnAir – 2 new items – Slack
[Airtable Community] New: List View – Airtable Community
[Reddit] buying templates : Airtable
Automate Create – 00:48:47 –
Watch as we review and work through automations. Scott shares how to use Airtable to order the fields in the email being sent via automations
Base Showcase – 00:31:16 –
We dive into a full working base that will Kamille walks us through the new List View (launched last week)
Automate Create – 00:58:21 –
Watch as we review and work through automations. Kamille shares a technique for allocating hours to a task by assignee
Full Segment Details
Segment: Round The Bases
Start Time: 00:03:08
Roundup of what’s happening in the Airtable communities – Airtable, BuiltOnAir, Reddit, Facebook, YouTube, and Twitter.
Following Articles Used in this Segment:
[BuiltOnAir Community] general – BuiltOnAir – 2 new items – Slack
[Airtable Community] New: List View – Airtable Community
[Reddit] buying templates : Airtable
Segment: Automate Create
Start Time: 00:48:47
Airtable Automations – Automation Email Field Order
Watch as we review and work through automations. Scott shares how to use Airtable to order the fields in the email being sent via automations
Segment: Base Showcase
Start Time: 00:31:16
List Views
We dive into a full working base that will Kamille walks us through the new List View (launched last week)
Segment: Automate Create
Start Time: 00:58:21
Airtable Automations – Allocating Hours to a Task
Watch as we review and work through automations. Kamille shares a technique for allocating hours to a task by assignee
Full Transcription
The full transcription for the show can be found here:
[00:01:40] Welcome back to the BuiltOnAir podcast. [00:01:44] Season 13, episode six. [00:01:46] Good to be with you all this [00:01:48] Tuesday morning, [00:01:49] we've got myself and Kamille. [00:01:50] Welcome back, Kamille. Hello! [00:01:52] Good to have you [00:01:54] Alli is traveling this week, [00:01:55] so not able to join us [00:01:57] should be back next week [00:01:59] but we have Scott Rose back with [00:02:00] us. Welcome as always, Scott. [00:02:02] Thank you so much. I'm excited to be here. [00:02:05] Always good to have Scott back with us. [00:02:08] We will be talking more with Scott about [00:02:10] what's going on in the show, [00:02:12] so I'll give you a rundown [00:02:13] of what we're gonna be [00:02:14] doing today the BuiltOnAir podcast, [00:02:17] we always do four different segments. [00:02:19] Keep you up to date on all the latest [00:02:21] we'll start with our Round the Bases, [00:02:24] share what people are talking about [00:02:26] in the Airtable communities. [00:02:28] Then we'll do a quick spotlight [00:02:30] on On2Air our primary sponsor. [00:02:33] Then Kamille will be showcasing [00:02:35] the new list views [00:02:37] that just came out last week. [00:02:39] During the show, we were [00:02:41] the first to break it deeper dive on those [00:02:45] and then Scott's gonna show us [00:02:47] some automations, [00:02:48] working with field orders in [00:02:50] the emails that you send [00:02:52] in your automations [00:02:53] and then a quick shout out to our [00:02:55] community. And then finally Kamille [00:02:57] is going to do some more automations on [00:02:59] allocating hours to a task. So with that [00:03:04] talk about Round the Bases so [00:03:08] we won't go too much into it [00:03:11] because Kamille [00:03:13] is gonna walk us through that [00:03:15] in the next segment [00:03:16] but just wanted to highlight. [00:03:17] They did release a pretty new [00:03:20] big feature list views [00:03:21] the asana killer is what [00:03:23] I've heard people refer to it as [00:03:27] so that is cool. We'll talk [00:03:30] we'll talk about everything [00:03:32] how it works and [00:03:33] everything but so I've I've seen [00:03:36] good reaction and bad reaction, [00:03:39] some definitely some things [00:03:41] still lacking but that's cool [00:03:43] that that they're [00:03:44] bringing this feature into [00:03:46] into play. So excited to see [00:03:48] what Kamille shows us on [00:03:50] that front. [00:03:52] I'm moving on. [00:03:53] This one is from the BuiltOnAir community. [00:03:55] I always like seeing these Hannah's [00:03:58] really good at drumming up conversations [00:04:01] of what's going on. [00:04:03] I don't know Scott did you post in here? [00:04:06] So the question was, [00:04:07] tell us what you're really good [00:04:09] at and love to do with [00:04:10] Airtable or integration setups. [00:04:12] I don't think I might have forgotten [00:04:15] to post on this one. [00:04:16] Okay, Scott. Tell us [00:04:17] what are you really good at? [00:04:20] Really good at Secret Power. [00:04:21] I see, I think my Secret Power might be [00:04:24] integrating make with Airtable [00:04:26] because I spend tons and tons [00:04:28] of time and make [00:04:30] so which is integrating typically [00:04:31] Airtable with a whole [00:04:33] bunch of external apps. [00:04:35] Okay. Oh that was right in [00:04:37] Hannah's set up there. [00:04:38] She says right at the top. [00:04:39] Are you great at? [00:04:41] What's yours? [00:04:42] How about you Kamille? [00:04:44] What's your Secret Power? [00:04:50] I'm always confused as how [00:04:53] I ended up making so [00:04:55] many scheduling based tools, [00:04:58] scripts or extensions [00:04:59] so I'm gonna say scheduling [00:05:01] for some reason [00:05:04] scheduling [00:05:05] Kamille is the scheduling [00:05:07] and calendaring expert, [00:05:09] I shouldn't be, but here I am. [00:05:14] Yeah, yeah, [00:05:16] very cool. Yeah, there's some good [00:05:18] there's some good ones, [00:05:20] there's there's a little [00:05:22] foreshadowing, Jeremy who [00:05:24] either next week or the [00:05:25] week after we'll be on our show [00:05:27] and he's gonna show us [00:05:29] one of the things he [00:05:29] talks about here, so excited [00:05:31] to see that [00:05:33] Jen talks about translating [00:05:35] user needs to software. [00:05:37] That's a very good skill [00:05:39] Kuovonne and Justin talk about [00:05:42] how it's enhanced their their programming [00:05:46] abilities, I can vouch for that. [00:05:49] So yeah, Bill, Bill, [00:05:51] I need a translation [00:05:53] on this one, I didn't, [00:05:55] I'm not familiar Tana 24 7 [00:05:58] Airtable zero for seven, [00:06:00] Can anyone translate that? [00:06:03] I don't know what that means. Yeah, [00:06:07] neither do I, so [00:06:11] if I knew what Tana is in, [00:06:14] I would understand [00:06:16] but I don't, [00:06:18] that's what people say, [00:06:20] it's a platform similar to coda, [00:06:22] I'm not familiar with Tana [00:06:24] but Justin looks like Justin [00:06:26] found if you google it [00:06:27] something [00:06:29] Tana is a new service, [00:06:30] I don't feel bad [00:06:31] if it's new then [00:06:34] I was like should I know, [00:06:36] should I know what this is? Yeah, okay, [00:06:39] so it looks like maybe Bill [00:06:42] is playing with with [00:06:44] so Justin says it's invite [00:06:45] only mode for now, [00:06:47] so very new so you have to be cool. [00:06:51] Yeah, well you know what I'd like, [00:06:54] I can't wait to see [00:06:55] Jeremy's presentation in [00:06:56] a couple of weeks [00:06:57] on the show because [00:06:59] he's a big board gamer and apparently he's [00:07:01] created all sorts of bases [00:07:02] for board gaming. [00:07:03] I love board games myself, [00:07:04] so I'm very excited to see [00:07:06] what he's gonna do. [00:07:07] And he wrote about the thread here. [00:07:10] Yeah. Yeah. [00:07:11] Back when the format of the show [00:07:14] is a little different, [00:07:16] I interviewed Jeremy [00:07:18] for about one of his bases [00:07:20] and at the time I wasn't [00:07:22] tabletop game player, [00:07:24] but now I am, so [00:07:25] I can geek out for two different reasons [00:07:28] for, you know, [00:07:29] that presentation looking forward. [00:07:32] What's one of your favorite [00:07:33] games? Well, you see, [00:07:35] I'm basic, so I play D and D now, [00:07:37] but that's all I need [00:07:39] because I don't have time [00:07:40] to do anything else, [00:07:42] wow. Classic, very cool. [00:07:44] I like, I like Kuovonne's [00:07:47] reading documentation is my [00:07:49] superpower. Where else would you hear [00:07:52] somebody claiming [00:07:53] that as their superpower? [00:07:54] I love it. That's awesome. [00:07:56] Cool. So, good stuff there. [00:07:58] If you haven't posted, [00:08:00] we'd love to hear your superpower [00:08:02] post it in the BuiltOnAir slack. [00:08:04] Alright, moving on to reddit. [00:08:09] somebody posts, this is [00:08:11] always a good buying templates. [00:08:14] Somebody asked if [00:08:15] there's a place to, [00:08:17] to buy templates, [00:08:18] this comes up fairly often. [00:08:20] So worth worth mentioning [00:08:22] every once in a while. [00:08:24] The Airtable does not have a good [00:08:26] market place for templates, [00:08:27] like other platforms. [00:08:29] I know notion has a very active [00:08:31] template community or, [00:08:33] or marketplace. [00:08:34] Airtable is not quite there yet. [00:08:37] I hope to see that in the [00:08:39] future. But there isn't really [00:08:41] a place to other than [00:08:43] the Airtable universe [00:08:45] to go unless you all know of a place? [00:08:49] There, [00:08:51] I forget the name. [00:08:53] There was a service that [00:08:55] allowed you to sell your Airtable [00:08:58] setups. It was more for like [00:09:00] the data though. [00:09:02] It wasn't the entire package [00:09:04] interfaces don't exist yet. [00:09:05] So it wasn't bad [00:09:06] and none of the charts in your [00:09:07] dashboards or things like that. [00:09:10] But you could sell [00:09:11] your database is like a data [00:09:12] product and I'm forgetting [00:09:14] the name of what that is. But there, [00:09:17] to my knowledge isn't anything [00:09:20] that would like sell [00:09:22] your configuration because [00:09:24] it's somewhat difficult to do. [00:09:29] Yeah, I don't think there's [00:09:31] a good alternative for that. [00:09:32] And maybe do you think [00:09:33] maybe there's not a huge market [00:09:35] for it because once you sell it, [00:09:37] anybody could just easily duplicated [00:09:39] for other people? [00:09:40] I guess that would happen [00:09:41] with any template [00:09:42] that's not limited to Airtable. [00:09:44] That could happen with any platform. [00:09:46] I think once they allow you [00:09:50] to create computed fields by code, [00:09:55] you will see people sell [00:09:59] basic supporters [00:10:01] because you wouldn't be able to export, [00:10:03] you can currently export all of the like [00:10:06] configuration settings for a particular [00:10:08] like field, but you can't upload [00:10:10] those settings somewhere else if it's a [00:10:12] computed field. [00:10:13] So I can tell what the formula is [00:10:15] for a formula field, [00:10:16] but I can't like create a new [00:10:19] formula field using that same formula. [00:10:22] And once they sort of remove [00:10:24] that barrier, [00:10:25] I can see somebody creating like an [00:10:27] extension or something like that. [00:10:28] That kind of lives in [00:10:29] your sidebar where you [00:10:30] can say all right, [00:10:31] I'm done with this template [00:10:32] exported as like a JSON [00:10:34] or something like that. [00:10:35] And then you use gum road or [00:10:37] something like that to say [00:10:39] do you want access to this JSON file? [00:10:41] Here you go for money. [00:10:43] Right. That could be very powerful [00:10:45] if they if they open that up [00:10:47] someday. [00:10:48] Yeah, yeah, that's the last missing piece [00:10:50] to really open up the platform. [00:10:52] Melanie, faithful listener watch [00:10:55] gives a shout out to pay table. [00:11:00] I was actually looking it up too [00:11:01] and I couldn't find the name. [00:11:02] So thank you Melanie. Yeah. [00:11:06] Alright. So yeah, so I think [00:11:08] I do I totally agree Kamille [00:11:10] once once they unlock [00:11:12] that that missing piece [00:11:13] that will open up the floodgates. [00:11:17] Alright, moving on to [00:11:19] the Facebook community. [00:11:20] I think this is interesting, [00:11:22] somebody asked about [00:11:24] moving from Salesforce to Airtable [00:11:27] basically like asking [00:11:28] for feedback, is that a crazy idea? [00:11:31] Has anybody done that? I do know of [00:11:33] people I know people [00:11:35] that have moved the other way [00:11:36] from Airtable to Salesforce. [00:11:38] But I do know people that moved from [00:11:41] Salesforce, I do think that will be a [00:11:42] growing trend in the years [00:11:45] to come of enterprises, [00:11:47] you know, Salesforce just being [00:11:49] way too much for a lot of people. [00:11:51] A lot of companies and just saying [00:11:53] Airtable is just much easier. [00:11:54] I don't know if Scott you've [00:11:56] worked with people. [00:11:57] I don't know if you've seen [00:11:58] people moving away from Salesforce [00:12:01] to Airtable. Yeah. Not, yes, [00:12:03] I have a lot of clients. [00:12:04] They're still, [00:12:05] but not a complete move yet. [00:12:07] They've sort of straddled it. [00:12:08] They're still doing some [00:12:09] stuff in Salesforce. [00:12:10] So they're still sending things [00:12:12] from Airtable to Salesforce. [00:12:13] But the goal is to shift [00:12:14] to Airtable, but you bring up [00:12:16] a good point through the, [00:12:17] because Salesforce is [00:12:18] so high end and powerful, [00:12:20] it's like people do lose [00:12:22] a little bit when they come [00:12:24] to Airtable, but I've found [00:12:25] that people are more [00:12:27] than willing to trade that in [00:12:28] a lot of times for the simplicity [00:12:30] and the ease of use of Airtable. [00:12:32] It's, [00:12:33] and by the way, Salesforce [00:12:34] benefits either way because they're, [00:12:35] they're the biggest investor in Airtable. [00:12:40] Yeah, So this is something, [00:12:42] this is kind of like on my [00:12:44] prediction list of seeing [00:12:46] Airtable eat more and more [00:12:48] into the Salesforce world. [00:12:49] I came from Salesforce. [00:12:50] I used to be a Salesforce admin. [00:12:53] And, yeah, so I'm, [00:12:55] I'm one that's converted [00:12:56] over to Airtable. [00:12:58] There is, there's still [00:13:00] definitely like a need for [00:13:01] Salesforce in certain regards. [00:13:03] But I think there is [00:13:05] a lot of use cases that [00:13:06] Airtable could take. [00:13:09] I see a sentence in here that says, [00:13:11] I'm just nervous about the scalability of [00:13:13] Airtable and yeah, [00:13:15] the considerable limitation [00:13:18] depending on how many [00:13:20] records, you're anticipating [00:13:21] how much historical data [00:13:23] you need to keep on hand [00:13:24] for any [00:13:25] given year. [00:13:26] Yeah, you'll you'll run it, [00:13:28] you'll run into that. [00:13:30] Yeah. And that's definitely something [00:13:32] Salesforce's has figured out to some [00:13:34] degree. I mean, [00:13:35] they're definitely scalable, [00:13:36] but they're also very slow as well. [00:13:38] Salesforce's is slow, [00:13:40] but they have scaled two [00:13:42] very big implementations, [00:13:45] you know, that would [00:13:46] be a very cool thing. [00:13:47] You were talking about the API [00:13:47] thing that's missing about [00:13:49] creating formula fields. [00:13:50] I think the other big [00:13:51] missing thing is is opening up [00:13:53] those record limits [00:13:55] in Airtable and letting us [00:13:56] pay for more record limits. [00:13:58] Like if you want [00:13:58] 100,000 more records [00:14:00] in your base then, you know, [00:14:02] let's pay an extra month for [00:14:04] that. I think that would [00:14:06] that would solve so many problems [00:14:08] for people I think. [00:14:09] Yeah. Yeah, that would [00:14:11] that would open up a ton for them. Yeah. [00:14:15] All right, let's move on to Airtable. [00:14:18] So, or to Twitter, excuse me. [00:14:20] Were shot worth mentioning yesterday. [00:14:24] There was yet another outage. [00:14:28] It was probably 5, 10 minutes [00:14:30] it was down. [00:14:32] But it impacted the website. [00:14:33] Even if you just went to airtable.com. [00:14:36] It gave error message, [00:14:38] all the APIS were down. [00:14:40] So it was a pretty big outage. [00:14:43] I was actually on a sales call [00:14:45] when it went down. [00:14:46] I was just gonna say that. [00:14:47] So was I [00:14:50] always happen. [00:14:52] Yeah I know it's right when [00:14:54] you're telling right [00:14:55] when the sentence out of your [00:14:57] mouth is so let me tell you [00:14:59] how Airtable is so incredible. [00:15:01] Luckily mine they were already on [00:15:03] Salesforce, [00:15:04] they would just needed consulting [00:15:06] work so I didn't they were already [00:15:08] bought into Salesforce so or sorry not [00:15:10] salesforce Airtable [00:15:14] but yeah so definitely a big [00:15:15] big outage yesterday [00:15:17] I think hopefully it's related [00:15:18] to they have been doing some [00:15:20] database upgrades. [00:15:22] Although this one definitely [00:15:23] wasn't planned in the middle [00:15:26] of the morning on a Monday. [00:15:28] But it might have [00:15:29] been related so hopefully [00:15:31] we see some improvements out of it. [00:15:35] Alright next one [00:15:36] from our friend Chris Dancy. [00:15:38] He's been he's been sharing [00:15:40] quite a bit more. [00:15:41] He's been he's been it seems [00:15:42] like he's been posting quite a [00:15:43] bit more and this is just ridiculous. [00:15:48] His life, this is his calendar and just [00:15:52] just crazy the tracking that he does. [00:15:57] And and then it he showcases [00:16:01] what it looks like in an Airtable [00:16:04] so if you ever want [00:16:06] to see somebody who just [00:16:07] is is basically a robot [00:16:10] and tracks everything [00:16:12] Chris Dancy is your guy the most [00:16:15] connected man in the world. [00:16:18] Well there's all this automated? [00:16:19] Like every like I saw [00:16:20] there was something about [00:16:21] he's counting the time [00:16:23] between a facebook post [00:16:24] and a facebook like is he is all [00:16:26] this stuff automated on his end? [00:16:28] It must be right. I think a considerable [00:16:30] portion is automated. [00:16:33] But I don't really recall how [00:16:35] because there's so many [00:16:37] different systems like you [00:16:39] know, we're looking at [00:16:41] what is probably several bases [00:16:43] being represented together. [00:16:46] So you know, there's, there's a, [00:16:49] there's a lot going on under the hood. [00:16:52] A portion of it has to be a [00:16:54] decent portion. [00:16:55] I don't know if everything is but [00:16:57] yeah, this is just, this actually [00:16:59] gives me a headache [00:17:00] to think about trying to [00:17:02] track all of this. [00:17:04] Amazing yeah, the whole article [00:17:06] somewhere written [00:17:08] about him right being the [00:17:09] world's most connected man. [00:17:11] Yeah, there's like a mini documentary, [00:17:14] he's done ted talks [00:17:15] yeah, there's quite a bit out there. [00:17:18] I've got to do more, [00:17:20] I've got to do more Chris Dancy research. [00:17:22] Yeah, I've gone down the rabbit hole [00:17:24] and yeah, it's fascinating. [00:17:27] So he's a fascinating guy. [00:17:31] Yeah and he'll be doing [00:17:33] I think it's still happening, [00:17:34] I haven't heard much [00:17:35] about it lately but he did [00:17:37] announce dates for their Dare Table, [00:17:39] which is the conference that that Chris [00:17:42] organizes coming up in May I believe. [00:17:44] So if you want to learn more about [00:17:47] Chris and what he's up to that, [00:17:49] that would be a great event. [00:17:51] May 17th through the 18th in San Francisco [00:17:55] awesome. [00:17:56] Perfect. Thank you. [00:17:59] Okay, one more from Twitter [00:18:02] yesterday was the 11-year [00:18:04] anniversary of the launch [00:18:07] of Airtable. [00:18:08] So happy birthday to Airtable. [00:18:11] Happy Birthday. [00:18:12] 11 years old. [00:18:14] It's come a long way. I don't know if [00:18:18] when this picture was taken [00:18:20] because this is a shared [00:18:22] view so it actually looks [00:18:24] fairly recent. I don't think this is [00:18:27] the original iteration of Airtable. [00:18:30] I I also think that's too newish because [00:18:35] the [00:18:36] I remember colors being [00:18:38] different [00:18:39] it was everything was like a lighter [00:18:42] it was more pastel-ey [00:18:44] in the [00:18:47] the view sidebar [00:18:49] wasn't like that. [00:18:51] This yeah this is from like 2018 or so. [00:18:55] Yeah. Yeah we should go [00:18:57] maybe in a future episode [00:18:59] we'll do a way back machine [00:19:01] and look at the change [00:19:03] of Airtable's website. [00:19:05] So yeah that's cool though. [00:19:07] 11 years old. [00:19:08] It can't it can't it's not a startup [00:19:10] anymore at 11 that's that's getting [00:19:13] close to teenage years. Was it was it [00:19:15] actually publicly like was it available [00:19:18] for public consumption in 2012? Or is [00:19:21] that like when Howie Liu [00:19:23] sat down and started [00:19:24] It says that that's when it was launched [00:19:26] launched [00:19:27] to the public. I think so yeah [00:19:29] but it was also under a [00:19:30] different name when it [00:19:31] was first released. This is before my time [00:19:34] but like the name of the company that [00:19:37] Airtable is isn't Airtable. [00:19:39] It's like data grid [00:19:40] or something like that. [00:19:42] So it was I think originally [00:19:44] something else entirely [00:19:46] and then it became Airtable [00:19:47] and I'm wondering if in 2012 it was [00:19:51] Data grid or whatever it was called. [00:19:54] And then sometime later it became Airtable [00:19:56] or is 2012 the first year [00:19:58] it was called Airtable? [00:20:01] Interesting. [00:20:04] Yeah, 2012. [00:20:05] That was still pretty early days. [00:20:10] And yeah, it's data grid. [00:20:12] The company, [00:20:13] that actual company is still called [00:20:15] data grid. Inc is the legal entity name. [00:20:19] Yeah, I was so confused when I saw that [00:20:21] the bottom of one of their emails, [00:20:23] it was like an invoice or something. [00:20:25] It was like [00:20:26] data grid. Yeah. [00:20:27] So launched as data grid. [00:20:29] Yeah, I wonder how long before [00:20:32] they switched Airtable. [00:20:33] I don't know that. [00:20:35] Well, happy birthday Airtable. [00:20:36] Yeah, [00:20:40] this says it was one [00:20:41] of their first versions. [00:20:42] So I don't I don't know how early [00:20:43] it was but [00:20:46] I read I guess. Yeah. Yeah, we'll see. [00:20:51] All right, let's move on Scott. [00:20:54] You may be familiar with this community. [00:20:56] This is the new TableForums community. [00:20:59] If you haven't been there, [00:21:00] you definitely need to check it out. [00:21:03] Maybe give us an update. [00:21:04] How's it going Scott? [00:21:05] You know what we're I think [00:21:07] we're now two weeks in to the [00:21:09] launch of TableForums and [00:21:11] and what I love about it, [00:21:13] what I love most about it [00:21:14] is that people are just pouring in with [00:21:16] tips and tricks like Justin here [00:21:19] has an incredible tip and trick. [00:21:21] I love that people from [00:21:22] our community are spending [00:21:24] so much time to put things in [00:21:26] here that people will [00:21:28] then be able to find, [00:21:29] you know when they're searching on [00:21:31] google which is like the great thing [00:21:33] about having a web based [00:21:34] forum is that it's [00:21:35] totally searchable and indexable [00:21:37] and so I'm so grateful that everybody [00:21:40] pouring in with these tips and tricks [00:21:42] and I'm also trying to figure out [00:21:46] like you know what sort of regular tips [00:21:49] and tricks I want to do on there, [00:21:51] you know, I think anybody [00:21:53] who wants to come [00:21:53] and share your knowledge with us, [00:21:56] it would be awesome. [00:21:57] I was thinking maybe even [00:21:58] having like some sort of like a [00:21:59] weekly like make tip on there, [00:22:01] like some video or something, [00:22:03] I don't know, this platform is [00:22:06] for everybody, you know [00:22:07] it's whatever you guys [00:22:09] wanna build into this forum, [00:22:11] it's, I would love it [00:22:13] and it seems like people are [00:22:14] liking it so far. [00:22:15] What do you guys think so far? [00:22:18] Yeah, I agree, I think [00:22:20] it's definitely you know the [00:22:22] place where you're gonna [00:22:23] get a response and good answers [00:22:26] but yeah, I agree, [00:22:27] just keeping those tips [00:22:29] and tricks are valuable [00:22:31] and bookmark them and [00:22:32] and so it's a great resource. [00:22:37] So yeah, so a couple, [00:22:39] I found a couple that are really good. [00:22:41] There's always, there's always questions [00:22:43] and answers but for this show, [00:22:45] I like kind of more the evergreen [00:22:47] content that these these [00:22:49] show and tell tips [00:22:49] and tricks are really good for that. [00:22:53] So Justin is showcasing web hook [00:22:57] automations, so kind of talking about [00:22:59] some of the problems of of accessing your [00:23:02] your data and and how you [00:23:05] might want to represent it in. [00:23:08] So if you're dealing with JSON, [00:23:11] this is a great tutorial [00:23:13] of or dealing with [00:23:14] with web hooks and want to [00:23:16] post to to a web hook, [00:23:18] either an Airtable one or [00:23:19] outside to make or Zapier [00:23:21] somewhere else. [00:23:22] Really good tutorial on on how [00:23:24] that works. [00:23:28] So that yeah, that's a good one. [00:23:30] There was one other [00:23:32] that I thought was good [00:23:33] from Kuovonne [00:23:35] providing limited access to [00:23:37] Airtable data and schemes. [00:23:39] So different tricks and ways on [00:23:42] how you can give people limited access. [00:23:45] So just really good tutorial [00:23:47] of how to like with charts and images. [00:23:49] So just really, really cool stuff. [00:23:52] This is really good evergreen content [00:23:55] that [00:23:55] that will be valuable for years. [00:23:58] I'm so grateful that everybody's sort of [00:24:00] creating what will be a future [00:24:03] library for people to look up [00:24:05] stuff like you said [00:24:06] evergreen content. [00:24:08] It's just it's so wonderful. [00:24:11] What about is there still founding [00:24:13] contributors left to dish out? [00:24:15] That's a great question [00:24:17] and I believe there are, [00:24:18] we were giving out founding [00:24:20] contributor badges to the 1st 49 [00:24:23] people who posted in TableForums [00:24:26] and I should [00:24:26] check how many we have left. [00:24:28] Let me check real quick. Let's see, [00:24:30] we have given out, [00:24:37] I noticed this, this star badges new, [00:24:39] I think at least originally I only noticed [00:24:42] its founding contributor, [00:24:44] but now you get this, maybe that was yeah, [00:24:46] it was there, but you have to it [00:24:48] doesn't actually automatically [00:24:49] put it on your [00:24:49] profile, you actually [00:24:51] your profile preferences [00:24:53] and then choose to have the icon show up [00:24:57] if you are founding contributor [00:24:58] and you don't have that star yet, [00:25:00] just go into your profile [00:25:02] preferences and you can enable it. [00:25:04] And I just checked and we have 32 [00:25:07] so far that have gotten the badge. [00:25:10] So there's 17 spots left [00:25:14] And the 50th spot, [00:25:15] thanks to Kamille's great idea, [00:25:18] we are saving it for her. [00:25:19] W. Van Hall, the man, [00:25:21] the myth, the legend. [00:25:23] He answered tons of incredibly [00:25:26] complex questions back in the day [00:25:28] and then he just disappeared. [00:25:30] He said he was coming back [00:25:33] and then he disappeared. [00:25:34] So we're holding the 50th [00:25:36] spot for him, if he ever re emerges. [00:25:38] Yeah, cool. So still a couple of spots, [00:25:41] what do you have to do to get a founding [00:25:43] contributor? Oh, yes, good question. [00:25:47] So basically, ask a question or post a [00:25:51] tip in a trick or reply to somebody [00:25:53] with an answer. Basically any sort of [00:25:55] engagement with the community, [00:25:57] even if you know nothing about Airtable. [00:25:59] If you are in the next 16 people, [00:26:02] wait 17 people who post [00:26:04] even if you're just [00:26:05] asking a question, [00:26:06] you can become a founding contributor. [00:26:09] Nice, [00:26:10] very cool. So, if you're listening now [00:26:13] is the time to sign up at tableforums.com [00:26:16] That will be the landing page. [00:26:18] And then air.tableforums.com [00:26:21] will take you into AirTable Forums, [00:26:24] awesome. Very cool stuff. [00:26:26] You know, when you're looking [00:26:28] at the screen there, [00:26:29] you can also tell like how easy it [00:26:31] is like to format things, [00:26:32] how how easy it is to read [00:26:34] and engage in conversations, [00:26:36] which I think is the [00:26:37] beauty of, you know, the [00:26:39] that we're using the platform. [00:26:42] Yeah, really makes it great for for [00:26:46] parsing and reading code [00:26:48] and everything. So All right, [00:26:51] let's move on from Round [00:26:53] the Bases, keeping you up to date [00:26:55] everything. [00:26:56] We're hoping there was one teaser [00:26:58] and we talked about this probably [00:27:00] two weeks ago that they released [00:27:02] documentation about looping [00:27:04] in automations [00:27:06] and they said it would be coming out [00:27:08] over the coming weeks. [00:27:11] It doesn't appear to be out yet, [00:27:13] but we think that maybe even during this [00:27:16] morning or maybe even during the show, [00:27:18] maybe it'll come out. [00:27:19] So keep your eyes posted. [00:27:20] If you see something, [00:27:21] let us know and we'll take a [00:27:22] quick peek. [00:27:23] So that would be inside the automations [00:27:26] being able to loop through [00:27:27] records. [00:27:29] So we're waiting on that announcement. [00:27:33] All right, let's move on to On2Air. [00:27:35] It's an all in one toolkit to run your [00:27:37] business on Airtable, [00:27:39] it's a suite of apps that help you [00:27:41] do more with your [00:27:42] business. If you rely on Airtable [00:27:44] for your business, [00:27:45] then you definitely need [00:27:47] to check out on2air.com [00:27:50] and sign up and use it. Today [00:27:54] I want to showcase, [00:27:56] we did some pretty big [00:27:57] upgrades over the weekend. [00:27:59] We actually are still kind of [00:28:01] working out some minor tweaks. [00:28:02] So we do have a warning up there [00:28:04] that this week [00:28:05] there may be some instability as [00:28:07] we, as we finalize things, [00:28:09] but we did a huge architecture [00:28:11] change to how we do [00:28:13] backups. We're running into some [00:28:15] scaling issues, [00:28:16] especially if you had a lot [00:28:18] of attachments in your in your base [00:28:21] and was causing some [00:28:22] some issues. And so we kind of, [00:28:25] it's been a few months [00:28:27] of work so excited [00:28:28] to finally get that out there. [00:28:31] And we also added a couple [00:28:33] more minor tweaks. [00:28:34] It doesn't change a whole lot of things, [00:28:37] but it allows us to do more. [00:28:40] So in the coming months [00:28:42] we'll start being able to backing up [00:28:45] your your actual [00:28:46] base schema. So the fields and views [00:28:50] and all of that information [00:28:52] as well as comments. [00:28:54] So those are coming very [00:28:57] soon. Those are, those are in the works. [00:28:59] So in the next month or two we'll be [00:29:01] able to back up that information as well. [00:29:03] So that's a sneak peek of what's [00:29:05] coming but if you've already [00:29:07] been using our backups, [00:29:08] a couple new things that I [00:29:10] thought I'd share. [00:29:11] We now kind of give you a sense of [00:29:14] how many records are in each base [00:29:16] as every time we back up we'll give you a [00:29:19] count of how many records [00:29:20] in the base as well as [00:29:22] how many attachments are in [00:29:23] that base that we backed up. [00:29:25] So this one doesn't have [00:29:26] any attachments and [00:29:27] only six records. [00:29:29] Then you can also drill down [00:29:32] into the table level and [00:29:34] and see all of the tables [00:29:36] in the base and how many records [00:29:39] and attachments and [00:29:40] at the table level it also tells you [00:29:42] how many fields there are. [00:29:43] So just kind of a cool little [00:29:45] additional information. [00:29:47] That might be helpful. [00:29:48] And just looking at [00:29:50] what's going on metric wise in your base. [00:29:53] And we still have now we made [00:29:55] it a little bit easier to understand [00:29:58] the backup [00:29:59] history. [00:30:00] And so this is where you see [00:30:02] every time backups happen [00:30:04] and gives you a sense of [00:30:06] how many records across all [00:30:08] of the bases in your project [00:30:10] get backed up, [00:30:11] tells you how many new attachments [00:30:13] got backed up in that iteration. [00:30:15] And so very useful and now much [00:30:18] more scalable. Excited to to see what's [00:30:21] coming in in backups. [00:30:24] Very cool [00:30:25] Dan, how excited are you [00:30:27] or how excited were you [00:30:28] when they opened up [00:30:29] the API to all those extra things [00:30:31] that you can now use in here. [00:30:33] Yeah, that is cool. [00:30:35] I'm still waiting on. [00:30:36] There are some things that that you [00:30:38] know like we mentioned earlier [00:30:40] that that are still lacking [00:30:42] but it is cool we [00:30:43] actually we actually now have OAuth [00:30:46] integration that opens up more [00:30:49] so especially web hooks now, [00:30:51] like we'll probably start using web hooks [00:30:54] to be smarter about our backups [00:30:56] that's not there yet but [00:30:58] but something we're exploring so [00:31:00] yes, I love it when they when [00:31:02] they open up more at the Api level [00:31:05] totally. Yeah, this is looking great, [00:31:08] the new version of this. [00:31:09] Yeah. Thanks. [00:31:11] Alright let's move on [00:31:13] our first segment [00:31:14] Kamille, let's learn about [00:31:16] new list view. [00:31:21] Okay, so last week, [00:31:24] towards the end of our episode [00:31:28] they had just released a [00:31:31] new view type for both the data [00:31:35] view and for interfaces. So right now I'm [00:31:39] currently looking at an interface [00:31:42] and the first use case [00:31:43] I thought of for a list [00:31:45] view was a base I was making [00:31:47] that had to deal with [00:31:49] projects, tasks and hours assigned [00:31:52] per task per person and so I'm gonna do my [00:31:56] best to explain this sort of use case [00:31:59] and how the list view makes it easier to [00:32:02] sort of look at this all this [00:32:04] information together. [00:32:05] So list view works by setting up [00:32:09] one or more levels, the first level being [00:32:13] the smallest amount or the most [00:32:15] specific amount of data [00:32:17] that makes sense and it [00:32:18] probably doesn't [00:32:20] In this case I have a base [00:32:22] that has projects which are [00:32:24] linked to tasks and each task [00:32:27] is list to one or more [00:32:28] hour assigned to that task. [00:32:30] So my first level would be those hours, [00:32:35] each person, you know, [00:32:36] How many hours [00:32:37] are the plan to work on a task? [00:32:39] How many hours did they actually [00:32:40] work on the task? How many are remaining [00:32:42] etcetera. [00:32:43] Of course. Those are all linked to [00:32:45] a particular task, which is a level [00:32:47] the next level up and I can show [00:32:50] different fields that are related to this [00:32:53] record. So the start date for the task, [00:32:55] the end date, the status and how many [00:32:58] total hours are remaining for the [00:33:00] hours linked to it. [00:33:02] So you'll see the sum of [00:33:04] all of this would be two [00:33:05] pretty easy, [00:33:06] and you'll see that same number [00:33:08] repeated up here [00:33:09] and then each of my tasks [00:33:11] is linked to a project [00:33:13] and once more there's even more [00:33:15] fields that are shown [00:33:17] related to the project itself. [00:33:20] So the display of [00:33:24] your levels is slightly different [00:33:26] depending on which [00:33:27] level you're looking at for [00:33:29] the outermost level [00:33:31] the first column is going to be bolded. [00:33:35] It doesn't have to be the primary field. [00:33:40] So I'm now editing this [00:33:43] interface just to show what [00:33:45] that looks like some things are. [00:33:47] A little bit they take a little bit [00:33:51] of getting used to to find the [00:33:53] information that you want to edit. [00:33:57] If I want to change which field shows up [00:34:00] first for the project level, [00:34:03] I would go to fields [00:34:05] under options and then by [00:34:08] default it's gonna pick your [00:34:11] lowest level in your hierarchy. [00:34:15] I'm gonna go up to level three [00:34:18] and I'm going to reorder name, [00:34:20] so it comes first and you'll see [00:34:23] the project name now appears first in its [00:34:25] bolded versus job number, which isn't [00:34:28] so again, it doesn't have to be [00:34:30] your primary field. [00:34:31] That is the same for all of [00:34:32] your levels the other sort of [00:34:36] special condition is level one. [00:34:39] Again, that's your smallest [00:34:41] or lowest level shown [00:34:44] in your hierarchy allows [00:34:46] for [00:34:50] I believe they're called nested records, [00:34:53] which to me are a little confusing. [00:34:55] I'll show that in the [00:34:57] data view in a second, [00:34:59] but that's the special [00:35:00] conditions that you get for the [00:35:02] smallest level of records [00:35:04] other than that if you [00:35:05] wanted to change [00:35:07] the sort [00:35:08] let me start with levels actually, [00:35:12] the display of this actually seems [00:35:14] to be a little broken, I think because I'm [00:35:16] zoomed in. Yeah, that's what it is. [00:35:19] If you click on levels, you'll be able to [00:35:21] change the order in which things are, [00:35:24] are nested beneath each other. [00:35:27] Now, this has to make sense [00:35:29] in terms of [00:35:30] you have to have a linked record [00:35:32] field between each rung on your ladder. [00:35:36] So if I if I were to adjust the order [00:35:40] from [00:35:41] tasks to projects to hours, [00:35:43] it wouldn't make sense [00:35:44] because that's not how my [00:35:46] linking is for this particular base. [00:35:50] For each level you can change what each [00:35:53] record is referred to as. [00:35:55] So for tasks and deliverables [00:35:57] I want them to be [00:35:58] referred to as task [00:35:59] and you'll see that appear here. [00:36:02] Same thing for the projects [00:36:03] table. I want that as project hours. [00:36:06] I just said record as the [00:36:07] as the name. [00:36:09] That is useful because [00:36:12] it allows you to more easily [00:36:16] know when I say in this case, [00:36:18] add a new record, [00:36:19] I would know specifically I'm not [00:36:20] adding a new task [00:36:22] or a new project, I'm adding a new hour. [00:36:26] If they had a, you know, a predefined [00:36:29] term in this list that more [00:36:32] accurately matched my use case, [00:36:35] I would have used that but they don't, [00:36:37] I think we talked about that before, [00:36:39] especially with Scott that the their list [00:36:41] of predefined terms [00:36:43] is not all [00:36:44] encompassing and you can't include your [00:36:47] own custom name quite yet. [00:36:49] Would love if they could [00:36:51] but you'll see down here [00:36:53] this toggle for enable [00:36:54] nested records for level one, [00:36:57] this is always going to [00:36:58] be level one, [00:36:59] You can't have nested records [00:37:01] for level two or any level above [00:37:03] that. [00:37:04] I don't have a self linking [00:37:11] linked record field [00:37:12] for the table hours, [00:37:14] so I'm not going to be able to do that [00:37:16] for this part of the demo, [00:37:17] I'll come back to that later. [00:37:19] Another thing that you can add [00:37:22] to the list view is a prefix field. [00:37:25] So if you had a checkbox [00:37:28] field for your tables [00:37:31] you would be able to enable [00:37:33] the prefix field, [00:37:35] select that checkbox and click [00:37:38] to edit it on the left hand [00:37:40] side of whatever the first field [00:37:43] you've chosen to display is for that [00:37:48] for that table. So I'm gonna go [00:37:51] in really quickly [00:37:53] and then make a check box [00:37:55] field [00:37:58] so that we could see how that might look. [00:38:02] I'm gonna plop it in here and while [00:38:05] I'm here I'm also going to [00:38:07] show what the list view [00:38:09] looks like in the data view. [00:38:11] A lot of it is very simple. [00:38:14] Similar but of course [00:38:15] because we're now looking [00:38:17] at a different segment of [00:38:18] Airtable's UI you're [00:38:19] gonna have to you know get used [00:38:22] to things being in a slightly different [00:38:24] location. [00:38:28] So if I wanted to change the order [00:38:31] and visibility of certain fields, [00:38:35] I would go to customize rows [00:38:37] and then it's the same thing [00:38:39] where I have to do [00:38:40] this one by one. [00:38:41] Looking at my lowest level of records, [00:38:44] I could drag and [00:38:46] reorder things. [00:38:47] I'm gonna add that checkbox field [00:38:51] as a prefix field and then [00:38:54] get out of here, [00:38:55] you'll see that I can now [00:38:57] do this that and the other [00:38:59] I have not tested this myself, [00:39:02] I'm going to test it now [00:39:04] to see if I change [00:39:06] the [00:39:07] display option for that check box. [00:39:10] Does that get recreated? And it does. [00:39:14] So that's nice. [00:39:15] So it's not just always a [00:39:16] checkmark checkmark, [00:39:17] you can control what that looks like. [00:39:20] You can only have one prefix field. [00:39:22] There's you can't have a checkbox [00:39:25] for approved, a checkbox for you know [00:39:29] completed and have them both [00:39:30] show up here, [00:39:31] you can only have one prefix field [00:39:33] per level. [00:39:36] You would click set levels and [00:39:39] that's where you go to change the naming [00:39:42] convention for each of your levels. [00:39:46] You're limited to up to three levels [00:39:50] so you can't, you know have 456 etcetera. [00:39:53] I think that's probably fine for [00:39:56] the use cases I've thought of so far, [00:39:59] just because [00:40:01] this gets really cluttered and clunky, [00:40:04] I think if you have too many things going [00:40:06] on at once I will stop there [00:40:09] if there are questions [00:40:11] or if there's something [00:40:13] that you want me to highlight [00:40:15] before I go to how [00:40:17] you would sword and filter [00:40:18] these views. [00:40:22] No questions yet. I think [00:40:24] I think it's pretty exciting. [00:40:26] I think the biggest thing [00:40:27] and I still, even today [00:40:29] I was looking at a list view [00:40:30] that I created last week and [00:40:32] just conceptually you have [00:40:34] to retrain your mind to [00:40:35] think lowest level is level one [00:40:38] and then go up from there even today after [00:40:41] knowing that I still switched back. [00:40:44] Yeah, it's [00:40:48] when I first, you know, [00:40:50] heard of this view to me, [00:40:52] it seems like the it should be [00:40:54] the other way around, [00:40:56] but I understand why [00:40:58] it's set up the way this is where [00:41:00] level one is the lowest level [00:41:03] and level three is the highest level. [00:41:05] Originally I was thinking it should [00:41:08] be the other way around [00:41:10] because the view I'm [00:41:11] or the table I'm currently [00:41:13] looking at is ours. Right? So I'm [00:41:16] looking at these records [00:41:18] are from the hours table, [00:41:19] these records are from the task table [00:41:22] and this records from project. [00:41:23] Originally I was thinking, [00:41:25] I want to look at the projects table [00:41:28] and all of the [00:41:29] tasks and hours underneath it. [00:41:30] It's the other way around, [00:41:32] you have to look at [00:41:33] the smallest level of data [00:41:35] and then go there to create your view. [00:41:38] So a little bit different from [00:41:42] how I was originally thinking, [00:41:44] but it it does make sense. [00:41:46] It's not it's not, [00:41:47] you know, it's not crazy. [00:41:49] Yeah, that confused me too. And yet, [00:41:51] I guess, you know, [00:41:52] some of the logic there is that [00:41:55] you always know that level one [00:41:57] is the lowest, [00:41:58] whether you have two or three, [00:42:00] because if they flipped it, [00:42:01] your lowest level might sometimes [00:42:03] be two and might sometimes be [00:42:04] three. And so this numbering, [00:42:07] you always know that [00:42:08] level one is the lowest. [00:42:10] So I, you know, I think it makes [00:42:13] it makes sense. It's just not the sense [00:42:16] I was originally thinking. [00:42:21] So if you wanna sort these records, [00:42:23] you'll see if you look at the hours [00:42:26] they're kind of all over the place. [00:42:30] Sorting much like the order of fields [00:42:34] that you're being shown is done by level, [00:42:37] so looking at level one, [00:42:39] I would want to sort by probably [00:42:42] the person name [00:42:43] I would think and you'll see [00:42:45] all of that gets reordered accordingly. [00:42:48] My tasks are also all over the place, [00:42:51] so if I wanted to re sort my tasks by [00:42:54] the prefix probably should do it. [00:42:57] So now they're all [00:42:58] of my tasks are in order [00:42:59] and then of course the same thing [00:43:02] for level three projects, [00:43:04] sorting them by job [00:43:05] number which I think they already were. [00:43:08] I just don't have any tasks or hours [00:43:11] assigned to [00:43:14] projects one through five, [00:43:17] but I do have them for [00:43:20] tasks or projects six [00:43:22] and seven. If I wanted to say [00:43:25] don't show me any [00:43:27] levels where there aren't any [00:43:30] level one records [00:43:33] or don't show me any level three records. [00:43:38] If there are no linked, [00:43:40] level two and don't show me [00:43:42] any level two records. [00:43:43] If there's no linked level one, [00:43:45] I would go into customized rows [00:43:47] and select hide [00:43:48] section. And what that will do is [00:43:51] remove any of those from view. [00:43:54] Just something to note [00:43:56] much like with a grid view, [00:43:59] you can select more than [00:44:00] one record. You can't select records [00:44:03] from different tables so I can't select a [00:44:05] task and then some of its hours [00:44:07] I would have to select [00:44:09] you know one or more [00:44:10] tasks but not any of the other [00:44:12] levels because they're [00:44:13] you know they're coming [00:44:14] from different tables. [00:44:15] It kind of makes sense [00:44:16] that you can't do that. [00:44:17] It is hard to un select multiple [00:44:20] records to me there [00:44:22] there's no button up at [00:44:23] the top that you know [00:44:24] clears out your selection. [00:44:29] I'm sure I've missed something [00:44:33] Jan says. It also seems that a level one [00:44:36] level one in my case doesn't show if [00:44:38] the level to above links [00:44:40] to a sync view. [00:44:41] I was hoping it would show that level [00:44:43] but just not let us change [00:44:45] anything at that level. [00:44:47] That seems like an oversight. [00:44:51] Yeah. I did not realize that. [00:44:54] That's a little strange. [00:44:57] That's good. The other thing [00:45:00] I realized in playing [00:45:02] with it is like usually if [00:45:03] you want to go to the expanded view [00:45:06] you would click where the check boxes now [00:45:09] and you need to click [00:45:12] on like the name. Yeah [00:45:15] so [00:45:16] this will match [00:45:19] the [00:45:20] whatever fields I say to show me [00:45:23] in this list view, [00:45:24] those will be the ones that [00:45:26] show up when I click the record. [00:45:29] So that's something to keep in mind. [00:45:33] It's not [00:45:35] you know typically or sometimes [00:45:37] it'll be the first grid view [00:45:40] in the view bar for [00:45:41] that respective table in this case, [00:45:43] it's paying attention to which fields you [00:45:46] have turned on [00:45:47] that's useful for, you know, [00:45:50] eventually when this is a [00:45:52] shareable view type, [00:45:53] I believe it's not a shareable [00:45:55] view type at the moment, [00:45:58] you would have finer control over [00:46:00] what details about the project. [00:46:02] Can you see, you know, [00:46:04] instead of it being kind of a crapshoot. [00:46:08] Yeah, [00:46:08] So you're saying when you expand it, [00:46:10] it's going to show you just those fields [00:46:12] already chosen there [00:46:14] I should see three fields [00:46:16] for project and if I click it, [00:46:17] I do see those three fields. [00:46:19] I like that, that makes a lot [00:46:21] more sense than their [00:46:21] previous behavior. [00:46:22] It does and you know, [00:46:24] it's the only, it's the only view type [00:46:25] that [00:46:26] knows that it's looking at more [00:46:28] than one table [00:46:29] and so it's kind of baked into [00:46:31] the sort of logic that you've, [00:46:32] you've told it [00:46:33] what you want to know about a [00:46:35] project and so that's the information, [00:46:38] it shows you there's some things that are [00:46:41] here from other views, [00:46:43] like you can adjust the row height, [00:46:45] but you can't, as far as I am aware, [00:46:48] you can't color any of your records, [00:46:51] which is I think unfortunate. [00:46:54] I think it would be very useful to have [00:46:57] different coloring options set up [00:46:59] for each of your different levels. [00:47:04] You can filter [00:47:05] each of your different [00:47:08] each of your different views, [00:47:10] it's a little bit wonky [00:47:12] in interfaces because if [00:47:14] you have a filter element on top [00:47:16] of what the base filter [00:47:18] is for the list view. [00:47:19] It you know, it gets a little bit strange, [00:47:21] but that's I think the ins and outs [00:47:23] of this particular view type, [00:47:25] there's a lot of things [00:47:27] that you couldn't do [00:47:28] before, there's some [00:47:29] like artifacting that [00:47:32] I'm not a fan of necessarily, [00:47:35] I don't like the, [00:47:37] you know, placeholder, [00:47:39] for instance, for editable fields [00:47:41] as you sort of roll [00:47:43] over them [00:47:44] and sometimes they stay there like [00:47:46] my my cursor isn't currently over Shelby's [00:47:49] record there, [00:47:50] but that still remains present [00:47:52] until I roll over it again and then [00:47:54] sometimes it's there and sometimes [00:47:56] it's not, there's a little [00:47:57] things like that, [00:47:58] but overall, you know, [00:47:59] it's a very interesting view view [00:48:02] type that I think a [00:48:03] lot of people will be generally happy [00:48:06] with for what it allows you to do [00:48:09] and I'm sure they'll continue [00:48:11] making tweaks on it in the future. [00:48:13] Cool, thank you, Kamille, [00:48:15] let's move on for [00:48:17] for time one quick Justin says I [00:48:20] found that Formula Field [00:48:21] visible in level two and three, [00:48:23] sometimes don't refresh [00:48:24] until you move your mouse over them, [00:48:26] at least in the interface. [00:48:29] But he said I've been mostly [00:48:30] working with the new list element [00:48:32] in interfaces and [00:48:32] there are some other Ui quirks [00:48:34] that I plan on reporting. So, [00:48:35] definitely [00:48:36] room for improvement there. [00:48:39] All right, thank you. Lots to [00:48:41] lots to dig in there, [00:48:43] appreciate you sharing [00:48:44] that we're next gonna move on [00:48:46] Scott if you want to share your screen, [00:48:48] that's gonna walk us through [00:48:51] some automations and email field order. [00:48:56] This is, [00:48:59] let me see here. [00:49:02] Okay, [00:49:04] you can see this now. Right? Perfect. [00:49:07] Yeah, but this is just a little [00:49:09] tip and trick. It's one of the great [00:49:11] mysteries of Airtable similar [00:49:13] to what what Kamille [00:49:15] is just talking about a [00:49:16] minute ago where sometimes [00:49:18] you don't really know [00:49:19] what fields Airtable is gonna [00:49:20] choose for different things. [00:49:22] This is similar to that in the sense that [00:49:25] sometimes you don't know what order [00:49:28] Airtable is gonna put your fields in [00:49:31] and I'm specifically referring [00:49:34] to automations when [00:49:36] you find a bunch of records [00:49:39] and then you want to send [00:49:41] an email showing a list of [00:49:43] those records, either a grid [00:49:45] or a list of those records. [00:49:48] It isn't always exactly [00:49:49] what you would expect [00:49:51] and I figured out two little [00:49:54] tiny tricks that will make [00:49:56] this perfect for you every single time. [00:49:58] Basically let's take a look at our [00:50:00] database here. [00:50:02] This is, you know, just a pretend [00:50:05] travel itinerary demo. [00:50:07] Well that's the name [00:50:09] of the base, you know, [00:50:10] just a bunch of countries [00:50:12] and cities that we may want [00:50:13] to visit and I just checked off [00:50:15] a bunch of different places [00:50:17] that we want to send [00:50:19] out in the email to people. [00:50:20] So you know we want to send [00:50:22] out the email and we [00:50:23] want to say hey these are the [00:50:25] current cities that we're [00:50:27] currently thinking about [00:50:29] for our itinerary and [00:50:30] we've got all these fields here [00:50:32] and I'm gonna go into automations [00:50:35] and this step right here says [00:50:37] that well up here, [00:50:39] you know, we'll run this on a [00:50:41] scheduled time and then here [00:50:43] for the fine record step, [00:50:45] we're gonna do a find for [00:50:46] the itinerary table, we're gonna [00:50:48] find records based [00:50:49] on condition and we're gonna [00:50:50] search for only the records where [00:50:52] we checked the checkbox. [00:50:54] So if I test this it [00:50:55] will say that it was successful [00:50:57] because I found all these [00:50:59] records that I checked [00:51:00] off [00:51:00] and then we get to the part [00:51:02] where we're gonna send the email. [00:51:03] So what I did was I inserted [00:51:06] the grid of records [00:51:07] here into this email and I've [00:51:09] turned on the fields that I want [00:51:13] to see now when you see [00:51:15] it like this here and I [00:51:17] go back to the data here, [00:51:20] you can see that it actually [00:51:22] matches the field order [00:51:24] here. And let's see what happens [00:51:27] when I actually preview this. [00:51:35] Alright, [00:51:36] so when we look at this, [00:51:39] what you can see is [00:51:42] is I think does this match [00:51:44] or does this not match? Let's see. [00:51:48] Okay so that one does [00:51:51] let me just go back here [00:51:53] for a second. Okay, perfect. And [00:51:56] oh wait city rating and primary [00:51:58] contact for the last three [00:52:00] and you said that [00:52:01] that was and that's what it [00:52:02] looked like in the preview. [00:52:03] Okay, perfect. So that is working [00:52:07] the way that we city rating, [00:52:11] Right. So that's actually [00:52:13] something where you may be thinking, [00:52:15] Okay, well that's fine, you know, [00:52:17] that's working very well. And the reason [00:52:19] for that is because [00:52:21] it by default will take your top [00:52:24] most view here [00:52:26] and it'll put your fields in [00:52:28] that order, but this is where it gets [00:52:30] a little bit tricky. What if you actually [00:52:32] wanted a couple of these fields? [00:52:34] Like let's say I wanted let's say I just [00:52:36] shuffle these around, like let's say [00:52:37] I wanted the primary contact to be over [00:52:39] here and I wanted the record, [00:52:41] I need to be here. And let's say that I [00:52:44] actually wanted to hide [00:52:47] a couple of these fields, [00:52:50] well, I'm doing two things at once. [00:52:51] One is I'm shuffling these things around, [00:52:52] and then I'm also gonna hide [00:52:54] a few of these. So what happens is, [00:52:56] let's say, you know that this view [00:52:58] is actively used by people and you know, [00:53:00] they don't really need to see [00:53:02] a lot of these columns. So, [00:53:04] you know, I'm just gonna hide [00:53:06] those columns, [00:53:07] but this is still the top most view [00:53:08] and you can see they're still [00:53:10] in this order. Well, I mean, [00:53:11] I just reshuffle them [00:53:12] in this order, and now when [00:53:14] I go into automations now, [00:53:16] watch what happens when I [00:53:18] try to generate a preview. [00:53:25] So what it does is [00:53:29] it takes those two hidden fields [00:53:33] and it moves them to the end. [00:53:36] So if you come back out here, [00:53:40] right? So it's email country [00:53:42] and rating. Itinerary name, [00:53:44] email country and [00:53:45] rating. [00:53:47] And so what's confusing here is that [00:53:50] just gonna generate this again. [00:53:52] Right? This it takes the hidden fields [00:53:55] and it puts them at the end [00:53:56] and now if I were to make [00:53:58] them unhitch hidden, [00:53:59] then it's actually gonna put them [00:54:01] in this order. So that's just one thing I [00:54:04] wanted to point out about the [00:54:06] hidden fields, [00:54:07] but what happens if then there, [00:54:10] then there gets a lot of other [00:54:12] complexity which is [00:54:13] if somebody makes this view a [00:54:15] personal view and [00:54:18] and they move it well, [00:54:19] I'm the only user in here, [00:54:20] so I can't make it a personal [00:54:21] view and they move it down [00:54:23] lower in your views. [00:54:24] What becomes very interesting [00:54:26] then is things get even [00:54:28] more confusing because [00:54:30] Airtable will hang on to that [00:54:32] view once it's a personal view, [00:54:34] even if it's moved somewhere else [00:54:36] on the list. Airtable [00:54:38] will hang on to that as [00:54:39] your former top view. [00:54:41] So even if you actually [00:54:43] move your views around, [00:54:44] it gets very confusing. [00:54:46] So the two confusing things are [00:54:48] with personal views and [00:54:49] hiding fields anytime you hide [00:54:51] a field, if you want it in there email, [00:54:53] it's just gonna put it at the end [00:54:56] and if you make it a personal view and you [00:54:58] move it Airtable is always going to [00:55:01] consider that your top most view until you [00:55:04] make that view collaborative, [00:55:06] move it back to I [00:55:07] think you have to move back [00:55:09] to the top, you have to do a [00:55:11] bunch of things [00:55:12] to get Airtable to notice your [00:55:13] new top view. So [00:55:16] the answer to solve all of those problems, [00:55:19] I think those were at least two [00:55:21] problems, maybe three problems. [00:55:23] The way to solve all of this [00:55:24] is when you do your find records [00:55:27] instead of finding your records based on a [00:55:30] condition. What you can do is you [00:55:33] can find your records [00:55:34] based on a view instead [00:55:36] and then it'll always pull from [00:55:38] that particular view. [00:55:40] So what you can do out [00:55:41] here is just let's just [00:55:43] duplicate this view [00:55:45] and we will just call it, [00:55:46] you know, email these records [00:55:48] or whatever you wanna [00:55:49] call this and I will filter this view [00:55:54] to the email is checked. [00:55:57] So that used to be my [00:55:59] condition in the automation. [00:56:01] But now it's a filter for this view [00:56:04] and now I'm just gonna [00:56:05] shuffle these around [00:56:06] rating country email. [00:56:08] And now what's gonna happen [00:56:11] is when I choose this view and [00:56:13] I'll test this action here, [00:56:16] when we go to the send an email step, [00:56:20] it will be tied to that view. [00:56:22] So you don't need to be [00:56:24] guessing which view is the [00:56:26] top view. It will and you'll [00:56:28] notice here, by the way, [00:56:30] it's only showing me the [00:56:32] four fields that are actually visible. [00:56:34] And so now if I update this and I [00:56:36] generate a preview, you'll see that. [00:56:39] It pulls exactly the fields [00:56:41] from that view. [00:56:41] So what you can do [00:56:43] that, I click on that. [00:56:44] Let me see, here we go. [00:56:45] So what you can actually do [00:56:48] is control your emails [00:56:51] by setting up a special view [00:56:54] and it's not even gonna let you [00:56:56] choose those hidden fields, [00:56:57] but whatever you [00:56:58] changes you make here [00:57:00] in this view [00:57:00] and no matter where you move this view, [00:57:02] even if it becomes a personal view, [00:57:05] your emails are going [00:57:07] to be in the order, [00:57:09] the fields are gonna be [00:57:10] in the order that you want. [00:57:12] So maybe that was a long way [00:57:14] of sort of explaining that, [00:57:16] but hopefully hopefully [00:57:17] that makes sense. [00:57:18] It's the only way to explain it [00:57:20] because it's silly. [00:57:20] It was actually the personal view [00:57:23] thing that really threw me off too. [00:57:26] Yeah, that's a great, [00:57:27] that's a great trick that yeah, [00:57:29] it would take forever to [00:57:31] figure that out. So, very useful, [00:57:33] awesome. Thank you Scott [00:57:35] for sharing that real [00:57:36] quick Kamille if you want to get ready, [00:57:38] I'll give a shout out to our community [00:57:40] BuiltOnAir. We'd love to have you [00:57:42] join us. I was just looking, [00:57:44] we're approaching [00:57:45] 1000 subscribers on our Youtube [00:57:47] channel so I'll give a shout out to [00:57:49] to subscribe to our Youtube channel. [00:57:52] we'd love to get to [00:57:53] 1000 in the next couple of months. [00:57:55] And so please subscribe there, [00:57:57] join us at [00:57:59] builtonair.com/join [00:58:01] get into our slack community [00:58:03] and also join the TableForums [00:58:05] as well as part of that. [00:58:07] Alright. Final segment [00:58:10] from Kamille on. [00:58:11] Oops actually let me into it [00:58:14] on automations and task [00:58:18] allocating hours to a task. [00:58:22] So we are looking at the same base [00:58:27] the use case that I went over, [00:58:29] you know a little bit ago [00:58:32] involved having tasks [00:58:33] assigned to a project and each person [00:58:36] having a certain number of hours they're [00:58:38] supposed to work on a task [00:58:40] and then we want to track [00:58:42] how many of those hours [00:58:44] should they actually use. [00:58:45] Are they over budget [00:58:47] or they under budget etcetera. [00:58:48] And I have a series of automations [00:58:52] in this table that should hopefully [00:58:55] make creating this a lot easier. [00:58:58] So this is something that you know the [00:59:02] concept of a junction table [00:59:05] where you have [00:59:06] several records linked to each [00:59:09] other that are kind of annoying to create. [00:59:12] So in this base I think I have [00:59:14] something like seven employees [00:59:16] set up and if for each and every task [00:59:20] you'll see I might have 5 to 7 tasks [00:59:23] per project. If I had to one by one [00:59:26] create those seven employees [00:59:29] for each of those tasks [00:59:31] that's a lot of time and [00:59:32] it's annoying and I don't want [00:59:34] to do it. So I set up some [00:59:36] automations that should [00:59:37] hopefully if I do them [00:59:38] work you'll notice [00:59:40] that the error has occurred and I [00:59:42] don't know if that's something [00:59:44] that I did wrong [00:59:45] or if it's a problem with the [00:59:47] list view. So I'm going to refresh [00:59:49] the page and we'll see what happened. [00:59:52] That task did not get created [00:59:55] it doesn't seem like [00:59:57] so I'm going to go into a [00:59:59] table view [01:00:01] and [01:00:04] I'm gonna actually do this [01:00:06] from the task table. [01:00:07] If I create a new task [01:00:12] it's gonna get shuffled around a bit. [01:00:16] What should happen [01:00:21] Okay. It already happened. [01:00:24] This new task that I just created [01:00:27] has every person [01:00:28] in my people table [01:00:30] I generated a new [01:00:33] junction table record [01:00:35] in the hours table for that task. [01:00:39] So I give this a number [01:00:41] really quickly just so that we [01:00:43] can see it. [01:00:44] And if I go back to my list view [01:00:48] there you go. These are all those [01:00:50] this is the brand new [01:00:51] task that I generated. [01:00:52] Here's one record for each [01:00:54] of them and now I can [01:00:55] quickly say well Felix needs to [01:00:57] do six hours. Harvey [01:00:59] needs to do five, [01:01:01] I need to do eight etcetera but I don't [01:01:03] have to one by one select [01:01:05] each and every person's name [01:01:07] that is accomplished with [01:01:10] a single [01:01:14] automation you'll see all the other [01:01:16] ones are turned off so I have it set up [01:01:18] whenever a new record [01:01:20] in the task table is created. [01:01:23] I have a fairly simple [01:01:25] script that's running that [01:01:27] takes the record I. D. [01:01:30] For the task record that [01:01:32] was created [01:01:33] getting all of my [01:01:35] tables and fields set up and then what I'm [01:01:39] doing is looking at my people [01:01:41] table and saying for every employee [01:01:44] create a new record in the hours [01:01:48] table that is linked to the task that was [01:01:53] just created. That's that record I. D. [01:01:55] And then the person dot I.D. [01:01:57] Is I'm looping through each [01:01:59] of the people records [01:02:00] from the people table. [01:02:02] I also have something in here [01:02:05] that will match if it [01:02:07] can find an Airtable [01:02:08] collaborator with the same name [01:02:10] as you know, [01:02:11] the record in the people table. [01:02:12] Sometimes that's useful if you [01:02:15] want to use collaborators [01:02:17] to hide certain tasks [01:02:18] in hours from other [01:02:20] other collaborators using [01:02:22] an interface for instance, [01:02:24] you don't actually need this line. [01:02:26] It's actually just these first two that [01:02:29] are relevant for [01:02:31] this use case I'm going to zoom in [01:02:33] slightly in case anyone wants to pause the [01:02:35] video eventually to see what [01:02:37] the script is doing. [01:02:38] And then from there it's just [01:02:40] creating any of those linked [01:02:42] records that are needed. [01:02:44] Some things that you [01:02:45] can do to tweak this [01:02:47] for your particular use case [01:02:49] you might not need to do every [01:02:51] single person in your people table [01:02:52] if you have everyone [01:02:54] from your whole company, [01:02:54] not everyone is going to be [01:02:56] working on your project. [01:02:57] So maybe there's a field [01:02:58] that says [01:02:59] if it's a project for marketing [01:03:01] only include people [01:03:03] in the marketing department. [01:03:04] If you could accomplish that by [01:03:06] having a view set up that, you know, [01:03:08] is only for marketing and some [01:03:10] logic somewhere in the [01:03:11] script that will find the [01:03:12] appropriate view. That's just one way [01:03:15] that you might tweak this a little bit, [01:03:17] but that's the general idea. [01:03:21] Nice, [01:03:22] awesome. Very useful. [01:03:24] Creating that that table. [01:03:28] Cool. Thank you Kamille [01:03:30] for showing that [01:03:31] and that concludes our show for today. [01:03:34] So thank you all next week [01:03:36] we'll be back for a new episode. [01:03:39] looks like we didn't get any feature [01:03:41] releases or nobody, nobody this heads up. [01:03:44] So maybe coming, [01:03:45] I don't know this afternoon. [01:03:47] We'll see. Maybe next week we'll [01:03:48] talk about it. So until then we'd [01:03:50] love to see what [01:03:51] you are all are building on [01:03:52] air. Take care everyone. [01:03:54] Are you guys
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