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How To Automate In Airtable
3K views
May 21, 2024
Discover how to automate tasks in Airtable with this step-by-step tutorial. This video covers everything you need to know about setting up automations, from creating triggers and actions to integrating with other apps and services. Ideal for beginners and advanced users, you'll learn how to streamline your workflows, save time, and enhance productivity using Airtable's powerful automation features.
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how to automate in Airtable. Hey guys, welcome back. In this video, I'm going to show you how
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you can automate your Airtable and how you can manage your projects better, create automations
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to save your time and get more productive. So let's get into it. Firstly, you can go to
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airtable.com and you will land on this website right here. So Airtable is a project management
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software that also gives you an automation platform. It has the easy interface and then
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we have collaboration, available integrations and much more. So you need to sign up and you can get
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a free trial here. So signing up process is going to be really easy. You can sign up with your
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Google account or using your email address. After the initial sign in or sign up to your Airtable
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this is where you will get. So I have opened up my project. You can see this is one of the projects
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that I created inside your project. We have all of our different tasks. We have our views here
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We have create option where you will be getting all of the views again. We have an overview. We
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have extensions. So we will focus on the automation part today at the top right here on project. We
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have the data and then we have automations. So you're going to switch to the automations here
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and you can create different types of automation here. Let Airtable do the work for you by automating
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your most common task. So let's create our automation here for an automation. First
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you're going to select if you want a reminder, if you want an email reminder, if you want a slack
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message, then you can actually use these two options here. Then we have sent a weekly digest
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or update a record. So these two options are available to now I'm going to create my first
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automation. So it says automation one, but I'm going to rename it because I'm creating a, you
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know, a schedule automation. Let's call it test so that I have the idea that this one was the video
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OK, so we have a test right here. Now we have to enter a trigger for the automation. Click on add
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trigger and we have different types of triggers that we can add. We have been record matches
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conditions when a form is submitted, when record created, when record updated, scheduled time
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when webhook received anything like this. So what I'm going to do is I'm going to click on
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add scheduled time. So here we have our automation and we need to add the time here, of course
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So what what is the interval time? It's going to be in hours right here. And I'm going to add
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the timing. So it depends on the type of trigger you're adding. I am adding a scheduled time trigger
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So you will enter the time here. I'm going to go with two hours. Let me have starting and ending
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time. So you can see at a scheduled time every two hours and something like this. So this actually
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happens every, where is it, every six hours. Yes. So here we have the time. Now we have to enter an
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advanced logic or an action so we can actually add the action here now. Conditional logic or the
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repeating group. Now there are two types of automation we can go for. There are some conditions
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we can add. For instance, sometimes there are going to be certain condition that will ask my trigger
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to run differently or give the different reminder. So you can add a condition here or you can just
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simply go with the repeating group, run the same action on every item in every list. So I'm going
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to go with the conditional one here. In the conditional logic here you will enter a condition
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So you have to select. I'm going to go with the actual trigger time or the accepted trigger. So I
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am going with an actual time and then we have to enter the date. So what happens is exact date here
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you can add or you can select a new date. So I'm going to go with this one right here. So now we
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have a conditional trigger here. If you do not want to go with the conditional then you can just
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switch to the you can delete this group and you can create the simple one which is going to be
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the repeating group. So once you do that you can see repeat for every list and then you will add
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the action. Now what is going to be the action? Create a record, send an email, find records or
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update. So I'm going to go with send an email because I want to receive an email every time
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we have added a new you know data right here. So for that I need an email and that's actually kind
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of like done. I want that email every six hours. I want the update because I need to check my
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you know A table again and again every day. You know every hour. So I don't want that. I just want
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to receive an email so that I can access it really easily and it will notify me. So this is how you
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create it and then you can turn it on from here. After that all you have to do is just add the
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configuration here. You can add the subject and message too. So the automation within Airtable is
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actually pretty advanced and really impressive. We can even add different attachments to it. We can
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add messages. The messages are actually coded. So this is the automation. The automation on Airtable
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is very impressive and high level. So you can see we can enter a subject. So for the subject again
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you can add any kind of data here for the subject. Then we have the message which is going to be the
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coded. Then we have attachments and we have a test step. Click on generate a preview and it will
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generate a preview for you so that you can test your automation that you have. Click on test
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automation right here and it will you know create a test for you where you can check if the automation
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is working or not. So this is a simple automation. I can go to my automation list and it shows me
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the list that I have created. This way I can actually create more than one automation. Of
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course this is the automation that we have but I can maybe save this one and then we will create
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another one. Let's create a different automation this time. So I'm going to add a trigger. So the
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trigger this time is going to be a simple when a record is created. So once I add it here then we
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can select the table. So I'm going to go with my tasks timeline and assign a table. So once I add
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it right here then we have to add an advanced logic. So here I'm going to add in the conditional
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logic here. In conditional I'm going to run an action in this group if. So the task yes contains
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What does it contain? I'm going to go with the new tag. Whenever there is a task with the new tag
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that means the record is created. There is a new task created and what will happen is I will get the
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automation. So here I'm just going to click enter and it will be added. Now we can add the action
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So when a record is created and it has a new tag then what we need is we need to update the record
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So I'm going to click on update record here. So after that again we can add different labels here
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in the description. In configuration if task contains new tag we're going to select the table
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We're going to select the record id. So I'm going to go with this one right here
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Choose the field. In field we can go with name status and more. So we're going with the status
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and we're going to select planning. Now we will click on generate a preview and the preview for
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this action will be generated. This way I will have an idea that how this automation is going
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to look and how it will work. Then we will activate it. So now you can see it's activated
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and a record will be updated once it's created here. So this is my automation one but I can call
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it anything I want to. Now I can create more automation from this option right here which
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says create automation. Then we have create section. We can create different sections and
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add our automations, different automations into one section and create folders like this so that
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we can organize it better. Adding properties for an automation is actually really important and
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it's easy too. So it may seem a little complicated to you but it's actually not. You just have to
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enter the data and select the different records that you have. So make sure your you know different
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statuses and planning so you just have to choose according to the project that you have created. I
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have a tracking project right here so that is why I'm seeing all of my labels and descriptions right
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here. We again have the test automation option here and run history. We can turn off an automation
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anytime we want to and we can deactivate it if you do not want to work on this. So here we have
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our automation list and it will show me the automations that I have already created. Switch
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to automations right here and Airtable will allow you to save time and you will be able to organize
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your data better, get updates, reminders, emails, anything you want to and Airtable will help you
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with that. Get punctual, save time and of course get more productive. This brings us to the end. I
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hope that I was a big help and now you know how to automate Airtable. Don't forget to give this
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video a big thumbs up, leave a comment down below, turn on bell notification and subscribe to YouTube channel