Just started using Airtable and your videos have been such a wonderful resource! I especially love this tutorial because you presented such a simple solution that reaps a lot of benefits for understanding the data that we capture.
Gareth this is really clever - I've been struggling with where to put client notes and also how to update a "last contact" field. I'm building this right now. Thanks!
On the "client" table, is there a way to display the text of only the "most recent" note? That way everyone can look in one field to get the most current info... The "lookup field" idea is nice because the result contains text from all notes, but they are sorted oldest to newest, so the latest info is hard to see.
Hey David - great question! Yes, but the explanation is complicated: 1. In the Client Table, calculate the Date of the recent note using a ROLLUP with MAX function 2. In the Notes Table, LOOKUP the Date you created in Step #1 3. In the Notes Table, create a field that says the following: IF ( DATE_OF_THIS_NOTE = LOOKUP_STEP_2 , NOTE_TEXT ) 4. In the Client Table, LOOKUP the FORMULA field from Step #3 This will now change dynamically as new notes are added :)
Thanks for the comment and yes, this is totally possible though it's a bit complicated. Here are the steps to implement: 1. In CLIENTS table, build a ROLLUP field that brings in the MAX date from the NOTES link 2. In NOTES table, build a LOOKUP field that reflects the ROLLUP from step #1 3. In NOTES table, build a FORMULA field that compares the DATE of each note to the LOOKUP form step 2 - if equal, output the note Ex: IF ( LOOKUP = DATE , NOTE, BLANK() ) 4. In CLIENTS table, build a LOOKUP field that brings in the FORMULA from step #3 Hope this helps!
great stuff. Version 3 is the best of course. - just a small comment to "note Version 2" -> the revision history for one year is for information that was written automatically by airtable; the manually written notes stay for ever. (As far as I know ;) )
Noticed the linkage between the Contacts and Notes. Your example shows that the Notes appeared to have auto-populated against the Contact (mine didn't, but rather I had to manually select). Did you skip that step, or have I done something wrong? Thanks
My bad, rookie error by me.. I mistakenly did "link to other record (top link choice", as opposed to 'Link to TableX option'. Loving your courses Gareth (have 2)
Hey Gareth! I'm at 06:54 and every time I try to add the formula exactly the way you have it, the Note ID field shows the Client Name - 1 Instead of the date like you show you in your video. I linked the correct records and I'm doing the formula the same way. However, I can't figure out what I'm doing wrong. Do you have any suggestions on how to fix this?
Hi! Too hard to say without seeing your actual setup and formulas, but I'd recommend double checking your formula syntax, paying close attention to every comma, parenthesis, and squiggly bracket!
@@GarethPronovost Ok thank you! One last thing, do you have a video that explains how to set up the start of the week and end of the week? Does that require formula or am I missing something really simple? I've learned a lot over the past day binging your videos...thank you so much for everything that you do on your channel!
@@effortlesslaunch This depends on what you're trying to accomplish. By default, the weeks in Airtable start on Sunday (day 0) and go to Saturday (day 6) - you can use formulas to calculate the days of the week. That said, you may also want to use automation to create reports or records that span weeks (or months) so that you can get aggregate views of your continual progress... hope this helps!
Also i just tried the rollup function the way described and i get the message not available. Again what gives. Same example. Again problems and headaches. And as we are apped to death everyday, it becomes a headache through app distraction. It would be helpful to add this to a database in whole with a complete example. Sorry if I sound like i am ranting, it just my ocd with all the new shiny apps is consuming so much time. I love Airtable though.
So addding a lookup fiedl in the client view solves that problem. But the notes are a little hard to read because the lookup field doesn't add a space between the notes; they read as a solid block
that is a good question because it does. I know I like reading one long note to that i keep dated most recent on top and gives me a big picture. Also when you keep adding fields in tables a crm becomes complex.
Data bases can be complex. It becomes cheaper to say use Zoho CRM and customize fields for your unique situation. It is well designed. I start to feel like this becomes mickey moused together and overly complex for the average user. I am learning Python Programming and even I get frustrated with all this stuff. When does business actually take place. Or you have to hire a consultant at Lawyer rates to get something done.
Join us for our *FREE LIVE TRAINING* that teaches the building blocks of automation: www.garethpronovost.com/webinar-registration
Just started using Airtable and your videos have been such a wonderful resource! I especially love this tutorial because you presented such a simple solution that reaps a lot of benefits for understanding the data that we capture.
Great to hear! Thanks for watching Joséphine!
Gareth this is really clever - I've been struggling with where to put client notes and also how to update a "last contact" field. I'm building this right now. Thanks!
you the goat for these videos man
Thanks man!
Super helpful. Brand new to Airtable and was trying to build exactly this workspace. Thank you!
Happy to help! 🙌
Another excellent video. Thank you!
Excellent job on the training in this one Gareth!
Another great video
Thanks you
Glad you enjoyed it
On the "client" table, is there a way to display the text of only the "most recent" note? That way everyone can look in one field to get the most current info... The "lookup field" idea is nice because the result contains text from all notes, but they are sorted oldest to newest, so the latest info is hard to see.
Hey David - great question! Yes, but the explanation is complicated:
1. In the Client Table, calculate the Date of the recent note using a ROLLUP with MAX function
2. In the Notes Table, LOOKUP the Date you created in Step #1
3. In the Notes Table, create a field that says the following: IF ( DATE_OF_THIS_NOTE = LOOKUP_STEP_2 , NOTE_TEXT )
4. In the Client Table, LOOKUP the FORMULA field from Step #3
This will now change dynamically as new notes are added :)
Love your videos so much. How could I see only the latest note in the main clients' page? Is that possible?
Thanks for the comment and yes, this is totally possible though it's a bit complicated. Here are the steps to implement:
1. In CLIENTS table, build a ROLLUP field that brings in the MAX date from the NOTES link
2. In NOTES table, build a LOOKUP field that reflects the ROLLUP from step #1
3. In NOTES table, build a FORMULA field that compares the DATE of each note to the LOOKUP form step 2 - if equal, output the note
Ex: IF ( LOOKUP = DATE , NOTE, BLANK() )
4. In CLIENTS table, build a LOOKUP field that brings in the FORMULA from step #3
Hope this helps!
Can you show the formula to Concatenate for the Note ID? I'm not getting the same result as yo are
great stuff. Version 3 is the best of course. - just a small comment to "note Version 2" -> the revision history for one year is for information that was written automatically by airtable; the manually written notes stay for ever. (As far as I know ;) )
I was going to say the same thing.
Noticed the linkage between the Contacts and Notes. Your example shows that the Notes appeared to have auto-populated against the Contact (mine didn't, but rather I had to manually select). Did you skip that step, or have I done something wrong? Thanks
My bad, rookie error by me.. I mistakenly did "link to other record (top link choice", as opposed to 'Link to TableX option'. Loving your courses Gareth (have 2)
Sorry I didn't reply in time, Mathew! Thanks for following up and glad to hear the courses are helping! 🙌
@@buildwithk Can you give more information on this? I'm getting the same error and can't figure it out. How do you get it to autopopulate?
Hey Gareth! I'm at 06:54 and every time I try to add the formula exactly the way you have it, the Note ID field shows the Client Name - 1 Instead of the date like you show you in your video. I linked the correct records and I'm doing the formula the same way. However, I can't figure out what I'm doing wrong. Do you have any suggestions on how to fix this?
Hi! Too hard to say without seeing your actual setup and formulas, but I'd recommend double checking your formula syntax, paying close attention to every comma, parenthesis, and squiggly bracket!
@@GarethPronovost Ok thank you! One last thing, do you have a video that explains how to set up the start of the week and end of the week? Does that require formula or am I missing something really simple? I've learned a lot over the past day binging your videos...thank you so much for everything that you do on your channel!
@@effortlesslaunch This depends on what you're trying to accomplish. By default, the weeks in Airtable start on Sunday (day 0) and go to Saturday (day 6) - you can use formulas to calculate the days of the week. That said, you may also want to use automation to create reports or records that span weeks (or months) so that you can get aggregate views of your continual progress... hope this helps!
@@GarethPronovost Thank you!!
O M F G G G G G i also had this issue until i realized its a damn LLLLL not a 1. holy moly that wasted an hour.
Also i just tried the rollup function the way described and i get the message not available. Again what gives. Same example. Again problems and headaches. And as we are apped to death everyday, it becomes a headache through app distraction. It would be helpful to add this to a database in whole with a complete example. Sorry if I sound like i am ranting, it just my ocd with all the new shiny apps is consuming so much time. I love Airtable though.
Doesn't this method put you in a position to have to open each event to get the full history of the interaction?
So addding a lookup fiedl in the client view solves that problem. But the notes are a little hard to read because the lookup field doesn't add a space between the notes; they read as a solid block
that is a good question because it does. I know I like reading one long note to that i keep dated most recent on top and gives me a big picture. Also when you keep adding fields in tables a crm becomes complex.
With all the updated abilities in Airtable is this still the best way for notes ??
The same structures apply, although with interfaces it is now easier to access the notes.
@@GarethPronovost Im trying to determine how I want to handle notes, I cannot decide.
Way to fast but helpful!!!!
Data bases can be complex. It becomes cheaper to say use Zoho CRM and customize fields for your unique situation. It is well designed. I start to feel like this becomes mickey moused together and overly complex for the average user. I am learning Python Programming and even I get frustrated with all this stuff. When does business actually take place. Or you have to hire a consultant at Lawyer rates to get something done.
I'm I the only one downloaded airtable to make notes for college exams