Prerequisites

  1. Active Airtable API key.

  2. Airtable set-up according to the guidelines mentioned below in section Setting up your Airtable.


Setting up your Airtable

Before getting started, you’d need to set up your table in a certain way for the Bot to be able to work with it. Please follow the below steps or guidelines to make sure your table is set up as expected by the Bot.

⚠️ First 2 Rows

You must fill in the required column names in the first row and some dummy data in the second row, like in the picture shown below.

⚠️ 50 Columns Only

As of now, we only support up to 50 columns in a table. We'd be unable to use any column post the 50th column while setting up the Bots.


Triggers

⚡️ New Record

Description: Triggers every time there is a new row in the specified base and the table. Optionally, you may specify the view of the table too.

Unsupported items: As of now, we only support fields of type 'View' which means grid, form, calendar, gallery, and kanban.

⚡️ Updated Record

Description: Triggers every time something is modified in an existing row. You would need to specify the base and the table in which the Bot will look for modifications. Optionally, you may specify the view of the table too.

Unsupported items: As of now, we only support fields of type 'View' which means grid, form, calendar, gallery, and kanban.


Actions

✅ Add a Record

Description: This action is used to add a new record to the specified base and the table. You would see the column headers/titles being loaded only after you select the base and the table.

✅ Search Records

Description: This action is used to fetch a single record from the specified base and the table. To fetch a record, you need to specify the base, table name, and then the search criteria as shown in the below screenshot.

  • Search by Field: You need to specify a column name in which the Bot will look for a Search Value.

  • Seach Value: You need to specify the search term/keyword and the Bot will look for this in the column you selected in Search by Field.

✅ Update Record

Description: This action is used to update/modify an existing record in the specified base, table, and record ID. Here, Record ID is the only option to be able to update an existing record in your table.

  • Record ID: Record ID is a unique alphanumeric identifier given by Airtable to each of its rows in all the tables present. This basically means every row present in the table has a unique record ID.

To update a record, we need to first find the record ID. We will be using the Search Record action to find the record to be updated. You can simply click the Search button highlighted in the below screenshot to use the Search Record action.

Since the Search Record action has now been added to the Bot, we will map all the relevant input fields under the Search Record action and will drag the record ID from there as shown in the below screenshot.

✅ Delete Record

Description: This action is used to delete an existing record from the specified base, table, and record ID. Here, Record ID is the only option to be able to delete an existing record from your table.

To delete a record, we need to first find its record ID. We will be using the Search Record action to find the record to be deleted. You can simply click the Search button highlighted in the below screenshot to use the Search Record action.

Since the Search Record action has now been added to the Bot, we will map all the relevant input fields under the Search Record action and will drag the record ID from there as shown in the below screenshot.


Common problems with Airtable integration

❗️ How do I use Linked Records in the Bot?

In order to map a value to any input field which is a linked record, you need to pass the value's record ID, and not the value indeed. To fetch its record ID, we need to use the Search Record action as shown here. You may refer to more information about Airtable linked records here.

❗️ Error: INVALID_MULTIPLE_CHOICE_OPTIONS Insufficient permissions to create new select option "In Progress". I am using Add Record action.

This error occurs when you pass a value to a field in your Bot that doesn't exist in your Airtable base or table. Please ensure that the value you are passing to the field exists in your Airtable base.

❗️ I cannot see all my columns listed under output fields. I am using the New Record trigger.

As of now, we only support fields of type 'View' which means grid, form, calendar, gallery, and kanban.

❗️ My Bot does not trigger/work. I am using the New Record trigger.

This usually happens when you do not have the first 2 rows filled in your table. Please ensure you are following the guidelines mentioned here.

❗️ I do not see all my fields/columns under the dropdown Search by Field. I am using the Search Record action.

As of now, for our Search Record action, 'Search by Field' will not be applicable on ‘multipleSelects’, ‘singleCollaborator’, ‘multipleCollaborators’, ‘multipleRecordLinks’, ‘multipleAttachments’, ‘formula’, ‘rollup’, and ‘lookup’ fields.

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