How to Create and Manage Recurring Tasks in Airtable ⚡ Full Automation
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- Опубликовано: 28 июл 2024
- Task management doesn't have to be hard in Airtable. This tutorial walks through the steps to organize tasks and includes a step-by-step guide for creating recurring tasks automatically. Get more organized with these tips! 👇
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Table of Contents: 📖 👇
00:00 - What this video covers
01:35 - Creating a Task Table
02:09 - Linking to Sub Tasks
03:15 - Categorizing Tasks
04:17 - Include the "Type" in the Sub Task
04:44 - Due Dates and Completion for Sub Tasks
05:29 - Template for Recurring Tasks
07:20 - Last and Next Dates for Automation
12:15 - Build the Automation
16:53 - Conditional Action for multiple occurrences
18:57 - Testing the Automation
20:02 - Update View to filter current data
20:57 - How to Get More Help!
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Software Resources (may contain affiliate links): 💻 👇
Airtable - airtable.com/invite/r/v0eI3ASY
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Thank you for all your videos! For me, you are the best channel with Airtable tutorials!
Nice job. I’ve been making recurring events for a long time, but I never thought to do it this way.
thanks for the vid i didn't realize how powerful formulas are
Glad you found it helpful - they can be difficult to write, but they are so powerful!
Thank you Gareth!
Totally lost in creating a simple revolving note with the over complicating of the sub tasks, it would be really great if you could show how to make a simple weekly and monthly recurring task without the complicated subtasks.
can you do this without the sub tasks - it over complicates things and makes it super difficult to create a simple weekly revolving taks
Masterclass !
Thanks!
Can you do all the automation steps if you were to just have a tasks list without the subtask list? I wasn't sure if the subtasks list was a necessary step or just used as an example.
Awesome
Glad it helped
That's like magic witchcraft. Thanks for the tutorial! Moved me to Level 3 Airtable Mage.
If my legacy is helping folks level up their magic, that sounds like a huge win to me! 🧙♂️
@@GarethPronovost I think your new tagline could be: Leveling Up Your Magic / Stopping Operational Nonsense Since 2019
@@ChristineBenton 🎉🔥😂
Hi Thanks for this video this has really helped me but i got stuck with something like I am creating an airtable automation for recurring task for weekly, daily, monthly, 3 times per week and twice a month for this as explained in the video next to perform date i used this formula
DATEADD({Due Date},SWITCH(Frequency,'DAILY',1,'WEEKLY',7,'MONTHLY',30,'TWICE A MONTH',15,'3 TIMES PER WEEK',3),'days')
It works perfectly well for daily, weekly and monthly, twice a month but it doesn't work for 3 times per week because i want days like(Monday, thursday and sunday)
can you please help me with the formula
I don’t have ‘Create record’ as an available Conditional Action- only update record, find records, run script
Hey, Thanks for the video very helpful! my question is how can I make the next coming tasks show up in the timeline of my tasks?
Build a timeline that shows your tasks and they'll be on there!
Very useful!
But how to avoid having 5 actions added for a task which needs to be performed 5 times daily?
Is there a way to loop and create X records based on a dynamic number?
Perhaps this could work….
Create two new fields in the subtasks table. One for ‘Times per day’ and another as ‘Counter.
In the automation, leave out adding the additional subtask record if the condition ‘Five Times a Day’ is met. Create just ONE new record.
Add if the condition is met that it is ‘Five Times a Day’, the new record you just created in the Subtasks table would get a ‘5’ added to the ‘Times per day’ and a ‘1’ to the ‘Counter’ fields.
Create a second automation using the trigger of a subtask is marked as complete and has a ‘Times per Day’ of 5 yet ‘Counter’ less than 5. With this trigger, create a new duplicate record but now the ‘Counter’ is 2 out of 5. So everyday only ONE subtask is added at a time (1 out of 5). Then you check it as complete and a new one is created (2 out of 5). Until you reach 5 out of 5.
Does anyone just setup recurring tasks in google cal and sync to Airtable? For my fixed weekly / monthly recurring tasks that was the simplest way for me to do it
I followed fine until 13:09 but when I hit "Choose Record," I got (instead): "No records match this trigger's configuration and the current search query. Add a test record or modify the trigger to successfully test." - but everything looks exactly as your demonstration. Any ideas?
Maybe you don't have any records in the table, which you're running the test on?
Just add an example record and you must avoid that message.
What do I do if I need things to run on days such as "1st Monday", or worse, "5th Tuesday" (when a month has it)?
You can use a schedule trigger in Airtable, which is pretty flexible. In cases where it doesn't have your exact recurring schedule, you can write a complicated formula and trigger off of the formula changing its value.
When I go to type out the formula DATEADD({Last performed},SWITCH({Frequency }, 'Monthly',30,'Weekly',7,'Daily',1,'Every other week',14)'days')
It automatically adds the brackets and if I delete them or the space after the word, the word goes black instead of purple. Is there something I am missing?
Looks like a missing comma after ) and before 'days'
How can i build an automation for a whole table? I need to create records in a table which match a certain condition, those records are available in the main table. I'm having touble doing this, because automations are for a particular record, not a whole table and I have more than 10.000 records.
Can you guys help me?
Generally you don't recreate records in another table because it's duplicative data. I'd suggest looking into VIEWS first because you might not even need to create this new table.
But, if you do want to move forward with this, you can build your automation to trigger based on something like a box being checked. Make sure all the boxes are unchecked and then turn your automation on. Then copy/paste the box to be checked. This way you can update the records in bulk, which will trigger the automation.