Updating Airtable records with advanced Fillout forms
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- Опубликовано: 8 июл 2024
- It’s quite common in the no-code space for you to need data inputs from someone outside of your organization. You may wish for a way for outside users to update their information without you sharing the whole database. Well, now you can through an advanced update record feature thanks to Fillout and Airtable!👇
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Learn more at these links: 🔗 👇
Learn the basics of Airtable Automation!
www.garethpronovost.com/webin...
Check out Fillout!
fillout.com/?ref=gapconsulting
Take our free Airtable Crash Course!
garethpronovost.com/airtable-...
Getting Stuck? See how we can help!
garethpronovost.com
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Table of Contents: 📖 👇
00:00 - What this video covers
01:56 - What you need to use Fillout
02:45 - Why Fillout instead of native Airtable forms
03:32 - Integrating Airtable and Fillout
05:36 - Building Fillout Form
07:16 - Publishing form
08:23 - Updating information on an existing record
09:34 - Fillout formula breakdown
13:07 - How to practically apply this function
15:45 - How to get more help!
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Software Resources (may contain affiliate links): 💻 👇
Airtable - airtable.com/invite/r/v0eI3ASY
Fillout - fillout.com/?ref=gapconsulting
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#NoCode #GarethPronovost #Airtable 
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I rarely comment on RUclips ... this is that exception that proved the rule. Quite simply the best demo learning tool I have ever watched. Thank you. Used Airtable for a while - never heard of Fallout until last week - I had a rudimentary first go up in less than 10 minutes. I edited and changed and totally broke what I built. I then thought more about it for a while and a week later - I have a pretty robust solution in place and bowled over. I am NOT a coder/programmer/developer - Marvelous stuff.
Thank you so much for the comment and for breaking your YT silence - it means a lot to hear from our viewers who have successfully implemented these tools. This is the fuel that keeps us motivated to produce more content, so thank YOU!!!
Awesome overview of update forms in Fillout. Thank you, Gareth! Your videos are the best in the business.
Thanks Fillout! We love your software!
THANK YOU for making this possible :)
wonderful this is incredible and so much useful for all no coders thanka GAP for bringing out still wondering how i have missed this for whole one year 🌺
Glad to help!
Please make a video about workarounds so that submitters can edit linked records, not just adding, selecting and unselecting.
WOW😍, This tool is exactly what I hoped for,
the update functionality opens up to a ton of different use cases,
Thank you so much, YOU ARE THE BEST👍
Happy to help! 🤝
Been using fillout since last year and absolutely love it, currently embedding it in glide apps to make custom forms for our internal tools. It has lots of features that glide doesn't have in its forms so this is awesome.
It's super helpful in so many ways! 🙌
This is incredibly helpful!
My favourite thing about Fillout is that even if you close a form half way through when you reopen it asks if you want to continue or start fresh. This is such a little thing, but so important.
Cool! Didn't know this!
great!
Thanks for watching!
Thanks for this. I am having some trouble, my users are creating a form, and it is showing up in airtable as a blank submission. I know it's populating something because it's creating a new row in the base, but none of the name, email, etc. information that we collect is populating. Shows up on fillout form and excel fine. Any advice?
Absolutely love this! Can the unique update record link be put in the email automation inside of Airtable?
Yes indeed!
Can we make the fillout “update record form” to DISPLAY images of the record being updated?
This video is brilliantly done! Love it!
I have one itty-bitty challenge. I wish the URL could automatically appear in the review submission page on Fillout and be able to be sent to the users email. Is that possible?
Thanks! You can definitely send the link to users, but I don't know of a way to include it on the review submission page
Is there a way to update linked records? So my use case is i have a company table and a contacts table. I want my customer to update their company's data which includes two contacts. The form is pre filled with the data. At the moment, the linked (contacts) data cannot be edited. I.e. the user can pick contacts from the table or add a new contact but if a contact is picked, cannot edit it which is rather limiting... Am I missing something?
Great video, thanks! I have one question though.. when updating records, can I add one extra field? For example, I want to send form to customers, for filling out their personal information and information of the product they want to return (but they are not sending it back yet). When we check their information and approve it, then they can send the item back to us. In this step I want to upade form, by adding the field "tracking number". Is this possible?
Yes this is possible! You'll want to create automated workflows around these two steps, each workflow including a separate form
Thanks! Quick question -- is it possible to have a dropdown where a user could "select" the record they want to edit, and then update a specific field? So for your example, you could see a dropdown of all of the records in your Update Records with Fillout Table, and then once you selected one, you could update it's information?
No I have been trying for two days. There is a workaround if you are on a paid plan. I am not.
this is awesome! Thx Gareth & FillOut!
Some Questions for me to make it work for me:
- Can I be notified if a change is made via this link (and *not* inside of Airtable)?
- "Who" is logged in Airtable as having made this change? Can I see that it was not a team member but someone outside?
- Can I show AT Fields that are not changeable (basically pre-filled form fields)?
- Would it be possible to give the possibility to change a form a "countdown"? For example change is only possible 30days after submission?
Thx and cheers!
1. Yep, there is a notification setting in Fillout that will email you with the submission.
2. You technically can, you'd setup a field in airtable and have the form update that field when it's updated from the form. Heck even just a check box.
3. Yep, you can read from any airtable field, you just can't write to unwritable field.
4. Yep, I have a form that closes each week at 9am CST on Tuesday. It just reads from airtable if the form is active or not. If it is active then it lets you fill it out, if it isn't then it doesn't. You could simply setup on the record a date field and then another field that shows active or inactive and have it calculate if it's been less than 30 days since the date. Then change how the form behaves based on that field.
@@JoshSorensonJosh this is incredibly awesome! I will check it out - thx for the quick reply!
Thanks @josh!
Hi Gareth, I've created a form to update airtable records, can i make some fields read only? Fran
Hi Fran, you cannot make fields read only in a form. However, you can share a link to the data received that is read only so that people can review submissions
Is there a good way to have 1 form that updates multiple records?
For example, lets say I have 2 tables in my airtable base (organizations and offices)... Where offices are linked to their organization
If I want to send 1 form that allows them to update all of their offices, is there a way to pre-fill and include all the offices that belong to the organization within 1 form?
Yes, this is known as dynamic linking. In this example, when you select an oganization, because it is linked to one or more offices, you can immediately filter down the office options in your second field. Fillout does offer this, and so do native Airtable links
Is there a way to set it up where you approve the updates before they go live in your Airtable table using Fillout forms? We're building a public directory and want folks to be able to edit their entries, but have a step where we review them before making them go live. Right now I have it set up using a standard Airtable interface form and an "updates" table that won't pass through the updates to the original directory table until we approve it by changing a status toggle. Thank you!
For the public directory, I'd suggest using a filter to only show the records that are approved. Then I'd bring in all the form data and set a default status to "Pending" - this way you can control it before displaying it publicly.
I don't get it. If you already are in the database why you need a form? It would be much better if it was dynamically looking up the record to prefill from depending on what record selected with the record picker.
One example use case is in regards to sharing a read-only view from your solution with buttons that others can use to make changes to specific data. Often there are times when those who need to make updates won't be actual users in your workspace
@@GarethPronovost But how do you update a record that are dynamically selected in the form? Lets say for example you would like to update the status from a form? I think that would be very useful if you have a third part that not has access to your table.
@@ekbergpeter6987 exactly - in that case we typically see the unique form link (for the specific record in question) shared with the corresponding party, often through an automation
@@GarethPronovost Haha you don't get it. There is no link, there is a record picker that I use to select the record I want to change. And when I selected I would like it to fetch the data automatically and prefill the field dynamic.. That would be much more useful. It can't be hard to implement that. I used to code for ten years and could write an sql query for that in 5 minutes.
somehow, the link does not populate the old information for some.
It works for some but not for all records? Depending on your plan, you may run out of form submissions...
Is there a way to update a record using the airtable interface?
absolutely - give the ability to edit the data in a record and there you have it!
@@GarethPronovost - Thank you
#smartsuite support coming?
I think we'll let SmartSuite support their software, but we do offer consulting!
In case you mean Fillout + SmartSuite, we are actually partnering on an integration to be released this month :) Stay tuned!
appears #smartsuite has landed w/ @@fillout support! 😀
okay...but let's take it a step further. Say all of these people we have in the table are "outsiders" instead of employees. Now we want to send the unique URL for each person/entry to them for them to update their information. How is the easiest way to automate sending each person their unique URL? Is there another video for that? lol
This is certainly possible with an automation. What would you want to be the trigger? Let us know and we can work on creating this video!