4/25/2023 – BuiltOnAir Live Podcast Full Show – S14-E03

Duration: 64 minutes

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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.

Alli Alosa – Hi there! I’m Alli 🙂 I’m a fine artist turned “techie” with a passion for organization and automation. I’m also proud to be a Community Leader in the Airtable forum, and a co-host of the BuiltOnAir podcast. My favorite part about being an Airtable consultant and developer is that I get to talk with people from all sorts of industries, and each project is an opportunity to learn how a business works.

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 – 00:03:18 –

Base Showcase – 00:28:50 –

We dive into a full working base that will Scott Rose will showcase some ways to incorporate AI and ChatGPT within Airtable.

Audience Questions – 00:48:37 –

answers the Airtable question: “How to build an Inventory check in/out system”

View the question in the community

Answer: Kamille will walk through how to manage the process of checking in/out items from inventory.

Field Focus – 00:59:17 –

A deep dive into the Formula Best Practices Formula – Alli will share some best practices for working with formulas 

Full Segment Details

Segment: Round The Bases

Start Time: 00:03:18

Roundup of what’s happening in the Airtable communities – Airtable, BuiltOnAir, Reddit, Facebook, YouTube, and Twitter.

Segment: Base Showcase

Start Time: 00:28:50

ChatGPT in Airtable

We dive into a full working base that will Scott Rose will showcase some ways to incorporate AI and ChatGPT within Airtable.

Segment: Audience Questions

Start Time: 00:48:37

Airtable Question – How to build an Inventory check in/out system

answers the Airtable question: “How to build an Inventory check in/out system”

View the question in the community

Answer: Kamille will walk through how to manage the process of checking in/out items from inventory.

Segment: Field Focus

Start Time: 00:59:17

Learn about the Formula Best Practices – Alli will share some best practices for working with formulas

A deep dive into the Formula Best Practices Formula – Alli will share some best practices for working with formulas 

Full Transcription

The full transcription for the show can be found here:

[00:01:40] All right, welcome to BuiltOnAir
[00:01:43] Podcast season 14 episode three.
[00:01:45] Good to be back with you.
[00:01:47] We've got a full house today,
[00:01:49] Kamille and Alli back as
[00:01:50] always.
[00:01:51] Welcome.
[00:01:52] Hello
[00:01:53] and we have our regular
[00:01:55] guest host, Scott Rose
[00:01:57] back again. Welcome back, Scott.
[00:01:59] Hi there. Thanks.
[00:02:00] I'm excited to be here.
[00:02:02] Always, good to have you back.
[00:02:03] We've got a good show for you today.
[00:02:06] We'll go through what we're
[00:02:07] gonna be talking about
[00:02:09] the BuiltOnAir Podcast.
[00:02:10] We typically go through
[00:02:11] four different segments
[00:02:13] and keep you up to date on everything
[00:02:15] Airtable. We always start with,
[00:02:17] oh, we had an error.
[00:02:19] We always start with
[00:02:20] our Round the Bases which the,
[00:02:21] the screenshot didn't come up for.
[00:02:24] And then we, and then we'll go through
[00:02:27] our On2Air spotlight and then
[00:02:29] Scott's gonna showcase a,
[00:02:31] a base for us and how he uses A I
[00:02:34] with one of his clients.
[00:02:37] And then Kamille is gonna answer
[00:02:39] an audience questions on inventory
[00:02:42] and then a quick shout out
[00:02:43] for our community. And then finally,
[00:02:45] Alli is gonna walk us through
[00:02:47] some formula best practices.
[00:02:50] So with that, I don't have my screen.
[00:02:52] Sometimes this is a bug in Airtable.
[00:02:55] Sometimes when you push an,
[00:02:57] an attachment,
[00:02:58] it doesn't actually go through.
[00:03:00] And that's what happens when
[00:03:02] I create these things.
[00:03:03] It didn't, it didn't,
[00:03:05] it didn't take. And so I have to
[00:03:07] redo it and I didn't see that.
[00:03:09] So
[00:03:11] that's all right.
[00:03:12] We will go through it. So,
[00:03:15] this weekend, this Friday looks
[00:03:17] like there's an outage.
[00:03:19] So get ready for that.
[00:03:20] If you thought you were going to
[00:03:23] be working Friday evening, take a break.
[00:03:27] I'm talking to you Kamille.
[00:03:30] Well,
[00:03:32] they never let me do my work
[00:03:34] when I think I want to do it.
[00:03:37] Don't be, don't be crazy.
[00:03:40] Yeah.
[00:03:41] So that's that. And then,
[00:03:44] and then DareTable, they've got
[00:03:45] an announcement for that.
[00:03:47] I think all of us,
[00:03:48] but Scott Scott,
[00:03:49] you're not making it right.
[00:03:50] I will not be able to make it
[00:03:52] this year, unfortunately,
[00:03:53] but I'm, I'm signing up,
[00:03:55] for next year, for sure.
[00:03:57] We still, I don't think we've met
[00:03:59] yet in person yet.
[00:04:00] Scott, we gotta make that
[00:04:01] happen.
[00:04:02] That is amazing.
[00:04:05] What was that?
[00:04:06] I
[00:04:07] all
[00:04:07] I said he alludes us.
[00:04:10] Very soon.
[00:04:12] I know after all these years,
[00:04:13] I haven't met any of you guys in person.
[00:04:15] Crazy.
[00:04:17] That's
[00:04:17] right. Let's make that happen.
[00:04:19] Yeah, it was a pretty slow week. No,
[00:04:24] as far as I'm aware of
[00:04:26] no feature releases,
[00:04:28] I don't think anything got
[00:04:29] pushed last week.
[00:04:30] I know there's rumblings in a
[00:04:32] couple of weeks we can't
[00:04:33] yet talk about, but there are
[00:04:35] some big changes coming.
[00:04:38] So stay tuned
[00:04:39] sometime in May, I'm guessing.
[00:04:42] But, yeah, I think maybe
[00:04:44] they're, they're holding off
[00:04:46] everything till,
[00:04:47] till the next big push. So
[00:04:49] usually they'll trickle in
[00:04:50] some smaller features,
[00:04:52] but I haven't seen anything
[00:04:53] come through.
[00:04:55] So, because there's nothing
[00:04:57] new to talk about
[00:04:58] this week, Everything that I kind of
[00:05:01] noticed was a little bit more on the
[00:05:03] negative side. So maybe it's
[00:05:04] appropriate that Scott's joining us today,
[00:05:07] Scott's got a good reputation of
[00:05:09] of finding the,
[00:05:10] the kinks in the armor with,
[00:05:12] with Airtable.
[00:05:14] But I do it in a very positive way.
[00:05:16] You do. You do.
[00:05:18] I
[00:05:19] present it positively.
[00:05:21] Yep. Yep. That's right.
[00:05:23] There's always room for improvement.
[00:05:25] There's always, there's always room.
[00:05:26] So we're gonna be talking
[00:05:27] a little bit about that.
[00:05:28] That just happened that
[00:05:29] everything I picked up once
[00:05:31] I realized I saw them all together,
[00:05:32] I was like,
[00:05:33] oh, this is gonna be a, a little bit
[00:05:36] of a bashing session. But
[00:05:38] that's all right. We're doing it
[00:05:40] in a positive way with the intent to,
[00:05:42] to make things better.
[00:05:43] So,
[00:05:44] Scott, since you're here,
[00:05:46] we'll start with
[00:05:47] with one of the things you
[00:05:49] brought up in your TableForums,
[00:05:51] talking about some of the limits
[00:05:53] with the interfaces, you wanna give a
[00:05:55] summary of what's going on here.
[00:05:57] Yeah, I I actually was not the
[00:05:59] one who discovered this,
[00:06:00] there was another person
[00:06:01] in the Airtables community
[00:06:04] that discovered that
[00:06:06] there's actually a limit to the number
[00:06:08] of pages you can have in your interfaces.
[00:06:10] Airtable published this limit
[00:06:12] in their support pages.
[00:06:14] They said there's 50
[00:06:15] pages per interface.
[00:06:18] And I think that everybody
[00:06:20] just assumed that that meant a full
[00:06:24] page. You know,
[00:06:25] when you create like an interface,
[00:06:26] I like to call them interface groups.
[00:06:29] You know, when you, even though I know
[00:06:30] that's not technically a correct term,
[00:06:32] but when you create like an
[00:06:34] interface group,
[00:06:34] you can have those pages going
[00:06:35] across the top of the screen.
[00:06:38] And I think that everybody thought
[00:06:40] that they meant
[00:06:41] when there was a limit of 50
[00:06:42] pages, it was 50 different
[00:06:45] tabs, you know, going across the top
[00:06:47] because each one is called a page by
[00:06:50] Airtable themselves.
[00:06:51] So somebody in the official Airtable
[00:06:53] community found out they
[00:06:55] actually hit that limit
[00:06:56] and they only had like,
[00:06:58] I don't know, like 10 or 20 tabs
[00:07:00] going off the top.
[00:07:01] It turns out that Airtable
[00:07:03] is counting
[00:07:04] certain elements on your page as
[00:07:09] a page.
[00:07:11] So if you click on that link
[00:07:13] right there
[00:07:13] to go to the Airtable community,
[00:07:15] he actually did a lot of,
[00:07:16] he did a big deep dive into this.
[00:07:19] And if you scroll
[00:07:19] down, he actually listed what counts
[00:07:22] towards the limits or at least what he
[00:07:24] believes.
[00:07:26] And so if you scroll down a little bit
[00:07:29] more further in this thread,
[00:07:31] he will actually show you,
[00:07:35] oh, I think it's what he
[00:07:36] highlighted in green there.
[00:07:37] It's
[00:07:38] any
[00:07:40] unique open record details pages.
[00:07:42] So any of those pages that slide over or
[00:07:44] create a new,
[00:07:46] you know, they take up the full screen
[00:07:49] to zoom into the details that counts
[00:07:51] as a page. Also anything that's an
[00:07:55] add
[00:07:55] record view.
[00:07:58] I
[00:07:58] don't exactly know what he means by that.
[00:08:00] And
[00:08:02] yeah, the form,
[00:08:04] record lists and the record drop downs,
[00:08:07] you can have that plus icon that
[00:08:09] allows you to add new
[00:08:11] and it links to a new form
[00:08:12] and that, that is
[00:08:15] a page.
[00:08:16] Gotcha.
[00:08:19] So there's a lot of little embedded thing,
[00:08:22] you know, basically these are things
[00:08:24] that are sort of embedded
[00:08:26] in your other pages, that sort of,
[00:08:28] I guess,
[00:08:29] I guess it sort of makes sense, right?
[00:08:31] Because they come up as their own pages.
[00:08:36] And so that all counts
[00:08:37] towards the limit. So
[00:08:39] my clients haven't hit that limit yet,
[00:08:41] but he hit it and he was kind of
[00:08:43] surprised to find that.
[00:08:44] So,
[00:08:46] yeah, it's not, it's not very clear
[00:08:48] like I kind of assumed detail pages count.
[00:08:51] I, I mean, they're called pages,
[00:08:53] but there's no way to see a list of all of
[00:08:56] your detailed pages.
[00:08:57] You kind of have to remember
[00:08:59] which element links to a
[00:09:00] particular detail page for you to,
[00:09:03] like, get there.
[00:09:04] So, if you hit the 50 limit,
[00:09:06] I mean, good luck trying to pare it down.
[00:09:09] I really don't know what the best
[00:09:10] practice
[00:09:11] on that is. If you have 22 regular pages
[00:09:14] and then figuring out where the other,
[00:09:17] you know, 28 are.
[00:09:18] I, I don't, I don't know,
[00:09:20] I don't know what you do there.
[00:09:23] Yeah.
[00:09:25] Yeah, because who's gonna,
[00:09:27] yeah, I mean, even just
[00:09:29] showing you what your pages
[00:09:30] are instead of just saying
[00:09:32] you hit the limit and
[00:09:33] you're like, what?
[00:09:35] Yeah.
[00:09:36] Yeah,
[00:09:37] I guess this is real. Yeah,
[00:09:39] it's interesting.
[00:09:41] Because, you know, I guess
[00:09:43] the people that are really
[00:09:44] heavily using interfaces
[00:09:46] in their organization might really hit
[00:09:48] this very quickly. Actually,
[00:09:50] it's possible.
[00:09:52] Yeah.
[00:09:52] Yeah. If you're customizing
[00:09:55] each detail for each, like
[00:09:57] possible, like step in the process
[00:09:59] or by potential approver
[00:10:01] or things like that
[00:10:02] then, yeah, I could definitely see
[00:10:05] hitting 50
[00:10:07] not necessarily quickly
[00:10:08] but easily. I'd say, I think you're,
[00:10:10] you're more likely gonna hit 50
[00:10:13] interface pages
[00:10:14] than you might with like 500
[00:10:15] fields per table.
[00:10:17] I don't think that's ever happened
[00:10:19] to me yet, but I can definitely see me
[00:10:20] running into 50 pages per interface.
[00:10:23] Yeah.
[00:10:24] Yeah.
[00:10:26] Yeah, especially.
[00:10:29] Well, that's, that's definitely something
[00:10:31] worth keeping an eye on,
[00:10:33] see how that progresses.
[00:10:36] Yeah, hopefully they'll at
[00:10:38] some point increase that limit.
[00:10:41] Or just make it easier to find
[00:10:43] where all your detail pages are.
[00:10:44] Like, I think that's step one,
[00:10:47] even before you increase the limit,
[00:10:49] I want to be able to
[00:10:50] find the things that I
[00:10:51] built.
[00:10:51] Sometimes they get orphaned
[00:10:53] and then I'll never see them again.
[00:10:55] Yeah, that's such a great point
[00:10:56] because you're right.
[00:10:57] If you hit that limit and
[00:10:58] you can't find them.
[00:10:59] How are you gonna scour back
[00:11:01] through everything to even
[00:11:01] find it? Yeah.
[00:11:03] Right. Right.
[00:11:04] Yeah. So if they're tracking them,
[00:11:06] I mean, if it was 50 across the top,
[00:11:08] like, I think that's very reasonable.
[00:11:12] So,
[00:11:14] yeah.
[00:11:15] All right,
[00:11:16] Scott. Any, any update on
[00:11:18] Table Forums, anything else worth?
[00:11:20] I'm so excited that so many people
[00:11:22] are coming over to Table Forums.
[00:11:25] It's a great place
[00:11:26] I feel for us to have like
[00:11:28] ongoing conversations. It's
[00:11:31] about anything Airtable related
[00:11:33] and lots of new people are showing up.
[00:11:36] Dan, you're a cosponsor
[00:11:37] of Table Forums. Any thoughts on,
[00:11:40] on your end?
[00:11:41] Yeah, we need to do more to,
[00:11:43] to promote it. I know you're busy.
[00:11:45] I'm busy. But yeah, we definitely,
[00:11:47] I still, I mean,
[00:11:49] you know, we love, we love Airtable but
[00:11:53] this forum is just not getting,
[00:11:55] getting the use that it should.
[00:11:57] And so if you
[00:11:58] are looking for answers and,
[00:12:00] and asking questions
[00:12:02] on the community forum,
[00:12:03] maybe try posting on both places
[00:12:05] and see, see what kind of
[00:12:07] response you get it's
[00:12:08] worth
[00:12:09] worth trying. So,
[00:12:11] yeah, I think that there's more.
[00:12:12] I, oh, I'm sorry, what were you gonna say?
[00:12:14] I was just gonna say
[00:12:16] I'll take this moment to reiterate my
[00:12:18] first complaint about the new Airtable
[00:12:20] community forums. Is that the font size
[00:12:23] is so
[00:12:24] massive for no reason
[00:12:27] why?
[00:12:31] I know. I know.
[00:12:32] And also you, you have to sign in
[00:12:34] every time you go back to it.
[00:12:35] Which is great.
[00:12:36] Yeah, it never remembers that
[00:12:38] I've accepted the cookies. Exactly.
[00:12:41] I think one of the great things about
[00:12:44] TableForums is that the most active
[00:12:46] conversations bubble up
[00:12:48] to the top the most recent conversations,
[00:12:50] I mean,
[00:12:51] and so you always know like what
[00:12:54] is on people's minds,
[00:12:56] what is going on?
[00:12:57] It enables conversations to continue.
[00:12:59] Whereas in the Airtable forum,
[00:13:02] it's,
[00:13:03] it, once something is posted, it just
[00:13:07] essentially disappears
[00:13:08] because it's just by date
[00:13:10] that the date of the original posting.
[00:13:13] Yeah.
[00:13:14] And I think we have more experts
[00:13:16] hanging out in TableForums than in the
[00:13:18] community forms.
[00:13:19] So I think that people
[00:13:20] are getting much quicker
[00:13:22] answers to their questions,
[00:13:23] much more thorough
[00:13:25] responses to their questions.
[00:13:27] It's hard to type up
[00:13:29] lengthy responses in the
[00:13:30] official Airtable forums, I find.
[00:13:33] It's also very hard to type
[00:13:35] in code, which is why I stopped.
[00:13:38] It's almost impossible. Yeah.
[00:13:42] Well, here's, here's
[00:13:46] there are some getting responses.
[00:13:48] So and this one actually got
[00:13:50] a
[00:13:50] response from Airtable.
[00:13:51] So that's good to see.
[00:13:53] Oh, wow, that's a surprise.
[00:13:56] Very good.
[00:13:57] All right. Yeah. Check out TableForums,
[00:14:00] tableforums.com or air.tableforums.com
[00:14:03] good stuff going on there.
[00:14:05] Moving on to the
[00:14:07] BuiltOnAir Slack community.
[00:14:10] This is a good one also.
[00:14:13] Not, not so much of a,
[00:14:15] of a bash but
[00:14:17] Hannah from our group posted
[00:14:19] so what Airtable opinion has you like
[00:14:22] this?
[00:14:23] Basically being attacked by, by the crowd.
[00:14:26] And so some comments on there,
[00:14:29] Rebecca says, doesn't scale intuitively.
[00:14:34] Jen Rudd says, sometimes
[00:14:36] Airtable isn't the answer.
[00:14:38] I said what I said.
[00:14:44] Justin, the opinion
[00:14:46] that goes contrary to the
[00:14:47] amount of feedback that they
[00:14:49] received from those who they
[00:14:51] specifically sought out
[00:14:52] for their feedback.
[00:14:54] Good one.
[00:14:55] The single source of truth is a myth.
[00:14:59] That's an interesting one from Ben Bailey.
[00:15:02] What do you think he means by that?
[00:15:04] I'm not sure. I think
[00:15:06] Airtable kind of in the recent
[00:15:09] push for certain,
[00:15:13] you know, product enhancements.
[00:15:14] They're saying we're gonna
[00:15:16] try and get you to
[00:15:16] where you can have a
[00:15:18] single source of truth, meaning
[00:15:19] you can rely on the data
[00:15:21] that you're sending from
[00:15:22] one base to another or from
[00:15:25] one base to whatever your external
[00:15:27] pieces of your configuration are. And
[00:15:30] I think what Ben is
[00:15:31] getting at is like that's
[00:15:33] really hard to maintain. Not necessarily
[00:15:36] all on Airtable swap but just like,
[00:15:38] you know, human nature,
[00:15:39] it's like I'll, I'll reach for the thing
[00:15:41] that's closest to me and not
[00:15:42] necessarily the one that's
[00:15:44] in its perfect little box that's,
[00:15:46] you know,
[00:15:47] with a spotlight on it.
[00:15:48] If the other thing is closer,
[00:15:50] I'm probably gonna go
[00:15:51] there.
[00:15:51] So it's really hard to maintain, a
[00:15:55] single source of truth.
[00:15:57] Especially with Airtable like today.
[00:16:00] You, you can get close with that
[00:16:03] exact inflection of voice.
[00:16:05] Yeah.
[00:16:07] Yeah,
[00:16:08] I wonder.
[00:16:09] Yeah.
[00:16:10] Well, I'm sorry,
[00:16:10] go ahead.
[00:16:11] I was just saying it's good
[00:16:13] to aim for and I think
[00:16:14] different implementations of Airtable can,
[00:16:17] you know, waver off of that
[00:16:19] very easily depending on
[00:16:21] someone's com comfortable
[00:16:22] with the product.
[00:16:25] Yeah, I totally agree.
[00:16:27] I wonder if Airtable sort of
[00:16:28] agrees with Ben because,
[00:16:30] I don't think they're advertising
[00:16:32] on their homepage anymore
[00:16:33] that it's the single
[00:16:33] source of truth.
[00:16:34] But that was their big ad
[00:16:36] or that was their big slogan on
[00:16:38] their home page for a very long time.
[00:16:40] I don't know. I don't remember
[00:16:41] what they changed it to but it's not,
[00:16:42] it doesn't say single
[00:16:43] source of truth anymore.
[00:16:45] Let's see.
[00:16:50] Connect everything, achieve anything
[00:16:53] that's actually better.
[00:16:55] That's much better.
[00:16:56] I
[00:16:57] don't know, it feels very,
[00:17:01] I don't know.
[00:17:02] Anything is possible.
[00:17:07] There should be an asterisk
[00:17:09] of that if you know javascript
[00:17:10] or you use make
[00:17:11] or Zapier.
[00:17:12] Or you, you don't need more than
[00:17:15] a couple 100,000 rows. All right.
[00:17:17] That too.
[00:17:18] All you need to do is add those
[00:17:20] three little asterisks
[00:17:21] at the bottom and we're
[00:17:22] set
[00:17:23] the shell of anything is possible.
[00:17:29] That's right. That's right. Good stuff.
[00:17:31] All right, let's move on
[00:17:33] next one coming from Reddit.
[00:17:36] What missing features
[00:17:37] are a real pain point for you?
[00:17:40] I know we should,
[00:17:41] we should link this,
[00:17:42] you should post on here.
[00:17:43] You're, you're, you've got a list
[00:17:45] running right in the TableForums?
[00:17:46] That's a great idea. Yeah,
[00:17:48] we have a running list
[00:17:49] and one of the Airtable
[00:17:50] engineers told me
[00:17:51] that he is monitoring the list.
[00:17:53] It's up at the top under
[00:17:56] a general discussion I believe.
[00:18:01] Oh there it is pinned list
[00:18:03] your top Airtable feature requests
[00:18:05] here. There you go.
[00:18:08] You got 100 you only put 10 in here.
[00:18:11] So you've got many more to go.
[00:18:14] Many more. I want to give
[00:18:15] other people opportunity.
[00:18:18] Yeah. So this list is being added to
[00:18:22] so good commentary there.
[00:18:24] Yeah, and Reddit. Yeah,
[00:18:26] like this is like one of the most
[00:18:28] active posts on on Reddit.
[00:18:30] It's got almost 60 comments.
[00:18:33] So that's the, that's the thing
[00:18:35] about Airtable is like people love it,
[00:18:37] but there sure is a lot to
[00:18:39] not like as well and want better.
[00:18:42] I
[00:18:43] the first one
[00:18:46] confuses me a little bit.
[00:18:47] Can't auto link records
[00:18:49] between two tables seems
[00:18:50] pretty basic to do.
[00:18:52] You can, you can't auto link
[00:18:54] two records within the same table.
[00:18:56] That to me feels like
[00:18:57] I want that yesterday.
[00:19:00] But why,
[00:19:02] what would be the use case
[00:19:04] for needing to auto link things
[00:19:06] like where you can't
[00:19:07] just
[00:19:09] I think what they want is not to
[00:19:12] rely on the,
[00:19:13] the value that you type in to be
[00:19:15] the primary key.
[00:19:16] I think they wanna say like
[00:19:18] use any other field other than the
[00:19:21] primary field
[00:19:22] because that you could do that
[00:19:24] in most other implementations.
[00:19:27] Yeah,
[00:19:28] yeah, I'm willing to let that one go,
[00:19:30] but I do think we need a auto link within
[00:19:33] the same table. It just seems
[00:19:35] weird that they haven't
[00:19:37] figured that out yet.
[00:19:38] I think what they want to do is
[00:19:40] a join table where you've got
[00:19:42] the middle one but
[00:19:43] from one of them basically
[00:19:45] create that join
[00:19:47] and that second link all in one
[00:19:49] spot
[00:19:51] that, that's my guess
[00:19:53] based off of this, this
[00:19:54] join.
[00:19:57] So yeah, lots of,
[00:19:58] lots of other stuff,
[00:20:01] Scott. What's your favorite?
[00:20:02] What's on your,
[00:20:03] what's on the top of your list?
[00:20:04] Is it still
[00:20:06] is it still oh, those, yeah,
[00:20:09] probably. Let me see.
[00:20:11] What was my number one.
[00:20:14] Column header, title wrapping.
[00:20:18] Yeah, that's more of a cosmetic thing.
[00:20:20] A lot of my clients have like really wide
[00:20:22] columns
[00:20:23] and it's just a checkbox,
[00:20:25] you know, just to explain what it is.
[00:20:27] Especially if they're doing a lot
[00:20:29] of like numbers, you know,
[00:20:31] and it's like,
[00:20:32] you know, they really need to see
[00:20:34] the full title to know like
[00:20:35] not just for
[00:20:36] columns but for
[00:20:37] not just for checkboxes,
[00:20:38] but for numbers also.
[00:20:40] I think one of the big ones for me is
[00:20:45] I'd really love number six there,
[00:20:47] the dynamic choices
[00:20:48] and linked record fields,
[00:20:49] your product On2Air forms
[00:20:51] allows that which is awesome
[00:20:53] that gives you the ability to
[00:20:56] like in one field,
[00:20:57] let's say you're choosing
[00:20:59] like the make of a car,
[00:21:00] I think, like make and model
[00:21:02] of a car, two different fields.
[00:21:03] In the first column,
[00:21:04] you could choose the make.
[00:21:05] So you choose Toyota,
[00:21:06] but then by the time you get to
[00:21:07] the second column,
[00:21:08] which is the model, it only shows you
[00:21:11] the models that
[00:21:12] are
[00:21:13] Toyota models.
[00:21:14] So
[00:21:16] you know, it guides somebody
[00:21:17] through the process
[00:21:19] in two different fields.
[00:21:20] So that's an incredible feature
[00:21:22] of On2Air Forms which my clients love
[00:21:24] and it, it, but it would be cool
[00:21:26] for that to be natively built into the
[00:21:28] product.
[00:21:29] Yeah,
[00:21:30] I
[00:21:31] think that might be what the Reddit
[00:21:33] comment might be referring to.
[00:21:34] It's kind of that double layer linking.
[00:21:39] Somewhat related
[00:21:40] the conditional look up,
[00:21:42] conditional roll up and conditional
[00:21:44] counts can be like all right,
[00:21:47] only count these records
[00:21:48] if that record's value
[00:21:50] for whatever field is X Y or Z.
[00:21:52] But they can't
[00:21:53] include conditions for the record
[00:21:56] in which
[00:21:56] you're linking. So
[00:21:58] it would be great if like
[00:22:00] you could have a look up
[00:22:01] that says, all right, here's all the,
[00:22:03] the Camry models that we have in stock,
[00:22:05] but I'm only looking for the year,
[00:22:07] I don't know, 2016
[00:22:09] because the record I'm linking to says
[00:22:11] 2016, that's not something
[00:22:13] you could currently do.
[00:22:14] So
[00:22:15] I think it all sort of
[00:22:17] goes into dynamic choice
[00:22:19] in being able to get that
[00:22:22] in there outside of just
[00:22:24] automation conditions
[00:22:25] which allow you to, you know, do it,
[00:22:27] you know, pretty well.
[00:22:28] But it's not filtered through
[00:22:30] other pieces of the
[00:22:31] product.
[00:22:33] Yeah.
[00:22:36] Yeah, definitely. I mean,
[00:22:38] that's the thing with a product like this.
[00:22:40] Like
[00:22:41] I do give empathy to the
[00:22:43] development team at Airtable of
[00:22:46] so many requests.
[00:22:47] So many use cases
[00:22:49] like the challenge of trying to prioritize
[00:22:52] features is daunting,
[00:22:53] I would imagine on their part.
[00:22:56] Yeah,
[00:22:57] it's a pretty solid list there,
[00:22:59] Scott though. I have to say,
[00:23:00] I, I agree with everything on that list.
[00:23:03] I think he did a good job
[00:23:05] of having some things that are simple,
[00:23:06] cosmetic things that shouldn't
[00:23:08] realistically take a whole lot
[00:23:10] of lift on their
[00:23:11] part to implement.
[00:23:12] And some things that are difficult
[00:23:14] to do like the, you know,
[00:23:16] dependent choice is, is hard to do.
[00:23:19] But you did a good balance
[00:23:21] instead of 10 things that are like
[00:23:24] throw the whole thing out
[00:23:26] and start over or 10 things that are like,
[00:23:28] I want more green.
[00:23:31] Sometimes you want a mix
[00:23:34] the,
[00:23:35] the automation error notifications,
[00:23:37] that would be
[00:23:38] amazing to pick whoever
[00:23:40] receives those.
[00:23:41] But I also want the ability to search
[00:23:43] through
[00:23:45] automation runs the history.
[00:23:47] You can't do anything with it.
[00:23:49] If you think something
[00:23:50] happened three days ago
[00:23:51] and maybe that automation
[00:23:53] runs like every 15 minutes
[00:23:54] you've got to scroll,
[00:23:55] scroll, scroll, scroll.
[00:23:55] And then
[00:23:56] guess.
[00:23:57] It's just ridiculous.
[00:23:59] Yeah, that's a thing.
[00:24:00] You also can't search for the name
[00:24:03] of an automation.
[00:24:04] That left side panel does
[00:24:05] not have a search bar.
[00:24:07] Even though I think the limit
[00:24:09] for automation is also 50.
[00:24:10] Yeah,
[00:24:11] that's a lot to scroll through.
[00:24:13] And you know, they're all made,
[00:24:16] they might have long names.
[00:24:18] I'm just saying search bars,
[00:24:19] put them everywhere and not all
[00:24:21] of the search boxes
[00:24:22] in Airtable have an X
[00:24:24] icon to clear out your search.
[00:24:25] Sometimes you have to
[00:24:27] select all your text to
[00:24:28] delete.
[00:24:29] Why?
[00:24:31] Why?
[00:24:33] Why?
[00:24:34] My
[00:24:35] Yeah, I got
[00:24:36] one person needs to go through
[00:24:38] and just make everything
[00:24:39] consistent through the
[00:24:40] product
[00:24:42] like in interfaces. You know
[00:24:43] that sometimes
[00:24:44] you can drag things like in the
[00:24:45] right margin there.
[00:24:46] Sometimes you drag things from the right.
[00:24:48] Sometimes you drag things from the left.
[00:24:50] Sometimes it's just an eyeball
[00:24:52] to show and high things.
[00:24:56] It's like a little green slider.
[00:24:58] Sometimes it's an eyeball.
[00:25:00] Interfaces is all over the place for me.
[00:25:03] I love them. I use them all the time.
[00:25:04] But there's so many little things
[00:25:06] that are inconsistent that bother me so
[00:25:09] badly. Like, even with the new layouts,
[00:25:11] like the new, like list
[00:25:13] and gallery and kind of be
[00:25:15] layouts, like when you pick
[00:25:16] from the top
[00:25:17] of when you're creating a new one,
[00:25:18] they're at the very top.
[00:25:20] You can't,
[00:25:21] you can't drag any other
[00:25:22] elements onto those pages.
[00:25:24] And you, like, if you create one
[00:25:26] and then the opposite,
[00:25:27] when you do create a
[00:25:28] page that's blank or whatever
[00:25:29] and you drag a list view on,
[00:25:31] you don't have any of
[00:25:32] the new features that come with the list.
[00:25:34] If you had just started with the list
[00:25:36] view,
[00:25:36] it's just
[00:25:37] why can't they be the same?
[00:25:41] Yeah, no one knows. No one knows.
[00:25:44] There's a lot of things
[00:25:46] that I do nowadays in
[00:25:47] Airtable that I'm like,
[00:25:48] I don't know how I would
[00:25:49] possibly do this without an
[00:25:50] interface. Like it is a truly great thing
[00:25:53] that they've added to the product.
[00:25:54] And then every now and again, I'll look at
[00:25:57] what you,
[00:25:58] you know, the experience of actually
[00:26:00] building an interface and I'm like,
[00:26:01] hm,
[00:26:02] decisions were made
[00:26:03] and I don't know if I agree.
[00:26:07] Absolutely.
[00:26:09] Yeah. Very challenging.
[00:26:10] Cool. Let's move on.
[00:26:12] I'll, I'll give my top two.
[00:26:15] I think somebody
[00:26:16] posted
[00:26:19] well, similar to Justin's.
[00:26:21] I want,
[00:26:22] I want extensions inside of interfaces
[00:26:25] then that would open up interfaces a ton.
[00:26:29] And then my other one is
[00:26:31] to fix attachments
[00:26:33] so that you can depend on
[00:26:34] attachments and they reliably
[00:26:36] are always submitted and actually show up.
[00:26:39] So we don't get bugs like this.
[00:26:42] Fair
[00:26:45] a fix and a feature.
[00:26:47] That's what we should do is
[00:26:49] fix and feature.
[00:26:50] You have one thing that you want to
[00:26:51] fix and one feature you wanna add.
[00:26:53] Like a new segment. I
[00:26:55] love that. That's a great idea.
[00:26:58] Cool.
[00:26:59] I might add that.
[00:27:01] All right, let's move on.
[00:27:02] Quick shout out to
[00:27:03] On2Air, our primary sponsor.
[00:27:05] It's an all one tool kit
[00:27:06] to run your business on Airtable
[00:27:07] suite of apps
[00:27:08] that help you do more with your business.
[00:27:11] For today's spotlight,
[00:27:12] I was thinking about what I want to show.
[00:27:14] Next week, I think I said last week
[00:27:16] that this week we would announce
[00:27:18] something.
[00:27:19] I mean it, this time
[00:27:20] next week we're gonna,
[00:27:23] so this week,
[00:27:24] I'll give you a,
[00:27:25] I'll give you an Easter egg.
[00:27:26] I'm not gonna mention it,
[00:27:27] but you can see it right now.
[00:27:29] There's something coming next week.
[00:27:31] But this week, I was thinking,
[00:27:33] what, what could I shout out
[00:27:34] that's unique about,
[00:27:35] about our software and our platform?
[00:27:38] And this thing popped up and I said,
[00:27:40] you know what? We have very good support.
[00:27:42] We're very responsive to our clients
[00:27:45] and I know Scott,
[00:27:46] you can maybe attest
[00:27:47] to working with Hannah.
[00:27:49] I was just gonna say
[00:27:50] that you guys have the best support,
[00:27:52] I think out of all the
[00:27:52] Airtable ecosystem apps
[00:27:54] that are out there,
[00:27:56] it's like it's immediate
[00:27:58] and we actually found like a couple
[00:28:00] of very minor bugs and you guys fix them
[00:28:02] like within like hours
[00:28:04] of us reporting them.
[00:28:05] Yep, I appreciate that.
[00:28:07] Yeah. So we definitely strive
[00:28:08] to provide good support.
[00:28:10] We have chat built in sometimes.
[00:28:12] You know, that takes more work
[00:28:14] on us to, to be that responsive,
[00:28:16] but we value support. And so
[00:28:19] today, for us,
[00:28:20] for this segment, I wanted to
[00:28:21] give a shout out to those
[00:28:23] behind the scenes, helping out
[00:28:24] Mia is our customer support.
[00:28:27] And then Hannah does
[00:28:29] a ton to, to help our
[00:28:30] customers and occasionally
[00:28:32] I'll jump in as well.
[00:28:33] So just shout out to them and,
[00:28:35] and the great support that,
[00:28:37] that we provide.
[00:28:37] So,
[00:28:38] that is something that comes with
[00:28:41] with On2Air. So worth worth giving a
[00:28:43] shout out there.
[00:28:46] All right,
[00:28:47] Scott's going to take us to the future.
[00:28:51] We're gonna learn a bit,
[00:28:52] we're gonna do,
[00:28:53] we're gonna do another segment or
[00:28:55] another show dedicated
[00:28:57] entirely to Chat GP T.
[00:28:59] Scott couldn't make it there.
[00:29:01] And so, so he was already coming on.
[00:29:03] So we figured we,
[00:29:04] we'd give kind of a precursor to that. So
[00:29:06] this is maybe segment one
[00:29:08] of many more to come
[00:29:10] on on chat GP T I think it's
[00:29:12] going to change
[00:29:14] the software realm and so
[00:29:16] we'll get a glimpse into that.
[00:29:17] If you wanna share your screen, Scott.
[00:29:20] Yes.
[00:29:20] All right.
[00:29:22] Excited to,
[00:29:23] to see it. That's right.
[00:29:25] This is our appetizer to
[00:29:28] to the future of A I.
[00:29:31] So hopefully everybody knows
[00:29:32] what chat G PT is.
[00:29:33] We've talked about it
[00:29:34] here.
[00:29:35] I don't think you're sharing yet, Scott.
[00:29:38] Ok. Hold
[00:29:39] on a
[00:29:39] second.
[00:29:41] Good.
[00:29:42] Can you, now? You can see it.
[00:29:44] Yeah. Now we can see
[00:29:45] if you want to switch.
[00:29:46] Oh, cool. Oh, there,
[00:29:48] now we did the mirror thing. Here we go.
[00:29:50] I was like, oh, i
[00:29:51] t's not doing the mirror thing. Ok.
[00:29:53] I'm sorry, Dan, were you?
[00:29:54] You were gonna say something else?
[00:29:55] No, go for
[00:29:56] it.
[00:29:56] Oh
[00:29:57] yeah,
[00:29:58] cool. So, yeah,
[00:29:59] it's so funny because
[00:30:01] we're, we're in such the infancy of
[00:30:04] this chat GP T /A I world. And
[00:30:07] so like what I'm about
[00:30:09] to show you today is,
[00:30:10] you know, we're probably gonna
[00:30:12] be looking at this like a year
[00:30:13] from now and just
[00:30:13] like laughing at this
[00:30:15] is just probably
[00:30:16] just scratching the surface.
[00:30:18] You know what we can do with chat GP T
[00:30:20] but one of my clients
[00:30:22] and Dan, it's the client
[00:30:23] that is heavily using On2Air
[00:30:25] forms and they love On2Air forms.
[00:30:28] They really jumped on this chat G PT
[00:30:31] bandwagon and they are currently going
[00:30:33] through their whole
[00:30:35] all their systems
[00:30:36] and they're trying to
[00:30:38] figure out how they can
[00:30:40] use chat GP t even more
[00:30:42] because what they do,
[00:30:45] is the name of the company is
[00:30:47] Sterling Administration.
[00:30:49] And what they do is they
[00:30:50] provide
[00:30:51] in
[00:30:52] home health care
[00:30:53] for patients.
[00:30:55] So like nurses that come to
[00:30:57] people's homes and stay with them
[00:30:59] overnight or stay with them
[00:31:01] during the day, you know, and
[00:31:02] they feed them and give them their
[00:31:05] medication and bathe them and
[00:31:06] check their skin for any problems that,
[00:31:09] that might be happening.
[00:31:11] And so it's, these are nurses
[00:31:14] that go to people's homes.
[00:31:17] And so they want the
[00:31:19] family members of these patients
[00:31:22] to know what's going on,
[00:31:24] they give them regular daily updates.
[00:31:27] And,
[00:31:29] and they want to let them know
[00:31:30] what's working, what's not working,
[00:31:31] any problems that have happened
[00:31:33] while they're in the field,
[00:31:34] while the nurses are
[00:31:35] at the, at the person's home.
[00:31:37] And so there's a,
[00:31:38] they have a lot of automation,
[00:31:40] they're using make.com
[00:31:41] to do most of their automations
[00:31:43] and,
[00:31:45] and they do tons of different things, but
[00:31:47] I want to zoom in on the chat G PT part
[00:31:50] of what they're doing today.
[00:31:52] So what, so this is a sample
[00:31:55] base that I created. I mean,
[00:31:58] this is actually the base
[00:31:59] they use, but I just put fake data in it.
[00:32:01] And
[00:32:02] so basically,
[00:32:03] here's like a bunch of patients
[00:32:06] and what they've done
[00:32:08] for these nurses is
[00:32:10] which is very cool is they've actually
[00:32:12] created a QR codes for each patient
[00:32:17] and they're not actually using
[00:32:18] interfaces for their nurses.
[00:32:20] I just wanted to show you what,
[00:32:21] you know what the QR code
[00:32:23] would look like.
[00:32:24] And what happens is when the nurse,
[00:32:25] whenever the nurse has something
[00:32:27] to report,
[00:32:28] these QR codes are at the patient's
[00:32:31] homes.
[00:32:32] And so throughout the day,
[00:32:35] the nurse will scan the QR code
[00:32:37] or they can bookmark the URL
[00:32:38] that's linked to
[00:32:39] that QR code
[00:32:40] and it'll take them to a form.
[00:32:42] And this part is still using type form.
[00:32:44] They haven't moved everything over to
[00:32:47] On2Air
[00:32:47] forms yet,
[00:32:48] but they are in the process of doing that.
[00:32:50] And
[00:32:51] so the person will select
[00:32:53] their name from the list. They're,
[00:32:55] they're a caregiver,
[00:32:57] they're a nurse
[00:32:58] and then they choose what they want to
[00:33:00] happen. So they're doing this.
[00:33:01] So the nurses are doing this
[00:33:03] from their phone,
[00:33:03] they'll just scan the QR code
[00:33:05] and they might be making an update.
[00:33:07] If they can also retrieve
[00:33:09] a summary update,
[00:33:10] so they get will get in a text
[00:33:11] message or an email based
[00:33:13] on what happened the day
[00:33:15] before because the nurse who
[00:33:17] came
[00:33:17] before might not have been them,
[00:33:19] they can also get the whole
[00:33:21] week leading up to
[00:33:21] them being there.
[00:33:23] And they can also see the
[00:33:24] most recent notes. So it's very,
[00:33:26] very comprehensive what they can do.
[00:33:28] And so the nurse might be making an update
[00:33:32] and
[00:33:33] this is where they can select,
[00:33:37] oh, I was gonna jump this over here.
[00:33:41] oh, they can do all these
[00:33:42] different things, but
[00:33:44] we click on, make client update
[00:33:45] again and these are all
[00:33:46] the different things
[00:33:47] that they might be logging during the day
[00:33:50] and they also will clock in
[00:33:52] and clock out as well.
[00:33:54] All of this information,
[00:33:55] even though it's starting
[00:33:56] here in type form,
[00:33:57] all of this information gets logged,
[00:33:59] in Airtable and then it gets
[00:34:01] aggregated and there's like
[00:34:03] I was saying earlier,
[00:34:04] there's daily emails,
[00:34:05] all sorts of cool things
[00:34:07] that happen that are all automated.
[00:34:09] And so for today's demo,
[00:34:11] I wanted to show what happens
[00:34:13] with medication
[00:34:14] because they want to monitor
[00:34:15] whether positive things
[00:34:16] are happening during the
[00:34:17] day or negative things.
[00:34:19] And any one of these things
[00:34:20] could have positive and
[00:34:21] negative outcomes
[00:34:23] to them like a meal. They might
[00:34:25] not, they might,
[00:34:26] the patient might
[00:34:27] not have wanted to eat the meal,
[00:34:28] they might have
[00:34:29] thrown up, you know,
[00:34:30] as something bad,
[00:34:31] something bad might have happened in the
[00:34:33] bathroom. Same thing with medication,
[00:34:35] the person might not have
[00:34:36] taken their medication.
[00:34:38] They might have refused it,
[00:34:39] they might have only had
[00:34:41] half of the medication,
[00:34:42] all sorts of things.
[00:34:43] So for this demo,
[00:34:45] we just have three choices here,
[00:34:46] whether the person refused the medication,
[00:34:49] whether all of it was consumed or
[00:34:50] some of it was consumed.
[00:34:52] So basically they would
[00:34:54] do that information or they would,
[00:34:56] I mean, they would fill out that
[00:34:58] information
[00:34:59] and then they would submit it
[00:35:01] and then this information
[00:35:02] would go into Airtable.
[00:35:03] So basically, if we go back
[00:35:05] into the Airtable base here,
[00:35:07] all this information
[00:35:08] from type form gets
[00:35:10] fed into this staging table.
[00:35:12] And so for the purposes
[00:35:14] of this demo,
[00:35:15] we're just gonna focus on this one
[00:35:16] particular patient.
[00:35:18] Her name is Berna Levier.
[00:35:19] And
[00:35:21] you can see that
[00:35:23] all of these updates
[00:35:25] were medication updates.
[00:35:26] Here's where it would be maybe
[00:35:28] something different like a bathroom
[00:35:30] update or an activity update.
[00:35:31] And
[00:35:32] for medication,
[00:35:34] these are the three options that
[00:35:37] were on that type form.
[00:35:38] And then we have some formulas
[00:35:40] here to figure out
[00:35:41] whether it was a positive
[00:35:42] event
[00:35:43] or a negative event.
[00:35:45] And so these are pretty,
[00:35:47] you know, these are pretty easy
[00:35:49] formulas here.
[00:35:50] It figures out what choices they
[00:35:51] chose. Whether it's positive or negative.
[00:35:55] And then this one determines
[00:35:57] the severity of the negative
[00:36:00] or the positive event.
[00:36:02] So for example,
[00:36:03] this person refused the medication.
[00:36:06] So that was a negative one.
[00:36:07] That this column is either negative
[00:36:10] 1,0, or positive one.
[00:36:11] So it's either negative,
[00:36:12] neutral
[00:36:13] or positive.
[00:36:14] So refusing medication
[00:36:16] is negative one and it's really serious.
[00:36:18] So it went all the way
[00:36:19] down to negative four.
[00:36:20] But if somebody only
[00:36:22] took some of the medication,
[00:36:26] actually, oh, that's interesting.
[00:36:27] This is zero. I think that's
[00:36:30] that's actually probably supposed
[00:36:31] to say negative two there actually.
[00:36:33] So I probably didn't
[00:36:34] set up the demo right.
[00:36:36] But so some medication consumed,
[00:36:37] I guess for this demo
[00:36:39] it's gonna be neutral.
[00:36:40] But technically that's,
[00:36:42] that is negative
[00:36:43] but it's slightly negative.
[00:36:44] So really that should say,
[00:36:46] you know, negative two,
[00:36:47] it's not as bad as negative four
[00:36:49] which is refusing the
[00:36:50] medication.
[00:36:51] So then
[00:36:53] what do we do
[00:36:54] with all this information?
[00:36:56] Like we've got all this information.
[00:36:58] This is happening multiple times
[00:37:00] during the day,
[00:37:00] multiple times during the week.
[00:37:02] And
[00:37:03] they actually have some very
[00:37:05] advanced make automations
[00:37:07] set up that look for
[00:37:09] trends. So they would look at like
[00:37:11] the last three days
[00:37:13] in a row that nurses came
[00:37:14] to the patient's house.
[00:37:16] And if the person is trending
[00:37:18] in a negative direction or
[00:37:20] if there were too many
[00:37:21] negative events in a row,
[00:37:22] they will send an alert text
[00:37:25] message to that patient's family.
[00:37:27] So now we're finally getting
[00:37:29] to the chat GP T part of this,
[00:37:30] that's sort of the
[00:37:31] background
[00:37:32] and
[00:37:33] they have started developing
[00:37:35] a whole bunch of chat G PT integrations.
[00:37:38] I think they have about four
[00:37:40] or five already built in,
[00:37:41] but I'm just gonna show
[00:37:42] you one here today.
[00:37:43] So this is make.com
[00:37:45] and so for today's demo,
[00:37:47] what we're gonna do is
[00:37:49] we're only going to be searching
[00:37:51] for one patient,
[00:37:52] we're gonna be searching for
[00:37:53] the one that we're working with
[00:37:54] Berna Levier.
[00:37:56] But in the real automation
[00:37:58] that they have set up,
[00:38:00] it actually does daily
[00:38:01] searches of, of all of all the patients
[00:38:04] that had activity for that day.
[00:38:06] But for today,
[00:38:07] we're just gonna do one patient.
[00:38:09] And so what it's gonna do is
[00:38:11] it's gonna search
[00:38:12] for that person's records.
[00:38:15] And then we're gonna use
[00:38:17] makes text aggregator,
[00:38:19] which will actually take all
[00:38:21] of the records
[00:38:22] that it found for that particular
[00:38:24] patient.
[00:38:25] And it's gonna aggregate them
[00:38:28] into one gigantic paragraph basically.
[00:38:31] And so it's gonna say the date
[00:38:33] and the time of the event
[00:38:35] and it's gonna give the score,
[00:38:37] you know, whether it was zero,
[00:38:39] positive four, negative four,
[00:38:41] negative two plus two, whatever.
[00:38:43] And it'll be a whole paragraph.
[00:38:46] Listing like every single line in that
[00:38:49] paragraph will be a date
[00:38:50] and the score,
[00:38:52] by the way, in the real system,
[00:38:54] they actually list a lot
[00:38:55] more information here.
[00:38:56] They'll actually list
[00:38:58] like a full sentence,
[00:38:59] an English sentence about what
[00:39:01] happened because they're gonna
[00:39:02] actually send out those emails
[00:39:04] and those text
[00:39:04] messages to people.
[00:39:06] And then this is where we
[00:39:08] build in the chat GP T integration.
[00:39:11] So make has chat GP T
[00:39:13] integration and it's super,
[00:39:16] super easy.
[00:39:17] All you do is
[00:39:19] connect your to chat GP T
[00:39:21] using their API your API key with them.
[00:39:24] And then you just type in
[00:39:28] what you wanna say
[00:39:30] to chat GP T just like you would
[00:39:32] when you go to the chat GP T website.
[00:39:34] And so I'm gonna just expand
[00:39:36] this a little bit. So you can see
[00:39:37] and basically you're explaining
[00:39:40] the chat G PT,
[00:39:41] what you want to happen.
[00:39:42] So what we're trying to do
[00:39:44] in this particular situation is
[00:39:47] we want to create a beautiful
[00:39:50] paragraph or two explaining to the nurse
[00:39:54] what times of day and what days
[00:39:57] of the week the patient
[00:39:59] is usually complying the
[00:40:01] most with consuming their medication.
[00:40:04] And so you can see
[00:40:05] what we've written up here
[00:40:06] to chat G PT. So we're taking
[00:40:09] the key from this aggregator
[00:40:11] which is the patient's name.
[00:40:12] So patient name is a patient
[00:40:14] under our nurses care. So in other words,
[00:40:17] this is all the information
[00:40:19] that chat G PT is gonna receive.
[00:40:20] So this is what we typed up.
[00:40:22] We are monitoring for the
[00:40:24] successful consumption
[00:40:25] of medication and we're
[00:40:26] trying to determine the very best times
[00:40:28] of the day and the very best days of the
[00:40:29] week to ensure full
[00:40:30] consumption of medication
[00:40:32] below is a list of the recent
[00:40:34] attempts to give this
[00:40:35] patient medication along
[00:40:36] with the outcomes.
[00:40:37] And then you can see
[00:40:39] the list is down here.
[00:40:40] So this is the text
[00:40:41] that we're pulling from the aggregator.
[00:40:44] And we say the most important part
[00:40:46] of the list below
[00:40:47] is the update score event,
[00:40:48] the higher the number,
[00:40:49] the better the outcome.
[00:40:51] For example, the patient fully
[00:40:52] complied by consuming
[00:40:53] their full medication,
[00:40:55] the lower the number,
[00:40:56] the more negative outcome. For example,
[00:40:58] the person didn't consume
[00:40:59] their full medication,
[00:41:00] the more negative the number
[00:41:02] is the more serious. The problem is.
[00:41:04] So for example,
[00:41:05] this goes on and on,
[00:41:06] but I'll just read a few more sentences
[00:41:08] here.
[00:41:08] So for example,
[00:41:09] if you add up the update score
[00:41:11] event for a particular day of the
[00:41:12] week, that would mean a particularly
[00:41:14] good day for compliance,
[00:41:15] it would be even more impressive
[00:41:17] to figure out which
[00:41:18] times of each day have the
[00:41:19] most.
[00:41:20] And then here's our request
[00:41:22] down at the bottom.
[00:41:23] Based on this data,
[00:41:25] can you please give us
[00:41:26] the overall best day of the week for
[00:41:28] this patient's compliance?
[00:41:30] Beyond that, please break down
[00:41:32] the very best schedule for best medication
[00:41:34] compliance.
[00:41:35] Days of the week
[00:41:36] and times of the day and,
[00:41:38] and please summarize this in a
[00:41:39] professional brief paragraph
[00:41:41] that we can present
[00:41:42] to the patient's family.
[00:41:43] Ok.
[00:41:43] So I read most of that
[00:41:45] probably didn't need to, but
[00:41:46] you get the gist,
[00:41:47] we're sending all of that information
[00:41:50] to chat GP T
[00:41:51] when the information comes back
[00:41:53] to us in this particular demo,
[00:41:55] it's actually gonna put that information
[00:41:58] into a Google document that we have as
[00:42:00] a template.
[00:42:01] It's gonna put whatever comes back
[00:42:03] from chat GP T at the very top
[00:42:05] of that Google
[00:42:05] document.
[00:42:06] I actually don't have that doc
[00:42:08] document template up in a tab,
[00:42:10] but it's just a template in
[00:42:11] Google Docs
[00:42:12] that's waiting for information.
[00:42:14] And then it also gives the whole
[00:42:16] breakdown of date
[00:42:17] and summary for the person,
[00:42:19] for the person's family
[00:42:20] and then it downloads the file
[00:42:23] as a PDF
[00:42:24] and then it attaches it to an outgoing
[00:42:27] email.
[00:42:27] So let's run this and see what happens.
[00:42:30] So, real quickly, we're gonna go back
[00:42:32] here, we see that Berna Levier has 98
[00:42:38] records
[00:42:39] that are medication related.
[00:42:41] So we're gonna run this
[00:42:42] and it should find all 98 of her records.
[00:42:44] So we're gonna run this
[00:42:47] and well, it did one search
[00:42:48] and if we look at that later,
[00:42:50] we'll see that there's
[00:42:50] 98 records in there,
[00:42:52] this summarized all 98 records
[00:42:55] and it's sending it to Chat GP T
[00:42:57] right now. You can see that Chat G PT is
[00:42:59] currently processing all 98
[00:43:01] of those records and it's evaluating,
[00:43:04] it's evaluating them.
[00:43:06] We only sent Chat G PT one request.
[00:43:08] But you can see this actually
[00:43:09] takes a little bit of time
[00:43:11] because it's going
[00:43:11] through 98 different records
[00:43:13] and it's trying to figure out
[00:43:15] what's going on there.
[00:43:20] Very cool.
[00:43:22] By the way, this might error out.
[00:43:25] They are on the free chat GP T plan.
[00:43:28] We're gonna be upgrading
[00:43:29] to the paid one soon
[00:43:30] and we noticed that if we do
[00:43:33] it too often, it will error out. So
[00:43:36] which is,
[00:43:37] which is why we will be upgrading soon.
[00:43:42] Sometimes when it takes really long.
[00:43:44] Like this, this actually should only take,
[00:43:46] like maybe like 10 seconds or less.
[00:43:48] But when it takes really long,
[00:43:50] like this, we might get.
[00:43:51] So we're gonna see what happens here.
[00:43:55] So, is this a process that
[00:44:02] I was just saying
[00:44:03] is this a process that your clients,
[00:44:05] used to do manually
[00:44:06] and saw the opportunity for
[00:44:08] Chat GPT? Or is this something that
[00:44:10] they, you know, thought oh,
[00:44:11] that would be nice.
[00:44:12] But that would take too much of
[00:44:13] our staff's time
[00:44:14] until they thought, oh,
[00:44:16] maybe we could use.
[00:44:18] That's right. That's right.
[00:44:19] It was, it was gonna be
[00:44:20] saying it was gonna be too,
[00:44:21] take up too much of their time
[00:44:23] and it sort of crossed
[00:44:24] their mind in the past
[00:44:25] but, you know, to analyze
[00:44:27] like hundreds of patients
[00:44:29] and thousands of records and
[00:44:30] try to figure out,
[00:44:32] you know, compliance days
[00:44:34] and things like that
[00:44:35] would have taken such an
[00:44:36] extraordinary amount of time
[00:44:38] that when Chat G PT
[00:44:40] came on the market, they were like
[00:44:42] that was when the light bulb
[00:44:44] went on and they saw it
[00:44:45] as an opportunity to set
[00:44:46] themselves apart from their competition,
[00:44:48] saying we can give you more advanced
[00:44:52] information and more insights
[00:44:54] and more analysis
[00:44:55] into your patients than the,
[00:44:58] than the competitors can.
[00:45:00] So
[00:45:01] that was, that was the light bulb moment.
[00:45:03] And so now they're going through all
[00:45:04] their systems
[00:45:05] trying to figure out, oh,
[00:45:07] these things that were nice
[00:45:09] to have in the past now,
[00:45:10] they can actually start putting them in
[00:45:12] Scott. I wanna, I wanna make sure we get
[00:45:14] to the other segments.
[00:45:16] Do you have the output
[00:45:17] maybe you can share?
[00:45:18] We do the output that actually
[00:45:19] normally doesn't take that long.
[00:45:21] They
[00:45:22] let me try running this one
[00:45:24] more time and see if this will go faster.
[00:45:31] Not, no, not too much faster.
[00:45:32] Yeah. Let me show you
[00:45:33] the output from a previous
[00:45:34] one.
[00:45:35] That's so weird
[00:45:36] because I just ran this like
[00:45:37] 10 times before the show
[00:45:39] to make sure that it's run perfectly.
[00:45:42] It's probably because
[00:45:43] I ran it 10 times before the show.
[00:45:45] Live demos always go perfectly. Right?
[00:45:48] I know.
[00:45:49] This is crazy. I was,
[00:45:50] I was like, so impressed
[00:45:52] with how quick this was and how
[00:45:54] perfect this was
[00:45:56] all morning long.
[00:45:58] So,
[00:45:59] yeah, I'll actually show you
[00:46:01] one of the previous ones that I ran.
[00:46:02] So I'm gonna first stop that
[00:46:04] and I'll go through the history here.
[00:46:08] So here's a bunch of the ones
[00:46:10] that I ran this morning. See,
[00:46:12] here's also where it
[00:46:13] errored out a few times.
[00:46:14] So here's one that was successful
[00:46:15] earlier.
[00:46:17] And
[00:46:18] so now,
[00:46:20] when we go here to the Chat G PT,
[00:46:26] oh, maybe it's,
[00:46:27] maybe that's a problem.
[00:46:28] This isn't even opening up.
[00:46:29] Oh, here we go.
[00:46:30] OK.
[00:46:30] So now when you go in here,
[00:46:33] this is what Chat G PT spits out.
[00:46:35] I'll open this up a little bit.
[00:46:36] And it says based on the data,
[00:46:38] data provided
[00:46:39] the overall best day for Berna
[00:46:41] Levier's medication compliance
[00:46:43] is Wednesday
[00:46:44] with a total update score event of
[00:46:46] 12
[00:46:47] to determine the best schedule
[00:46:48] for medication compliance,
[00:46:49] we analyze the data
[00:46:50] further blah, blah, blah.
[00:46:51] And it says that the best times
[00:46:54] are in the morning between
[00:46:55] eight AM and 10 AM
[00:46:56] and early afternoon between
[00:46:58] one am one pm and three PM
[00:47:00] on Wednesdays and Fridays.
[00:47:02] And then we recommend that
[00:47:04] Bernia Levier take her medication
[00:47:05] at these times as
[00:47:06] they have shown the highest
[00:47:08] compliance rates in the data.
[00:47:10] And then
[00:47:11] it will then it created a PDF file
[00:47:13] of that and sent that off to the client.
[00:47:16] I actually sent that off to me
[00:47:18] although I guess, oh,
[00:47:19] you know what,
[00:47:20] you probably can't see my email where I'm
[00:47:21] showing the PDF file.
[00:47:24] But let me just show you,
[00:47:26] let me see if I stop sharing and then
[00:47:30] try sharing again. Let me just see.
[00:47:33] This works here.
[00:47:38] Let's see.
[00:47:41] Oh, no, wait,
[00:47:42] that's not the right one. Here we go.
[00:47:43] So then this is what the email looks like.
[00:47:46] So it's a daily summary report.
[00:47:47] Participant daily summary.
[00:47:51] This is they're actually gonna
[00:47:53] be sending this out weekly
[00:47:54] instead and then
[00:47:54] here's the overall care score.
[00:47:56] This is pulling all this information
[00:47:58] and then down below
[00:48:00] they'll have the daily.
[00:48:01] It's actually not gonna look like this.
[00:48:03] This is actually just for the demo.
[00:48:05] This will actually have a lot paragraph
[00:48:08] of human readable stuff here.
[00:48:09] So, but this is the part of the
[00:48:12] document where that will be.
[00:48:13] So anyways, I couldn't show
[00:48:16] you that happening live, but
[00:48:18] I guarantee it works
[00:48:22] awesome.
[00:48:23] You see the power and,
[00:48:24] and potential to just do things that yeah,
[00:48:27] really weren't possible before. So
[00:48:31] good stuff. Thank you.
[00:48:32] Thank you Scott
[00:48:33] for sharing that we're gonna move on.
[00:48:36] But yeah, we're gonna do in May.
[00:48:38] We're gonna do another,
[00:48:39] we're gonna do another
[00:48:40] show focused entirely on chat G PT.
[00:48:42] I think we'll have three guests coming on
[00:48:45] there. So
[00:48:45] more to come on this exciting
[00:48:48] new world of A I
[00:48:49] that will be taking our jobs.
[00:48:53] All right, Kamille is gonna walk
[00:48:55] through a question.
[00:48:56] This question actually came
[00:48:57] from Reddit right here on inventory
[00:49:00] check in and check out and Kamille
[00:49:03] knows a thing or two about
[00:49:05] inventory check in and check out.
[00:49:07] Oh, you got it there.
[00:49:09] All right. Yeah, for some reason,
[00:49:13] no matter what I'm doing
[00:49:15] in Airtable or who I'm doing it for
[00:49:17] the only two use cases
[00:49:19] that ever get assigned to me
[00:49:21] are scheduling something and
[00:49:23] doing inventory in some capacity.
[00:49:25] I don't know why.
[00:49:27] But I saw this on Reddit and
[00:49:29] it's a pretty simple prompt.
[00:49:32] Inventory check in
[00:49:34] check out system. Basically they
[00:49:37] are wondering if it's possible to do
[00:49:40] an Airtable based
[00:49:42] inventory system
[00:49:43] and there's not a whole lot in
[00:49:45] this post, as you can see,
[00:49:46] it's pretty short.
[00:49:47] So I don't really know the
[00:49:48] particulars of their specific
[00:49:51] use case other than,
[00:49:53] they are going to be
[00:49:55] using QR and Bar codes.
[00:49:57] And
[00:49:58] I just wanted to sort of point out
[00:50:02] I have done a build and a
[00:50:04] series of different extensions
[00:50:06] that all have to do
[00:50:07] with managing inventory.
[00:50:08] And I just wanted to go through
[00:50:11] some just overall,
[00:50:13] how did I set up the base
[00:50:14] in the first place?
[00:50:15] And what might be some things to
[00:50:16] look out for as you're building a system
[00:50:19] in
[00:50:20] Airtable.
[00:50:21] Again, this is gonna change based on
[00:50:23] the particulars of anyone's one use case,
[00:50:27] you might do things a little bit
[00:50:29] differently or may move to do
[00:50:31] certain pieces of this a bit
[00:50:33] more automated.
[00:50:34] But the general sort of idea is,
[00:50:37] if you're familiar with
[00:50:39] working with a relational
[00:50:41] database in general,
[00:50:43] I have one table full of all of my items.
[00:50:46] These are all of the products that I
[00:50:48] will have in inventory,
[00:50:50] but not necessarily each piece
[00:50:53] of inventory by that.
[00:50:54] I mean, I might have 1
[00:50:56] 27 inch monitor
[00:50:58] and I might have five of the 34 inch
[00:51:01] monitor.
[00:51:02] It's important for me to know
[00:51:03] in order to keep stock.
[00:51:05] Now, the first sort of pitfall
[00:51:07] you might run into
[00:51:08] when setting up this sort of
[00:51:09] system is you might have this as
[00:51:11] a number field where,
[00:51:13] I would type in the number five
[00:51:15] and if I get two more in stock,
[00:51:17] I delete five and type in seven.
[00:51:20] But that's sort of difficult to maintain
[00:51:24] through a large system,
[00:51:26] especially if you want to know
[00:51:28] particulars about each
[00:51:29] of those seven or five
[00:51:31] or however many items,
[00:51:32] if you want to know
[00:51:33] the condition of each item,
[00:51:35] when was something checked
[00:51:37] in versus checked out, that's hard to do
[00:51:39] at this level.
[00:51:41] So there is a second level
[00:51:43] of organization, a different table.
[00:51:46] In this case, I've called it assets.
[00:51:48] You might call this table
[00:51:49] your inventory.
[00:51:51] Or SKUs or some other
[00:51:55] term that indicates we are looking at
[00:51:58] one specific real
[00:51:59] world item.
[00:52:02] There's an asset number where
[00:52:05] I've taken the prefix associated
[00:52:07] with each type
[00:52:08] of item
[00:52:09] and then added on to it a unique
[00:52:12] string so that I can tell
[00:52:14] each of these very similar
[00:52:15] looking things apart from each other
[00:52:18] from there. I've included a barcode
[00:52:21] type field which I legitimately forgot
[00:52:24] that there was a field type or bar code.
[00:52:27] Because it, it operates just as a single,
[00:52:30] select a single blind text field in
[00:52:33] practice as you're using the web app. But
[00:52:35] if you expand it out,
[00:52:37] you'll see that you can
[00:52:39] scan barcodes with the Airtable
[00:52:42] app on your phone.
[00:52:43] So that's pretty useful.
[00:52:45] I've used it a handful of times
[00:52:47] for some of the
[00:52:48] implementations I've built in house.
[00:52:51] But just wanna point out that
[00:52:53] like as you're using it
[00:52:54] on the web or you're using
[00:52:55] the desktop app,
[00:52:56] there's not a whole lot of
[00:52:58] functionality that you will see here.
[00:53:00] It's more for when you're using
[00:53:02] the Airtable's own mobile app.
[00:53:05] From there, a couple of things that I have
[00:53:08] done for this particular
[00:53:13] table or how I've set it up.
[00:53:16] You'll see. I'm on a, a filtered view.
[00:53:18] I've named this one Fair and poor
[00:53:20] condition assets.
[00:53:22] A benefit of using Airtable
[00:53:24] is that you can have
[00:53:25] one source of data that being
[00:53:28] your table and then you can have multiple
[00:53:31] different views which filter
[00:53:33] or display that same set of data
[00:53:36] in a couple of
[00:53:36] different ways. So in this case,
[00:53:38] I have a lot of different assets
[00:53:40] that I would
[00:53:41] see if I go to all assets.
[00:53:43] But if I go back to Fair and poor,
[00:53:45] I can really hone in
[00:53:46] on the ones that might
[00:53:47] need replacing.
[00:53:48] That's something that you might
[00:53:50] wanna invest in doing and
[00:53:51] creating a view is very quick.
[00:53:53] You would just click
[00:53:54] create right over here
[00:53:57] and then setting up filters.
[00:53:58] Scott has a wonderful course
[00:53:59] that goes through all
[00:54:00] of the basics of Airtable
[00:54:01] where you get
[00:54:02] the specifics of how to use Airtable.
[00:54:05] But going back into how I've set up this
[00:54:08] implementation.
[00:54:10] There's not a whole lot
[00:54:12] of fields that I I've
[00:54:14] included in the bare bones
[00:54:17] sort of base build for this.
[00:54:20] There's a photo,
[00:54:22] there's some condition notes
[00:54:23] for like, yeah,
[00:54:24] this one has some coffee on it.
[00:54:25] This one is pretty scratched up.
[00:54:28] Here's when I bought
[00:54:30] this particular piece of inventory.
[00:54:32] If I flip back to items really quickly,
[00:54:35] you'll see what's happening is these are
[00:54:37] count fields where it's saying,
[00:54:39] all right,
[00:54:39] look at all of the assets that are
[00:54:41] linked
[00:54:41] and then just count them up.
[00:54:45] I also have a conditional count
[00:54:47] that says, all right,
[00:54:49] count all of the assets
[00:54:50] but only count the ones
[00:54:52] where the status is available.
[00:54:54] Those are
[00:54:57] probably, you're gonna be
[00:54:59] wanting to use conditional counts
[00:55:01] in an inventory
[00:55:01] system. You're probably gonna
[00:55:03] want something similar to that.
[00:55:04] Number of in stock,
[00:55:06] number of available,
[00:55:08] probably number that needs
[00:55:09] replacement. That again would be
[00:55:12] a conditional count
[00:55:13] maybe looking at if it's in
[00:55:14] poor condition.
[00:55:16] Lastly,
[00:55:19] I have a list of
[00:55:22] all of the times that somebody
[00:55:25] took a piece of assets
[00:55:27] out of our system
[00:55:28] and then when they returned it back.
[00:55:31] So this I've built
[00:55:34] systems that do it in one of two ways.
[00:55:36] One where
[00:55:38] each time Kamille took
[00:55:41] this asset out of our system,
[00:55:43] I log both the day that she reserved it
[00:55:46] and the day she returned it on the
[00:55:48] same record. You'll see that here.
[00:55:51] I've also built systems for people where
[00:55:53] Kamille takes out a
[00:55:57] an, an asset from our inventory.
[00:55:59] That's one record
[00:56:00] and then when she returns it,
[00:56:01] that's a second record.
[00:56:03] It really is up to
[00:56:05] you and how you think works best
[00:56:08] for your implementation.
[00:56:09] I think this is much easier to understand,
[00:56:12] and easier to sort of run logs on.
[00:56:16] I know exactly
[00:56:17] what item
[00:56:18] is being returned because it's,
[00:56:20] you only have to link it
[00:56:21] once and you would do
[00:56:22] that here.
[00:56:24] For this particular implementation,
[00:56:27] I have said
[00:56:27] when we gave Kamille the product,
[00:56:29] it was in good condition
[00:56:31] and then she returned
[00:56:32] it in good condition,
[00:56:33] great for her.
[00:56:34] But then there's also down here,
[00:56:37] we gave her this other item
[00:56:39] in good condition on the third
[00:56:41] and then she returned it same day in fair
[00:56:44] condition,
[00:56:44] not so great.
[00:56:46] And then this other time or this is
[00:56:48] some of the types of data you might wanna
[00:56:52] keep track of, especially
[00:56:54] if you anticipate someone
[00:56:56] taking out an item and returning it
[00:56:58] and having something
[00:56:59] about that item change.
[00:57:00] If it's a digital asset,
[00:57:02] you're probably not gonna
[00:57:03] have this problem.
[00:57:04] But if it's a physical real
[00:57:05] world item, which I suspect it might be
[00:57:08] because you're gonna be using uh bar
[00:57:10] codes
[00:57:11] that might be something to
[00:57:14] you know, to look into.
[00:57:16] Lastly, I will say you might have
[00:57:19] noticed on all three of the previous
[00:57:22] tables, there was a process button.
[00:57:24] I have created a custom block
[00:57:27] that is sort of designed to help you,
[00:57:29] run a check in system,
[00:57:31] hopefully a little bit easier.
[00:57:35] What
[00:57:36] you will see on the screen will depend on,
[00:57:39] which of those three different tables
[00:57:42] you clicked on. It'll show you
[00:57:43] different information
[00:57:44] from here. I can really quickly
[00:57:46] add a new unit
[00:57:48] that will create a new linked
[00:57:49] record in my assets table.
[00:57:51] I have one new version
[00:57:52] of the 34 inch monitor.
[00:57:54] I can check out
[00:57:56] one of my assets that are currently
[00:57:58] linked or I can check something back in.
[00:58:01] I will leave it there
[00:58:03] and hopefully that is useful
[00:58:06] from like a very top down view.
[00:58:09] If this isn't already
[00:58:11] on the Airtable universe,
[00:58:12] it soon will be and this
[00:58:14] extension is open source so anyone can
[00:58:17] make use of it.
[00:58:19] Nice.
[00:58:20] Very
[00:58:21] cool.
[00:58:21] Awesome.
[00:58:22] Awesome.
[00:58:24] Yes. The expert on
[00:58:26] inventory and calendars, Kamille.
[00:58:29] I
[00:58:29] don't know how that happened.
[00:58:31] Literally, every single
[00:58:33] when I started working in apple,
[00:58:35] the very first assignment
[00:58:37] was a calendar and
[00:58:38] I think my next one is gonna be inventory.
[00:58:41] Did you tell them that going in Kamille?
[00:58:44] No,
[00:58:47] it's just,
[00:58:48] that's just how my life is. I guess
[00:58:51] we got, we got one more segment.
[00:58:53] We're gonna try to get through.
[00:58:54] You got enough time Alli?
[00:58:56] 5
[00:58:57] minutes or so. OK.
[00:58:58] A quick shout out to our community.
[00:59:00] If you haven't joined,
[00:59:01] join us builtonair.com/join
[00:59:04] and
[00:59:05] join subscribe to our youtube channel.
[00:59:07] We're trying to grow our youtube channel.
[00:59:09] So please subscribe.
[00:59:10] If you haven't already.
[00:59:11] With that, Alli is gonna walk us
[00:59:13] through some best practices.
[00:59:16] All right.
[00:59:18] I'm gonna go through this
[00:59:19] pretty quickly here,
[00:59:21] but it's pretty simple.
[00:59:22] I've just isolated three
[00:59:24] different use cases
[00:59:27] involving errors that I see
[00:59:29] people make a lot or not errors.
[00:59:30] But
[00:59:32] I guess things that people do a lot
[00:59:34] that can cause problems
[00:59:36] in bases as you use
[00:59:37] them and go down the line
[00:59:39] and ways that I have implemented
[00:59:41] to mitigate those
[00:59:42] problems
[00:59:43] that I think are useful
[00:59:45] for everybody to get the hang of.
[00:59:47] So I've put all of us in a database here,
[00:59:50] got myself, Scott, Kamille and Dan.
[00:59:53] And one thing that a lot of people do
[00:59:56] this is my first little use case is
[00:59:59] you, people love to add extra spaces
[01:00:02] on the end of everything.
[01:00:06] Some people you can watch
[01:00:07] them type and like as they're typing,
[01:00:09] they're just like that and then
[01:00:11] move off and as a, as a developer,
[01:00:13] I'll be like
[01:00:14] no like
[01:00:17] and, but it happens and I'm so
[01:00:19] surprised how common it is
[01:00:21] and so it happens all
[01:00:22] the time. I see it almost every day
[01:00:24] when I'm working with clients.
[01:00:26] And so what that will do
[01:00:28] and Airtable is pretty cool
[01:00:29] because they'll actually,
[01:00:30] you can't really see
[01:00:32] that extra space here.
[01:00:33] It kind of hides it for you.
[01:00:34] But if you expand that record,
[01:00:36] you can see there are two spaces here
[01:00:39] and that will come into problems.
[01:00:41] And that's sorry,
[01:00:42] I should have started with,
[01:00:44] I have a formula here.
[01:00:45] That's just chaining these
[01:00:46] things together with a
[01:00:47] space in between.
[01:00:50] That can cause issues
[01:00:51] if you actually copy this.
[01:00:53] And if I go to
[01:00:55] my event attendance page here,
[01:00:57] which we'll get into in a few
[01:00:59] and I paste it, this will work because
[01:01:02] I'm copying it from Airtable into
[01:01:04] Airtable.
[01:01:05] But let's say I actually type
[01:01:07] my name
[01:01:08] Alli Alosa
[01:01:09] with just one space.
[01:01:11] Let's say I'm importing a spreadsheet
[01:01:13] from somewhere else that somebody has
[01:01:14] given me.
[01:01:15] If I paste that here,
[01:01:19] that will not work. I've just
[01:01:21] hit command V or control V
[01:01:23] and it won't do it because Airtable
[01:01:25] is expecting
[01:01:26] there to be two spaces.
[01:01:29] So if I do two spaces here and paste it
[01:01:31] that will work. So it
[01:01:34] causes some problems.
[01:01:36] So my first little best practice that I do
[01:01:40] is I take and this is I highly
[01:01:42] recommend using the trim function.
[01:01:44] Always you use the trim function in your
[01:01:46] primary field.
[01:01:49] I actually use it multiple times.
[01:01:51] I use it three times when I'm trying to
[01:01:53] chain the first name
[01:01:55] and last name together.
[01:01:58] I'll trim the first name, right?
[01:02:01] I will trim the last name.
[01:02:04] So if there's a trailing space
[01:02:06] on either the first
[01:02:07] or the last name that will go
[01:02:08] away, then I trim the entire thing
[01:02:11] again. Because if I only have a first name
[01:02:13] entered or if I only have a last name
[01:02:15] entered this space in the middle
[01:02:18] is gonna get in the way. Still.
[01:02:20] Clever, clever.
[01:02:21] I, this is my formula I use
[01:02:23] for basically all my people tables.
[01:02:26] I have
[01:02:27] trim the whole thing, trim
[01:02:29] the first name, trim
[01:02:30] the last name all together,
[01:02:32] that is my best practice
[01:02:33] for the for people and trimming.
[01:02:38] And also just really for any
[01:02:39] kind of asset.
[01:02:40] It's helpful to use that trim
[01:02:42] function.
[01:02:43] If you're doing a formula
[01:02:45] in the primary key, especially
[01:02:48] the next short little
[01:02:50] one I'm gonna go into is
[01:02:52] turning dates and date time format.
[01:02:56] So here I've got
[01:02:58] this events table,
[01:02:59] we've got poker night set up
[01:03:01] that happened last week.
[01:03:02] It didn't actually happen.
[01:03:04] But
[01:03:05] here I've got a formula
[01:03:07] again for my primary field
[01:03:09] where I am concatenating
[01:03:11] or chanining together
[01:03:12] the event type plus a little dash
[01:03:14] and then I'm formatting this date field
[01:03:17] as you know, M MD D Y Y Y Y to be
[01:03:20] friendly.
[01:03:21] The problem with doing this
[01:03:23] is if I add a new record,
[01:03:25] I'm just gonna get hashtag error
[01:03:28] and that's because
[01:03:29] I don't have a date yet. Here.
[01:03:32] Let's say I want to put auction here.
[01:03:34] It's gonna be a new event I'm planning,
[01:03:37] I'm not gonna see the word auction
[01:03:39] because I haven't yet entered my date.
[01:03:41] Maybe I don't know what the date is yet.
[01:03:43] I still want to know that I'm planning
[01:03:44] an auction.
[01:03:45] Furthermore, if I try to link to that
[01:03:49] from somewhere else, that's just gonna
[01:03:52] mess up everything from here on out.
[01:03:56] we'll see error
[01:03:57] throughout the entire base.
[01:03:59] So best practice
[01:04:00] with that is to wrap it in
[01:04:03] an if statement.
[01:04:04] And actually I would put the,
[01:04:05] if statement here before the
[01:04:06] little dash,
[01:04:08] I wanna say only if I have a date,
[01:04:12] then I wanna do the rest of this formula.
[01:04:15] So Airtable is cool.
[01:04:17] You don't need to say anything
[01:04:19] about is blank or equals
[01:04:20] blank
[01:04:21] or anything. This inherently
[01:04:23] will be computed
[01:04:25] as if there is anything in the
[01:04:27] date field,
[01:04:28] then continue forward.
[01:04:31] And once I do that
[01:04:34] now I will just see auction.
[01:04:36] I could,
[01:04:38] if I wanted to move this
[01:04:41] to here,
[01:04:43] and then maybe put a TBD instead.
[01:04:47] So then I'll will have,
[01:04:49] if there's a date,
[01:04:50] then I wanna format that date.
[01:04:51] Otherwise I want it to just say TBD.
[01:04:55] So
[01:04:56] always use an if statement
[01:04:58] when trying to format a date.
[01:05:01] That is
[01:05:02] my next little thing.
[01:05:04] Finally,
[01:05:06] I I'm gonna talk about
[01:05:08] something pretty similar,
[01:05:10] let's say I wanted to get
[01:05:11] the average ticket price,
[01:05:12] like, let's say I've got a
[01:05:14] special running. So
[01:05:15] I
[01:05:16] actually did set this up where
[01:05:18] Scott Scott got to pay $75
[01:05:20] for poker night.
[01:05:20] Whereas the three of us each had
[01:05:23] to fork over 100 bucks. Wow,
[01:05:24] thank you for the discount.
[01:05:26] Absolutely.
[01:05:28] So, let's say I want to get the,
[01:05:30] average ticket price out of this.
[01:05:34] and I'm actually gonna go and remove
[01:05:36] that attendee from the auction.
[01:05:41] Let's say I want to
[01:05:44] this is not the best use case
[01:05:46] because if there's an attendee
[01:05:47] or whatever.
[01:05:48] So let's say we're dividing to
[01:05:51] fields.
[01:05:53] And I just say,
[01:05:55] you know, ticket sales divided by
[01:05:59] attendee count,
[01:06:02] I'm gonna get,
[01:06:03] and if I flip that too
[01:06:06] currency,
[01:06:07] I see N A N here because
[01:06:09] you can't divide things by zero.
[01:06:12] That's gonna say not a
[01:06:13] number that's undefined.
[01:06:15] It's not possible to do
[01:06:17] in math because math.
[01:06:21] Again, just like I did
[01:06:22] with the date field,
[01:06:24] I would wrap
[01:06:25] all of my division fields
[01:06:27] with an if statement.
[01:06:29] So I'm saying only if I have
[01:06:31] that divisor
[01:06:33] and
[01:06:34] I wanna continue forward.
[01:06:37] So this will create
[01:06:40] just leave it blank
[01:06:41] and this is really helpful
[01:06:43] because if I undo that
[01:06:45] you can see the sum
[01:06:47] at the bottom here becomes N A N.
[01:06:49] If I have any N A N in the
[01:06:51] entire column,
[01:06:52] you're not gonna be able to see
[01:06:54] the sum of what you're actually
[01:06:56] making or the
[01:06:57] average or anything,
[01:06:58] it's always gonna say N A N.
[01:07:01] So it's good to wrap your
[01:07:04] devising or anywhere where
[01:07:05] you're dividing by a number,
[01:07:07] make sure you're
[01:07:07] wrapping that in an if statement
[01:07:10] to avoid that and be able to still
[01:07:12] have your summary totals at the bottom
[01:07:16] and that's it. Three little quick,
[01:07:18] little best practices that I find
[01:07:19] really help to keep things clean
[01:07:22] in a base and avoid issues later on.
[01:07:24] Yeah. Very cool.
[01:07:26] Very good stuff. Yeah,
[01:07:28] fundamentals. I like it.
[01:07:30] Excellent.
[01:07:31] I love it.
[01:07:33] Thank you Alli. And Kamille to drop off.
[01:07:35] Thank you Scott for joining us.
[01:07:37] Always good to have you on.
[01:07:39] Thank you
[01:07:40] and we will see everybody
[01:07:42] next week on the show. Take care.
[01:07:44] Bye bye bye,
[01:07:46] see you.