Organise Anything and Get More Done With Airtable | Aron Korenblit | Skillshare

Organise Anything and Get More Done With Airtable

Aron Korenblit, Automator of things

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26 Lessons (2h 25m)
    • 1. Introduction

      1:08
    • 2. Where we're going: editorial calendar

      4:23
    • 3. Where we're going: sales pipeline

      4:04
    • 4. Getting started: Signing up & Ressources

      3:42
    • 5. Getting started: Creating a base

      6:46
    • 6. Getting started: Completing our first base

      6:07
    • 7. Getting started: Formula field type

      2:50
    • 8. Getting started: Exporting and importing

      4:28
    • 9. Working one table: Filtering

      5:30
    • 10. Working with one table: Grouping

      2:48
    • 11. Working with one table: Filtering

      1:49
    • 12. Views: Introduction

      0:55
    • 13. Making work visible with the Kanban View

      7:42
    • 14. Easier data entry with the Form View

      8:15
    • 15. See deadlines coming with the Calendar View

      7:22
    • 16. Sharing Views & Access in Airtable

      5:16
    • 17. First linked record

      6:30
    • 18. Linking one field to many fields

      5:52
    • 19. Pull data from a linked record with the Lookup field type

      5:52
    • 20. Summarize pulled in data with the Count and Rollup field types

      8:43
    • 21. Junction tables

      10:23
    • 22. What's in the paid versions of Airtable?

      3:32
    • 23. Visualizing data & more with Blocks

      6:42
    • 24. Styling Records and Views

      5:11
    • 25. An introduction to Zapier & Airtable

      8:43
    • 26. Real life use case: Airtable to manage a music podcast

      10:31
12 students are watching this class

About This Class

Airtable is Trello (task management & Kanban), Google Calendar, Google sheets/Excel (spreadsheets) and Typeform (forms) all wrapped into one beautiful and easy to use tool. 

In this class, we'll learn how Airtable can help us organise anything and get more done. We'll start with the types of fields working with one table. Then, we'll explore different views - Kanban, Calendar & Form - that help us see our data differently.

Throughout the class, you'll learn how Airtable can help you manage an editorial calendar, a sales pipeline, a feature backlog, and a hiring a process. In the last section, I'll show real life use cases of how Airtable has helped my clients save time and money! 

By the end of the class, you'll have everything you need to tackle any project in Airtable!  

Transcripts

1. Introduction: Hi, Erin. Hair. I'm going to be your instructor for this course on their table. I thought I'd show my face in the introduction before hiding it behind our air table basis in the future lessons. I'm excited to embark on this journey with you to help you get anything organized and air tape. I've been using Air Table professionally since its launch and have had the pleasure of teaching air table to hundreds of colleagues and students. So thank you again for selecting me as your instructor. If at any moment you have a question or need some help, join me in the Q and a section of you to me or tweet at me or email me. I'm always, always happy to help with that, said. Here's what you could expect in this course. We're going to start off with me showing you the and goal two examples of what you'll be able to create by the end of this course, and then we're gonna assemble those piece by piece. So think of it like a Lego puzzle. We're going to start off by looking at the box and the end result, and then assemble that legal puzzle one section at a time. So let's get started. I'll see you in the first lesson 2. Where we're going: editorial calendar: before we dive into the basics of air Table in the next section. I wanted to start by showing you two examples of what you'll be able to build with their table. By the end of the course. The first is an editorial calendar. An editorial calendar is a place to manage the creation of content, whether that be blocked posts, video or anything else. Magic content requires quite a few stakeholders and quite a few steps before anything is published, making Air Table the perfect tool to manage. So let's jump right into it. The sample editorial calendar you see now is when I've been using to manage the block post to promote this course with a few edits. How have organized the calendar is that every row is a piece of content. So let's expand this rope and see what it's all about, so you'll see all the hallmarks of a block post. You'll see the title where it is in my pipeline. Whether it's an idea researching phase, writing, editing, published or rejected, I have a link to the draft or the final text. I've got tags to know which audience this block post this for the type of content is the block post, but could also be video, email or anything else. Once it's published, I add the u. R L so I can quickly find it the date at which it was published or expected to be published . The authors. So whenever I have, um, the piece that's ready to be written assignment to one of the authors in my list and then the amount of time it took for that writer to complete the peace so far, pretty standard stuff. The hardest part of creating content is consistency, making sure you're posting all the time. So instead of viewing all of the pieces I have in a sheet, let's look at them through a calendar. So we're December 16. I've got three pieces that I'm supposed to publish this week, and I can explore each of them by expanding the record. So at this piece due Monday, is currently in editing phase, I can see that it's been assigned to Malcolm Gladwell. If I look at the one published I'm supposed to be published on Tuesday, it's currently being written by Jeff, So the calendar view is a great way to visualize my upcoming deadlines and make sure I'm on top of things. So another way I may want to visualize my pieces is not by when they're do, but where they are in the writing pipeline. So we can do that with the Can Ban view, which orders all of my content pieces left to right by where they are in the pipeline so I can see that I have currently three articles in the ideation phase one article that's being researched to that are being written, one that's currently being edited and two that are published. If I want more information about any one of the pieces, I can click on it and they will give me the record view. We're gonna have all the information just like I do in my sheet view. The camp in view and the calendar view insurance stay on top of my publishing schedule, but that's really only one of the challenges that I have. The other is making sure that my authors or the people a contract with our efficient. So if I go into the authors, you you'll see that I have three writers that I work with, and Air Table summarizes their efficiency but show me the average writing time it takes for them to publish a piece, the total amount of time they've been contract ID for and how much they cost me. What's interesting is I can see that Chef is probably my most efficient writer and also the one that costs me the least per hour. So I can quickly deduce that maybe I should be sending more pieces. Jeffs way and I can also see which pieces each author has written all of this from the same view. That's all I wanted to show you for this quick primer on using air table for editorial calendars. We're gonna jump into a second example of what you're gonna be able to build by the end of this course with their table before we jump into the basics of our team. 3. Where we're going: sales pipeline: the second air table use case I want to show you before we jump into the basics is a sales Piper. Tools like Salesforce and others are extremely expensive, while Air Table lets you build a simple sales pipeline for fruit. So what is the sales pipeline? It's a representation of sales prospects and where they are in the purchasing process. It helps sales people get an idea of where they should focus their efforts and help sales managers know if they're going to hit their revenue targets. The sales pipeline I'm going to show you is an adapted air table template, which holding to in the show notes, So let's jump into it. So this base has three tables, pipeline accounts and contacts. Let's look at contexts in the context table. We have all of the information around. Well, the contacts of the companies were trying to sell to so their name where they work. Email, phone number, title, so on and so forth. And each one of these prospects is tied to an account. So you see here that Rose works at Bear Paw Solutions, so Air Table pulls in that information from accounts and I could see that Bear Paw Solutions is an insurance company, which we with 100 to 500 employees. And then I've got a bunch of additional information here. So if I come into accounts, you'll see that it's exactly the same. Information and Roses information is here, as well as a prospect that works at spare parts solutions. So this is pretty basic information. It's not really where the magic happens that happens in the pipeline table, so the pipeline table has all of our deals. Each deal has a name. It has a sales person who owns that Deal B status. Where that deal is in the pipeline, whether it's at the beginning and it's just discovery or we have a contract and we're almost there. Naturally, each deal is associated to an account, so it company is the bear prosecutions we saw before. And then there's a contact that is responsible for that deal at the other company, a value, a date and expected close date. So pretty simple stuff and the challenge as a sales manager is I want to get an idea of how many deals I have in each stage. So what we can do is we can group them by stage. So by grouping all of my deals by stage, I could know how many deals and how much money is in each stage of my pipeline. So I've got five deals that are in qualification worth about 50,000. I've got about seven deals that are in the proposal phase worth about 145,000. This will help me know whether I'm going to hit my revenue targets and where our team should focus in order to hit those revenue targets. Now that's great as a sales manager. But if I was an individual sales rep, I want to know where my deals are in the pipeline to know where I should focus. So there's two ways to do that. The first is to filter this list based on owner. So let's say I am Casey Park, and that gives me a sheet view off all of my deals. Now, a better way of visualizing this would be to go into the Cambon view and they're filtering again on phoner Casey, and this gives me it left to right view of where all my deals are in the pipeline and helps me understand where I should focus so I can hit my revenue targets. All right, With those to use cases behind us, I'm really excited to show you the basics of their table in the next video. See that? 4. Getting started: Signing up & Ressources: All right, welcome back. We're so close to exploring Air Table foria in this lesson, we'll show you how to sign up on air table and show you a few Resource is that will help you get started. Let's start by creating account on their table dot com click sign up, and then they just ask you basic information, first name, last name, email and password. You can also sign up using Google Mail. As you can imagine, I already have an account, so I'm just gonna go ahead inside. Once you register, you'll have access the free version of Air Table. Don't worry. Most of this course will be about free features on Lee. We'll focus on the premium features in a lesson at the end of the course. Once you register, you'll have access to the free version of their table. Don't worry. Most of this course is going to focus on the free version of Air Table, with a section at the end focusing on the features that the premium version unlocks. All right, let's give our dashboard a quick run around, so the first thing you need to know is that air table calls what you create an air table, a base. So think of it as the same thing as a sheet for Google sheets or an except file and excel, so we'll be creating basis throughout this course. Those bases are grouped into workspaces, so this is one that was created for me by their table. I have the one that I'm going to use throughout this course called Air Table Course. That's my workspace. And that's where I create my bases. And here on the left air table provides learning and resource is video tutorials help center. Nothing as good as what you're gonna get in this course, but definitely a good place to check out. If you're struggling with something a table provides a lot of resource is the second resource. I want to quickly talk about our templates, so air table generates automatically a bunch of templates that you can play around with. So if you click here and and exercise, I recommend you do is just look at what you're trying to do an air table here and see if you can start with a template. So I work in customer success so I can instantly see a template and copy it. Copy the base into my dashboard, and it'll actually asked me which workspace I want to copy. So those templates are provided by Air Table. A second resource that's very valuable is the air table universe. So these are actually crowd sourced templates that you can use. So these are people who are air table users like myself, or like you will be shortly after this course who provide how they're using their table and air table, curates them into the best examples on this website. So here I can search for marketing, and then you'll see a bunch of different use cases and how either different companies were different. Air table users use their table for marketing purposes so you can explore it. And then you could also copy it into whatever workspace you want. So another great resource is provided by air table. But very important to know nothing is good is what you're going to get in this course. Let me go back to you, my dashboard. All right. Now that we've explored our dashboard registered and kind of gun the lay of the land in the next course, we're actually going to go ahead and create our first base and explore all the different columns that we can create. See, there 5. Getting started: Creating a base: All right. Welcome back. I'm really excited for this lesson, because in this one, we're actually going to go ahead and create our first base and start using a table for real . So our first example that we're gonna go through and use for the rest of the section is creating a candidate management pipeline in their table. So imagine I'm a hiring manager, and I've got candidates coming in for an open finance manager position. I'm going to use air table to manage all of the people applying for that open role. So by the end of this lesson, we're gonna have the beginning of that hiring pipeline created. And while we're creating it, I'm going introduced. The concept of field types, field types are how you manage data in air table, and we're gonna explore four of them. All right, so the moment we've all been waiting for, let's actually go ahead and create our first base. We're not going to start with a template as I've talked about before. We're not gonna import a spreadsheet. There's a lesson later on about importing spreadsheets. We're going to start from scratch. So every time you create a base where it was gonna ask you to name it. Let's go ahead and call it a candidate. Hiring was Give it a color and icon. Yeah, this one looks good And there we go. We've created Let's head into it. So here we are. We created our first base. Let's take a moment to explore how this works. So every base is composed of tables. I can have multiple tables, and each one of those tables has records. So each row here is a record, and we put information in the cells of that record. And then each one of those cells is part of a column. So what you need to know is that every base is composed of tables. Those tables are composed of rows or records, and in each record we put information into cells, and the structure of those cells is governed by calls. Now that may sound like a bunch of jumbo mumbo. Don't worry about the vocabulary. I'll be using that cavalier throughout, and you'll get used to it as we go along. All right, so let's start configuring our table to be able to start adding candidate information to it . So how that works in their table is that each column has a field type, and I'm gonna go ahead and start constructing my table. And as I do, will be showing you various different types of field types. So you notice that there are a lot of them. Don't worry. We're gonna take a few lessons to go over the most important ones when working with only one table. So how I want to start is I want my first column to be the name of the candidate. And in this situation, we're going to use a single line text, which is just a short piece of text, which is appropriate for someone's name. So let's go ahead and fill in John Smith. And the second I want to use is a stats. So what I mean by status is that candidates that are new that have just applied for the position are gonna be named as new. And then we're gonna decide whether or not we want to interview them. And there's gonna be a status that is interview. If we don't go ahead, we're gonna put them into rejected column. And if they go to the interview, they're going to have a second interview, and then they're gonna be hired if they pass that stage. So what I want this field to do is allow me to select one single status among a bunch of options. And so in air Table that is a single select. And so once you create a single select, it will ask you, What options do you want to give? What possible status is? Can this field take? New interview, second interview, hired and then rejected. And let's not forget to call its status. There you go. We're going to save. And so John Smith is a new candidate. I can set that by clicking on the arrow and selecting new or Aiken type and auto complete for me. So now we have that candidate's name. Their status. The third field is gonna be their email. Now they're table conveniently allows you to select email as a field type. Here we go. So let's not forget to rename it two female. Here we go. So this one is John Smith at gmail dot com. All right, so now we have their name, their status, their email. The next column we're gonna add is the date or the time at which this candidate was added to our list. So this is a create created date, a field type, and this is automatically generated whenever you create a new road air table will remember the date at which it was created and allow you to use that as one of your columns. We're gonna use this to know exactly what time this candidate was added to our pipeline. And so we're gonna call it date of entry. You go. Not gonna add the time we're gonna save it and automatically populate for our whole table. So now I have name status email the date at which this candidate was added. Last one, I'm gonna add another date field, which is gonna be date of interview for now, the all the candidates, we have ourselves a new status, so I'll leave this one empty. But I'll show you how it works. So you just double click, and then you could have a calendar selector. But I would say we're gonna keep this one empty for naff. All right, so we have the beginnings of our hiring pipeline name, which is a text description, and we have status, which is a single select. And it tells us where in the pipeline our candidate is their email, that self explanatory. The date at which this candidate was added to this table and then the date of interview, which will set once they have an interview date does what I want to show you for this lesson. In the next one, we're gonna go ahead and complete this table with other field types. See you there. 6. Getting started: Completing our first base: All right. Welcome back. We are about halfway through completing our first base in this lesson. We're gonna go ahead and complete this base with additional information we need about each candidate. And while we do that, we're gonna explore five new field types attachments, multiple, selects currency number and read. Here we go. In. The first video created new fields by using the plus button on the right of all of our existing columns. Instead of using that, we're gonna use this expand record functionality that's on the left of each row. And what this doesn't shows us the same row in vertical fashion instead of horizontal. It makes it very convenient when we want Teoh specifically see the information that's relative to one candidate. So I still have their name, their status to email, date of entry, date of interview. And it also has a weight of adding new field to the table that will apply to every single rope. You know, our table. So let's go and do that. And the next column or field we want to add is a way for us to upload a candidate's CV directly into our base. So we're gonna call it CV, and this is called the attachment field. So an attachment feel allows you to really to upload any type of information into their table. The attachment field removes the need for something like Dropbox or Google Cloud to store our candidates. CVS. We can upload them directly into their table and chair table, host them for us. And while we're here, let's explore this little left panel, which gives you other options for uploading files. So Air Table integrates with a bunch of cloud storage providers or the main cloud storage providers such as Google, Dropbox and Box. And you could link your account to one of those cloud storage providers with your air table account, making the files that you've uploaded their accessible here. We're gonna go ahead and upload it manually from my local storage. So I'm gonna go ahead and upload John Smith CV concerned and that CV is uploaded, and I could also access it or see a preview directly from the record view. Click on it and see a larger preview and air table would do that with most file types that you upload into an attachment field. All right, let's click out of the record view. So now we have the name, status, email, date of entry, date of interview and their CV that's uploaded to their table. The next field want to add is a expected salary field, and we're gonna use the currency field type and the currency field type is pretty simple. You have a currency symbol. This is something you can import so you can put euros if you work in euros or the dollar sign. Since this is gonna be a expected salary, we don't mean that high positions. We're not gonna add any decimal points. We won't allow negative numbers. People don't pay us to work for us and default. In this case, we won't have one, but you can put a default number here. Let's go ahead and say that Easy now. We haven't expected salary. Let's say John Smith expects to make 1000. There we go, the next field. We want to add our that candidates credentials. So these are their educational credentials and their professional titles that they have. Go customize this. We're going to use a multiple, select a multiple select works very similarly to a single select. But you are allowed to select multiple options among those that provide. So let's do bachelors masters. See if a C p a, C T or C A C P There we go, save. And then, let's say from a select an option. John Smith has a bachelor's degree, has a master to be and a C A credential. There we go. So now we have name status, email, date of entry, date of interview, CV expected salary credentials and the last field we're going to add for now is rating, and this will be a rating. That's 1 to 5. That is, um, going to be four candidates that make it to the interview phase, and the interviewer will be able to rate them 05 Now, in the basic version, you could only select the star if you go to premium there multiple options that you can use the rating with and then we're gonna use it went to five. You could have a scale of up to 10. There we go. So how this works is that you can start 1 to 5. But since John hasn't gone through the interview, which they leave it blank for now. So we've gone from not knowing what Air table or a base or table waas to having our first base completed with candidates. So we've explored single text, single line text inputs, single selects, email, field types, date of creation, import dates, attachment currency, multiple multi selects and rating. So with this, I wanted to show you the wide variety off field types that air table provides. And before the next lesson, I'm going to go ahead and add a bunch of candidates to our first base. And in the next section, we're going to explore how this top nab our allows us to categorize and better manager information once or bases where our tables get a little more filled up. So talk to you soon. Cheers. 7. Getting started: Formula field type: Hey, welcome back. I know I said we would complete our first base in the last video, but I really struggled to know exactly where I should put the section on formulas. And the reason for that is that formulas yes, are a field type, but I have mainly used them when I've been working with multiple tables. So what I'm gonna do here is just quickly introduce the formula field type in this section without going too in the weeds and then throughout the rest of the lesson for the rest of the sections. We're gonna using formulas in various ways, and that's really where you'll get more deep understanding. All right, so formulas allow you to do an operation with multiple fields. So again, let me just run through an example, and I think, you know, speak for itself. So what we want to do with this form of the field type is add 30% to every candidate's salary, and we'll call that in all in salary. And that's a number will be able to pass to finance as the all encompassing costs of every single candidate somewhere called us all in salary. It's gonna be a formula field type. And then it asked me for a formula. And if you're familiar with Google Sheets or Microsoft Excel, this is a very similar functionality. So the top I have all my existing fields that I can use in the formula and then the variety of functions that I can use. So we're not gonna go into all of these, obviously, in this lesson, But I will use the most important ones throughout the course to give you an example. So let's go ahead and use the expected salary, and we're gonna multiply that by 1.3. So that gives us our all in salary, which is simply our salary added by 30%. Now, for those who have used Google sheets or mark soft X out, I'm sure it feels weird not to select a range in the formula field type. So if I go back into the former, we don't say, Hey, what range or what cells do you want? Apply this function on so adding by 30% we just say, What field do you want to do? So this is one big difference I will highlight between Microsoft Excel and Air Table is that you have to work with the whole field, so that means you have to work in. You know, Google sheets speak with the whole column, so you can't say, Hey, just add 30% to these five cells and then add 50% to these ones. So Air Table forces you to work with the whole column, and that's really one difference I wanted to help. So again, just a quick introduction into foremost, which will use throughout the rest of the course in more depth. 8. Getting started: Exporting and importing: All right, welcome back In this lesson, I'm going to show you how to import and export your basis in and out of their table. So one thing that's important to know is that the only way you could export all of the data in air Table is through. See SV stands for comma separated value. And what it will do is that it will take all of these rows and put him into text format separating each cell or column by commas, and that could be read by various tools. The main tool I've seen people export their native to is obviously to excel. So Excel reads comma separated value tables and you'll be able to import using C SV's as well. So that's really the only means of exchange out and into hurting. So let's go ahead and export. This candidate hiring base into the sea is V and then imported back to see how this works. So to export it into a C is we all have to do is click on these three little dots to the right of my nab our and download see SV. Let's open it up with me to give it a Look, now I'm using a Mac Excel, which isn't the best tool out there. But you can see it pretty much took all of my data and put it into normal Excel. The only issue I'm having is that the attachment field, which was CV now just simply points to the U. R L where I kept that information or where their table get that file. So if I actually go into my base click there go, it will actually pull up that attachment now. That's simply because Excel does not support this type off field. And that's one of the reasons that their table, I think, is a better tool then excel in a lot of use cases. Now that we have a base we're familiar with exported into CIA's before, Matt, let's go ahead and import it back to understand how this works. So I'm gonna add a base to my workspace, and I'm gonna import the spreadsheet, asks me to want to import the CSE, and that's what we're gonna do. You could also copy paste data from Excel or Google sheets and paste it in, but we're gonna go with the most common, so I'm gonna upload what we just exported. There you go upload, and we're gonna call this candidate. Imported girls go into it. So the first thing to know is that when you import they see is be it'll turn all of your field into regular, single line text fields. And it does that because he can't recognize differences between the different field. So we have to go ahead and manually change that. So let's do that. And some of the important field. So status was a single, select, and what's great is on air table. Recognized all of the existing options in that column and tell you whether you want to create a single select with those. That's what we want to do. Convert. So we're back to our original field. Same thing with email. Simply need to change it back to email and our table. Recognize that females in the field That's great. I hope that it works. Let's just go back to email here we go similar with a I won't do it. One thing to know is that attachments do not work, and not simply because attachments are not a field that work lives in CS V. So it doesn't recognize anything. Same thing with currency. You could just change this one. Another interesting one is multiple. Select So pair table. Recognize the different fields that are between the commas that you see in in the options and will recreate your multiple. Select as it was originally. They're ago. So we've exported a table into sees the format. That's the only format you can export your data into and reimported that sees V into their table. And there you just need to do a few manipulations to get back to your original format. If the field is managed in CSP and in an idea in the next section, I'm gonna show you how you can share your table or your base or sections of your table or your base without having to export it into a C S. V. So stay tuned for that idea next section. See you there 9. Working one table: Filtering: All right, Welcome back. Since our last lesson, I've gotten a lot of applicants for my open finance manager position. We're now up to 20 people who want to apply for that position, and it started to get difficult, looking at all of them at once and trying to manage them from this sheet. Luckily, Air Table provides a bunch of tools to help us manage and organize our information in this sheet. Most of those tools the filter, the grouping sorting can be found on this tap nab our and that's we'll be exploring in this lesson and throughout section. The filter allows you to reduce the number of records that you see to the ones that correspond to certain criteria. So instead of viewing the whole table, you'll only see the records that you care about and that you want to work with at that moment before I jump into it. Let me just take something that's been bugging me for a while. We should always Neymar tables, so I'm gonna call this candidates. There we go and I will be coming back to this view functionality later. And this sharing functionality. But I will show you the height field. So this feel allows you to show in high certain fields and allows you to move them left and right. So you'll see. I moved the date of entry. I could move it here and I could move it back to the end. And we're just gonna hide the data and truth field because we won't be working with it in this session or the following sessions. There you go. So you see, it's no longer on the right of my screen. All right, so let's add our first filter and their table tells us there are no filters applied to this view. I'll explain what have you is a little later at Filter, let's try to filter on candidates that are new in my pipeline. So how we do that used air people provides this little sentence that I like to read as Show me candidates where and then you have a field type or a column. In our case, we want status. So new candidates. So show me candidates where status is, and I could say is not use any of but in our case we want is and then our options. I want new candidates and air table filters, according to that sentence. So it's taken my table and is on Lee showing me the new candidates in my pipeline. And at this moment I can say, OK, well, I'm gonna go through the new ones and move the ones that are interesting to interview and then reject the ones that don't correspond. Teoh our profile. So if I click out my table is now filtered on, status is new. That is why it's highlighted in green. And that's why I have one filter here. I can edit records and so I can move them to interview. And when I do there, Table tells me that this record will now be filtered and will no longer be visible in my table while this filter is active. So John Smith I moved them to the interview phase, and then right click. You'll see John Smith is no longer there. Our filters so far has one criteria, but let's push this a little further. So right now we're seeing candidates where status is new, but we'd also like to add candidates were status is new and a close Ivan or which will show you in a minute and it's expected salary. And because expected salary is a currency or a number, the operator different so I can say equals doesn't equal less than greater than less unequal. Greater equal is empty. So I want candidates where I know the salary is too high for the position. So let's say this position as a maximum of 150,000. So I want to filter on candidates over 150,000 and I see that Douglas is expecting a sorry that it's too high. So I'm going to move Douglas into the rejected, and it's going to tell me that that record is going to be filtered out. That's great. And now I don't have any candidates in the new pile that salaries expectations are too high . So let's quickly explore difference between the and and or operator. So let me change this for four, and you see that I don't only have candidates that are now in the new status. I also have tenants rejected interview. So when we read it, it actually makes a lot of sense. Was the show me candidates where status is new or they're expected. Salary is over 150,000. So this adds to the candidates in the new pile any candidate that has an expected salary over 150,000 in any status. So this shows US candidates that are in the interview or rejected status, but that haven't expected over 150,000. So in this lesson, we look at how the fuck filter functionality could help us reduce the number of records in our table so we can better manage or analyze the information in it. I won't be going through filtering on each field type, but I do encourage you to copy this template or this base into your workspace and play around with the filter functionality before our next lesson, where we're going to explore the group functionality, see that? 10. Working with one table: Grouping: All right, welcome back in this lesson, we're continuing our exploration off this top nab our We started with the filter functionality which helps you reduce the number of records you see according to certain criteria. In this lesson, we're going to explore the group functionality which, as you can imagine by its name, helps you group your table according to certain fields. So let's group our table by steps. And what this does is moves all of our records into sections. According Toa what status that record is in. So it takes all over new candidates and puts him at the top, then fall, followed by those that are in the interview phase, second interview and then those we've rejected. So let's take a moment to explore the different functionalities that this opens. First, you can collapse different sections so you can focus on the group that you care about. Second Air Table provides thes convenience summaries at the top of each section. So here I can see that the average salary for candidates that are new in my pie plant is 100 3000. I could change that to the medium or the minimum. Let's keep it to average, and then, as I change it updates it for each one of my sections. One very convenient one that's added automatically is the count. So I know that I have four candidates in New five being interviewed. Three there, the second interview and ate that I've rejected. So you might be wondering, How did Air Table know that we wanted this order for our sections? So when you're grouping by a single select field such as status, it always border it according to the order that you've input it. If you want an alphabetical order, you can click here, but we'll keep it in this order. You could also mix and match groups and filters. So imagine I want Teoh Onley. See candidates who haven't expected salary under 150,000. So now I have a filter that removes every record four candidates or removes every record where a candidate has an expected salary that's too high for our position and then groups them based on their status. There you go. That was introduction to the group by. Actually, it's really convenient when you want Teoh, order your record into something that makes a little more sense for you. I do encourage you as I didn't last lesson to take the template that I'm sharing in the show notes and copied to your workspace and play around with grouping by different fields. Talk to you the next lesson. 11. Working with one table: Filtering: All right, welcome back. In this lesson, we're learning the sort functionality which, as you could imagine by its name, is used to sort our table according to different fields. I'm starting this lesson with the same filter I had at the end of the last lesson, which is? I don't pay exorbitant salaries. So we're moving anyone who has and expected salary over 150,000 and with grouped our table according to each records status. So now we're going Teoh, sort our salaries from lowest to highest quick note here that you can use the filter and group by few directly by clicking on the field type, and it will automatically assume that you want to filter or group by calling you selected. So let's sort lowest to highest. And it says, I want to see my records sorted by expected salary from, and this one tonight means lowest to highest. So when I apply that, it sorts expected salaries within each one of my group's lowest to highest. If I removed the group, I have by status, you'll notice that my records remain sorted by expected salary and the same will happen if I remove a filter. So the sort functionality really orders all of the records within your table, regardless of what filter or group. But that you have on. All right, So that was the symbol functionality. I wanted to show you for sorting your table by different fields. I do encourage you to play around with the filter group and sort functionality, but copy this space into your table or starting from any template that air table provides and have fun with it and learn dysfunctionality because it is crucial to managing your data in their table. 12. Views: Introduction: welcome to section for I know I said I was excited during the last section. I won't say I lied, but I'm much more excited about showing you how views can help. You better organize your data and get more done with their table. Personally, I've always thought of Air Table as a tool that removes the need for other tools. For instance, in the first section, I show you how their table could replace spreadsheet software and maybe the need for Dropbox or other cloud storage providers for small projects. In this section, I'll show you how Air Table can replace the need for a project planning tool. The need for 18 calendar or form software such as type Form or Google forms in this section will use Air Table to manage the development of new features for an e commerce website. We'll start the section by explaining how the base works, and then we'll work through the different views. Let's jump right into it 13. Making work visible with the Kanban View: All right, welcome back in this lesson, I'm going to show you by far one of my favorite features in air table. The can bend you. If you're not familiar with, can then get ready to revolutionize the way you work. A camp and board is a way to make you and your team's work visible. Now can Men in general is a product management framework of which using a can bend board is a key part. I won't go too deep into the Cambon framework except to show you the Cambon board functionality within their table. But if you're here, it's probably because you want to be more efficient with how you spend your time, so I will link to some useful resource is on Cambon in the show notes, so you can make the most out of the functionality and get your team working in the can ban framework, which I highly recommend without any further do. Let's go ahead and go into our can bend view for features. Table to all our views are in the top left over here, and they are multiple types of use at the bottom. But the 1st 1 we're gonna explores the can. So to create a camp and do you first have to tell their table which field you want to group buy. It has to be either a single select field or a collaborator field. You'll see why in a second we're gonna go ahead and group by status, because that is where the features we want to visualize in our can bend you done so let's take a moment to explore. This can bend you first notice that all our rose or or features are now cards organized into stacks according to their status. So we have the features in our backlog in our back lock stack the cards that our inner soon status in our soon stack so on and so forth. We can click into any of the cards and see our expanded record view as we did before, and kind of go deeper into that features card. Why I love this view so much is that it is so much easier to see where you stand in a project than in a grid to you. So imagine. As a product manager, I can quickly get an idea of where we are in our project because The title of each card is large and positioning the cards left to right make it intuitive how far we are in the development process for that feature. There are also a few functionalities to make this view even more personalized or even more intuitive, so similar to what we did in the group to you weaken collapse the different stacks that we aren't using at the moment. So uncapped ago rise. I don't have any features that are not categorised Sercan collapse that stack somewhere to backlog. I really want this can bend you to focus on the features that are either upcoming or current or there be worked on. So I'm gonna collapse the back lock. Oops! Collapse. There we go, Rosa Going to collapse ship you. Now we can further customize the Cambon board by changing which fields are previewed in each card. So right now we have by default the title of the card air table always show you the first field as the title of each card and the user story. But I think he would make more sense and be more intuitive if we remove the user story, added the beneficiary team that benefits from the feature the effort. So people that are tackling that future remember how we had sized the effort required and then the release date. So we know whether we're on track to release by the expected release date. There you go. So now we have title beneficiary effort and really state for each one of our carts doing Can Man status is left to right stacked in columns. However, priority is denoted by the position within the stack. Whenever someone is done working on the current feature, they should pick up the next card at the top of the stack. So product owners could re prioritize any of the features by just clicking on the card and then moving it up and down the stack. So if user validation is less important than tramp integration, the product owner could move it down. And then whenever a developer is Frito work on a new feature, they'll pick up the chat integration instead. So when that developer completes working on the chat integration feature, they can simply move it into the reviewing column, and this will change the status of that card to review it. So not only can you move cards upward down. You can also move them left to right to change their status. So let's see if this can bend of you, as can Ben by success. So the beginning of the lesson I mentioned you create can bend boards stacked by either single select field types as we've done so far, or collaborator field types. Let's look at what a can bend board grouped by collaborator Fields types looks like. Now we actually have to create a new Can Bend board because any changes that we do such a stacking it by team lead directly from this view will be saved to the can Ben by status view. And that's not what we want to happen. We want to create a whole new Camden, which will be grouped by team lead instead of status. And let's right away. Call this can. Bad by seen lead. So you can imagine this new can ban being very practical to a GP product or a CTO looking to get an idea of how each product manager is managing their features. So someone to the other one, let's go ahead and make a few changes that will make this you a little more relevant to a VP product. So we want to see on each card. Is the status, the beneficiary and release date and then to remove any cards that are in the unassigned column, and they're mainly there because there aren't being worked on right away. Let's filter out where status is not backlog. There we go. Let's collapse this, you great. So now I have my DP product to you, where I can get an idea of what each of my product managers is working on. So we know have to can bend Jews Cambon by status, kambon by team, lead and in two different ways for us to visualize our work amongst the team. So I hope I've given you an idea of how powerful the camp band functionality can be. If you're interested in an easy to set up project to start using their table and can Ben, I would recommend starting with a to do list. So start by putting your produce any sheet, order them by to do doing or done and then create, can bend, view and start managing your work in a can ban fashion using air table. And it's a great way to get your team mates and colleagues to do the same and start getting their table adoption amongst your team. In the next video, I'm going to show you my second favorite time saving feature, which is the form you see you there. 14. Easier data entry with the Form View: So welcome back in this lesson. We're going to explore my second favorite feature or air table after the Cambon you and it's the form of you. The former view is a way to get data into your table. So imagine we wanted Teoh crowd source features from colleagues. So imagine customer support could request features from the product team as they interact with customers. Or marketing could request features from the product team as they see tools that would make their jobs easier. So one way we could do that is by sharing the table and inviting them as collaborators that can edit our table. Now I'm going to do a lesson a little further down on collaborating. But the challenge with that is that we give edit access to everyone at the company and we have to explain how the table works and how every table works. And that's not necessarily what we want to do just to get them to write features into our product roadmap. So instead, we're going to go ahead and create the form so the form of you create form that is easy to share and customize, and colleagues can use this form to you ask for features for the product. E. Every field in our features table becomes a question for this form. As always, let's take a minute to explore this few to really understand how it works. So let's actually start with the product and get an idea of what this form looks like right away. So we see all of our columns or fields become questions Now, Right now, the form title isn't very intuitive, and as a user, I'm really not sure what I'm supposed to write in feature or user story. And there's also some fields such a status effort and team lead, which shouldn't be on the form because it's really up to the product team to categorize the feature requests according to their effort and then prioritize them according to their backlog. So let's see how the edit form functionality could help us accomplish reform that's useful and share. So first, let's go ahead and at it are formed title to feature request and, as we do that knows, go into a form refresh and we see that we updated title. Let's add a little description for this form to tell the person filling it out what this is for, so I'm just gonna go. Come on, pace this to avoid clicking in your ears, it says, use this form to request new feature or improvements from the product. Next, let's go ahead and similarly for feature. Whenever you click on a field, you know there table surely a few options. So the 1st 1 is add some helpful text to guide the user to how to fill out this question. So here will say describe the feature in, At most tweet link those a few 120 characters. And let's make this field required because a feature requests without a description of the future is really useful. There we go use their story for the helpful text. Let's actually go ahead and copy Paste our description here. A really wish their table would do this by default. I should add that to the feature request of table, but unfortunately they don't have a simple form like we do. There we go. So now we have user story. It's description and it's required, so let's just quickly look at the feature request. I have my new title fresh. I have my you titles description and I have kind of inspiration about the feature and user story fields, and they're now required back here. Beneficiary. So similarly, Let's actually go ahead and copy Paste the description from default to you. There we go Now. We're not gonna make this one required, because maybe it will be up to the product team to define who is the beneficiary. One thing that we should definitely not included in this form is the staff's, because status is really based on what availability we have US developers and what priority the product team dictates. So we can go ahead and hide this field on the right. Here we go, you notice whenever you hide it field. It's added to this left column, where you can either put it back in or manage it from that. Similarly, from effort blisters, Dragon dropped this one out. Here we go. Team lead. That's only assign. Once a feature has been decided, it's going to be worked on great. Similarly, for release date, let's remove that one swell. So now we have our kind of basic form. Let's refresh feature request, three more questions and then a submit. But so a quick note here to say that in the basic version of Air Table, there's very little customization you can do in terms of adding your logo, changing this u R l to your own domain and kind of removing this air table branding and the bottom. If that's important to you, you could upgrade Teoh the premium version, where you can do a lot more customization, is here at a logo cover image and then show air tape. Brennan. So now that we have our form looking like we want it, and with the fields that we want in it, let's go ahead and fill it out. So just is that's a simple feature. We're just testing this out of simple feature here. A swell and the beneficiary will be the website team. So when someone will fill out the form, it's going to create a record and not record by default will be at the bottom of our grid view, and I could expand it. You could see the answers show up in the respective fields. So simple Feature, Simple feature and beneficiary is the website just to make sure. Let's see that it's available in all of our views. So if I go kind banned by status. You see that in the uncatchable rised stack, we have our simple feature. So to wrap up, let's get back to our form of you before I let you go. This form isn't really useful if it stays in your base and you're not sharing it. So there two main ways that you can share your form. So the first is by using the link provided by their table. And this is actually the link we've been using to prove you our form. So that's the first way is just by sharing this link and in the second is very practical is embedding it on your website. So Air table actually provides the code that you need to put into you your HTML page to have the form show up on your website, even provide these little, uh, previews that you can see how it looks like on desktop and mobile. All right, so we've covered a lot of ground learning about the form functionality, which is extremely useful when you want your colleagues or anyone really to put data into your base without giving them access to the whole base or teaching them how their table works. We've used it to make it easier from our team to ask for different features, but I wanted to give you another example of how their table themselves use the form functionality to power their job board. So if I look at the air table Job Board, you notice that this is a form exactly the one that we're using. So as a kind of take away from this, I want you to go look at the air table job form. I'm gonna crew link in the show notes, and you'll see how they use the form functionality to smooth applying to jobs at their table season. 15. See deadlines coming with the Calendar View: All right, welcome back. So far in this section, we've seen how different views could help us organize your data. Visualize it differently to get the most out of the information we have in our tables. So we looked at how we can change the grid view to make it a little more useful. And then we organized our data according to status in the can bend you to make our work more visible. And then we made it easier to get data from the team using the form functionality. In this lesson, we're going to explore the calendar view, which will be the last year that we look at in this course. And the calendar view allows you to visualize all of your data in while a calendar. And so I organized all your records according to a date field. In our case, it's going to be the release date. And so each one of our records is going to be placed on this calendar according to its release date. So the calendar view is extremely powerful. I've seen it used by every single type of department I've seen HR use it to manage upcoming interviews, Operation teams to track shipments of materials or marketing teams trying to stay on top of their content creation. In our case, we're going to use the calendar view to see upcoming releases and make sure everyone in the company is aware of which features air being released and went as always, Let's explore this view to make sure we understand it similar to the Can bend view. You could move any of the records on the calendar to change its state. So if I take this and move it to choose 88th and click into that record I can see is that the release date has been changed to Tuesday, January 8th. Let's move that back. There you go. So before I show you how the filtering sword functionality of top works, let's take a moment to explore this thes records on the right. So these are a list of all of the records in Are table sorted in the same in the same order that we have them in our base. Few. So Facebook. Sign on. If I go back to our default to you, which, as you can remember, was started by effort, I could see that Facebook sign on is the first record going back in the calendar, so the filter and sort functionality is also going to affect these records on the right. So if I filter according to, let's say, where Team lead is myself. So Aaron. So I only see my features on the calendar. I'm going to see those same records on the right, And if I say sort, let's say, according Teoh, uh, status, apply it on Lee. Sort the ones on the right because thes are sorted according to their date. Let's go ahead and remove this filter a second way. That you can filter or view this differently is that instead of filtering all the records so those on the calendar and on the right air table allows you to filter according to you the records with dates. So those are those that should show up on the calendar and then records without dates, and this was only gonna filter our records on the right. That is not gonna affect our calendar view. So let's look at the records without dates. What you see here are all the features we have not yet scheduled onto our calendar as their table points out. I can just drag and drop. And then this will assign the release date to this future for the 17th. It's not something we want to do. So it's moving back and remove that. Released it. So somewhere to the form. Hugh, I want everyone in my company to have access to this calendar and concede it, but I don't necessarily want to give them with you access to this table or to the space and have to explain their table to the What I'd rather do is integrate this calendar into an existing calendar software that you use personally. I use Google Calendar because I am a cool client. So I'm gonna show you how their table is actually able to copy these launch date or release dates into an existing calendar. So we're going to do that with Google calendar. So first you go to the share button created, tell interview link. Yes, I'm going to skip over this for a moment and go directly to the Aikau subscription link. So we're gonna copy this, and then I'm gonna go into my Google calendar. Where, on the left here I have add calendar so I can add counter from U R l and that you are always gonna be the one we just copied. Add that to my calendar. And then I go back to my calendar here and let's give it a month. Few. I actually have the features on my own Google calendar. So if I click on them gives me a link to the record, and I can see additional information about the Facebook returning take so feature note that this is a one way integration. So any changes I do in my air table will be reflected in the Google calendar. Now, if I change any of this information, it's not gonna be reflected in the air table. Another note is that currently, if I go into the week for you, all of my launches are at midnight, and that's just because we've only specified a date. Had we specified a an exact launch time that will be reflected in the count. So let's go back to the month for you. There we go that this subscription link or the ability Teoh reflect changes in your our table calendar with the calendar software that your company uses is extremely powerful and useful in sharing information with the larger team without necessarily having them understand the tool that you're using in this case there. Table. All right, let's go back to our calendar view and air. Take so back, Teoh the sharing functionality. Um, you could also share a calendar through a link. This is similar to the form functionality where we shared a link and that user could fill out the form in this situation. If I copy and paste this link into my Europe, it'll actually just show them the calendar where they can see the different features and their information. Note that this is the exact same link that was shared in the Google calendar. Integration in the events description. So there you go. That's what I wanted to show you for the calendar view, which is an extremely powerful way to visualize our information. Before you go to the next section, where we'll be exploring how to use multiple tables in our base, I want you to explore the gallery view on your own, make sure to use it with a table that has an attachment field and maybe include some pictures in that attachment field to really get the most out of it. But that said, I'll see you in the next section 16. Sharing Views & Access in Airtable: All right, welcome back. So I'm back here in our roadmap base, and in this lesson, I'm gonna be talking to you about how you can share your base. So there two types of way of collaborating in air. Table one is given, read or write access to the whole base. And the other way that you can collaborate without necessarily giving access to the base in air table is to sharing views. So let's look at the first way you can collaborate air table by sharing the whole base. So I'm gonna go click here on the top, right, The little share button and it brings us to this little dialogue. So before we talk about how to share the base, let's talk about the level of access you can provide to one of your colleagues. So there are four different levels of access. The first Israel only which only gives them access to look at the base and not edit or change anything. Note that if you invite someone to read on Lee, they won't be considered in your users for the premium version. Next, you could give comment access where people could create personal views, but that won't be accessible for everyone, and they can comment. Different cells were different records, then it You can give edit access so they can edit the data in the table, but not configure tables or feels or views. And finally, you can give creator access, which is exactly the same access that we've been working with so far so they can change anything in your base, including other people's access to the base. So those are the four levels of access that you can provide to your colleagues, and the way to invite them is either by inviting them by email. So just putting all of their emails here or by creating a link. And that link could specify the level of access that that link provides. And then, as a further measure of security, you can allow any email address to have access to your base through that link, or restrict it to a certain domain. And this is particularly useful if you just want to invite your colleagues that all have the same domain and don't want them sharing this base beyond your company. And every time you either invite someone by email or create a link, air table will add it to this section. So you notice that I had currently have to invite links. I created an invite link with anyone with an email address at example dot com, and they read on Lee Link for any email. And I also currently have one collaborator on this work paid space, which is myself so pretty basic stuff, very simple. So that is how you can share access to the whole base. More often than not, I don't necessarily want to give colleagues or clients access to my base. I just want to share certain information or a certain view of my base. And really, that's where the share functionality comes in. So let's imagine. I want to share the camp band bored with colleagues or different teams, but not give them access to their table. I can use this little share view on the right side of the narrow far, and so create a link that gives them access to view. Will view this view or to look at this view without having their table. So let me just copy paste this into my browser, and then what you can see is that the user, after going to this link can see all the records conceive the Cambon board could expanded, can collapse it, and you can see specific records, but they can't edit the information in. So it's important to know you can never edit records from this shared view functionality. You also can't move cards from one stack to the other. And so this is extremely useful when you want to share your information without necessarily giving access to your base. And every single view has this share functionality. So if I know the calendar, I can create a link. There you go and view that, and that user through that link could view the calendar and view the different records in the calendar but not edit them. Although I'm making class specifically about sharing views, we'd actually already seen this functionality when we talked about the form of you. So if you remember, we had a share form and then we can embed it on our website or sherry link with that functionality that we'd explored with the form is actually the same one that we're looking at here in the camp back so you can embed any of these views on your website or Sherry link . So? So I wanted to show you in terms of sharing specific views from your base through the share view functionality or sharing access to your base through the share functionality. So that completes this session of the course. And so far, we've been working with one table only in the next section we're going to start working with multiple tables. I'll see there. 17. First linked record: welcome back. So we're back in our sales pipeline table from the first section. It's a little more basic than it was back then, but we're gonna build it into something a little better. So I've renamed it to sales Pipeline lt for linked tables or linked records to differentiate it from our original base. To refresh your memory, we're going to imagine we're a company that sells services to other companies, so we'll use this table to manage where we are in the selling process to all of our potential clients. So in this lesson, we're really going to focus on the 1st 2 tables. Companies and contacts. Contacts are the people that other companies were talking to, and we have their email there name, phone title and department and companies. What we have the name, that industry, the size company, website and company like that. So this is pretty standard information. So one thing I'm missing in my company's table and parallel early in my contacts table is well, who are the contacts that we're speaking to at bear paw solution? That information currently lives in the contacts table, so we're gonna go ahead and click, create a linked record which will link these two tables together so we can input who are contacts at each one of these companies. So this is a field type, so we're gonna call it contacts, and the field type is gonna be a blinked record so linked to another record. And when you link a record, is gonna ask you what table do you want a link records from in our situation, because you want to tie the contacts to cos we're gonna go ahead and link the contacts, records or the contact table so it creates a link and they will ask you to whether or not you want to allow linking to multiple records. So because we expect to be talking to multiple contacts at one company, we will say yes, we want to allow linking to multiple records I'm going to save. So we've created are linked record field type in the company's tab. And if I go into the contacts table, it automatically creates a lint record field in the context, they will telling us, what company is each one of these contexts a member of? Yeah, I like to name my tables as cos contacts, plural form. But in this situation, because we're only gonna have one company for each contact, I'm gonna rename it to company and in the allow linking to multiple records. I'm gonna say that this is not allowed because we only want each contact to be a member of one company. Okay, and we'll explore what the linking does in a little bit. So let's add our first contacts to bear paws solutions. Now, when I click this little plus sign here, it pulls up all of the records I have in my contacts table and asks me which ones that I want to associate to bear prosecutions. In our example, we wanna add Rose as a contact at Bear Paul solution. So I'm gonna select Rose and then it links bear prosecutions, two roads. So if I go back to contacts, it tells me well, Rose is a member of Bear Paws solutions. And then if I go into the expanded record view and I go into linked records and click on it , it shows me that contacts information, so email names so on and so forth. So I've linked goes to records together, I can link multiple records so If I look one on Link, another record from the contacts, let's say Michelle or I can also type in a URL auto complete or search for that record in my contacts table. I can associate both Rose and Shell. But do that, then go into my contacts, as expected, both Rose and Shell or members of their part solutions. It's important to note that when I search using the auto complete, it's always gonna search on the first column of my contacts table. So if I write Olivia, it's looking for Olivia in all of the emails I'm searching for. So that's why it's important to make sure that your first column what will call the key in the future is what you expect users to be searching. But so if you search, if you expect users to be searching by name, what name should be the first column of your table? So, just like we were able to associate contacts to companies from the company's table, we could also do the opposite. We can associate companies to contacts from the context team, so that's a Billy is a member of Wolf Motors, where I can just click on the link record and select Wolf Motors. And now Billy is a member of Wolf Motors in my contacts table. And if I go to my company's table, it's linked Wolf Motors and Billie here as well. All right, so with that, we have our first example off a linked record. In this situation, it is a one to many relationship. What we mean by that is that for each contact we have one possible link, which is to one company and then in the company side. We could linked to many contacts, so it doesn't really matter. One too many are one we'll see later, which is many to many. But I do want to highlight it because if you're feeling lost, you can always search Google or look at the air table support for one to many relationships to better understand how this works. So with that lesson, we've just created our first link record. I'm gonna go ahead and fill out all of these contacts and then the legs lesson. We're going to look at many to many relationships. See, there 18. Linking one field to many fields: Welcome back in the last lesson were created a limp record field for companies and contacts . So we know who works where and what contacts we have in each company. This was a one to many relationship. You could have one company per contact and multiple contacts her company. In this lesson, we're going to tie products to deals. Each deal, which is represented as a record in the pipeline table, will be tied or could be tied to multiple products, and each product could be tied to multiple deals. This will create a many to many relationship again. I just want to emphasize that for now, it doesn't really matter what you call the relationship. I want you to focus on the fact that creating linked record fields is just the way of saying, Hey, thes two records were tied together and I want to be able to access the information of each record in both tables. So the pipeline table is where we track where each of our deals are in the sales process, and right now we have no indication of what services or products we're selling in each deal not only will including the products in the pipeline table make it more useful. We also want data on what products are performing well. What's selling like a hot cake, What isn't being sold. So let's go ahead and create a product table, and then we'll tie it back to each one of our deals so I might create a new table. I'm gonna call it products, So we're So let's say we are selling consulting services from manufacturing plants. All of our products or services are a one time fee, and our product table is gonna have three products in it. So those products are optimization of manufacturing plants and then input. I'll put management whatever that is, and safety and security training. So for each one of those products, we're gonna have a price. So let's put in a currency field here, and we want into trip precision very go. So 50,000 75,000 and 15,000. And for each one of our products, we are also gonna have a general manager who is responsible for that department, and that'll tell us who we need to bring in as a technical contact whenever we have a deal . And if the client wants more technical information. So I was gonna call it a single select. And so it's gonna be Rebecca Smith. And next, we're gonna have Johnny Cash. And finally, we're gonna have Megan Joshua Wade, go. All right, so we're gonna fill that out there first ones being Rebecca Smith, Johnny Cash and Meghan Joshua. All right, so now we have our products, how much they cost and who's responsible for the So now that we have all of our products in a table, let's go ahead and link these records to or link each product to each deal. So here I'm going to create a deals or I should say, products column or field. And it's gonna be a link to another record to the product table. And we are going to allow linking to multiple records because each deal can have multiple products in it. Go. So it's add a few, and then I'll do some editing magic to add the rest. So the Bear Paul Solutions in their first deal, they want the optimization of manufacturing plants. Here we go. And then in their second deal, if they want to other products. Great. So let's add a second client Who wants optimization of manufacturing plants? Perrigo. So whether it's one to many relationships or many to many relationships, the way we go about creating link records is no different. So I'm gonna go ahead and fill out the rest of the products related to all of the deals in our pipeline with some editing magic, and they're each one of our deals is now associate it to the products that company is interested in. So if I click on any off A Rose products, I could see that for the R and R F. Q. They're interested in input out put management and the optimization of manufacturing plants . If I come here in the products table and goto optimization of manufacturing, I see our end r and R Q. I should really pick easier names. Uh, I hear that I could link back to. So this creates our first many to many relationship again. Don't dwell too much on the vocabulary. What's important here is that we've linked all of our pipeline deals to the products that companies interested in again, This isn't extremely useful. Yet in the next lesson, we're gonna learn how to use the look up functionality to actually pull in information from a length record into a new table. And that's really where we're going to start seeing a lot more value out of the linked record feel type, so I'll see you there. 19. Pull data from a linked record with the Lookup field type: are welcome back. I'll be honest. I haven't been this excited about a lessons since the Can Ban View section. We've spent quite a bit of time in the last few lessons setting up link records, and it's kind of gone a little tedious. So in this lesson, we're going to explore look up field types, and for the first time, we're actually going to start seeing the usefulness of linking records and tables. So back to my pipeline table here. I've linked the company that's associate ID to each deal or opportunity. We also have the products that that company is interested in. That's all nice and dandy, but it doesn't actually allow me to work with the linked record fields. I can definitely access the information for this company, for instance, by clicking on it. But I can't, for instance, say, Hey, I only want to see deals for companies that are part of the insurance industry, because that information is Onley in the length record field. It's not in my pipeline table, so that's where the look of field type comes in. The look up field type allows us to say, Hey, I want to see this field that comes from my link record directly in my table. So let's go ahead and add the industry of each company to our pipeline table. So this field right here, the industry of bear prosecutions should be a column in of itself in the pipeline table. So it's come here and say, Insert right. It's gonna were gonna call this field industry. It's gonna be a look up. And when you look up, it'll ask you in this table which linked record field, do you want to pull in a field from? We're going to take a record field from the company linked record field, and then it pulls up all the potential fields we may want to pull in. And so, in our situation, we want to pull an industry. Here we go. And what this does is that it looks up there Paul Solutions and says, Well, bear paws solutions isn't the in dirt insurance industry. So I'm gonna look up that value for this link record and add it to our pipeline table, and it does so for every single record in our tables. So if we add a new deal to our pipeline, let's just go ahead and call this test and link the company that's related to this deal. Let's say it's a limited. You will automatically add the industry that I limited is a part of into our industry field , so it will take this value retail and auto completed. It'll look up the industry of a limited and fill this call. I'm gonna go ahead and delete this. There we go. All right. Our industry field can really be used like any other fields so I can filter based on industry. I can group by industry, so it's actually go ahead and do that so I can give you all of my deals grouped by what industry that deal is in. Or I should say the company would industry the company that's in that deal is in, and I can also sort first. You can really look up any field type so I can pull in any of thes fields from Wolf Motors into my pipeline table that includes So let's say we want to add contacts, so we're gonna do a look up so I could really look any value that's in the company table. So if I wanted contacts there we go, you know, add all of the contacts. We have Wolf Motors into our pipeline table. Finally, you could also look up multiple values at once. What I mean by that is let's take Wolf Motors. So Wolf Motors is looking to buy to approx our safety and security training and the Out Input Output Management Consulting service. And we'd like to do with the look up is pulling the GM information about each one. So 1,000,000 and Johnny Cash. So let's go ahead and create what's called his G. M's is going to be a look up field products. And then we want to pull in the G m single select value. So you'll notice that what it does when looking up multiple values, it will separate them by a comma. So Johnny Cash is one of the G m's and 1,000,000. Joshua is the second note that the order is not necessarily the same than we have in our products table. It just says these are the two values we found for these two products that we've looked up , but they're not necessarily in the same order. So when you're looking up multiple values against a little clunky. Luckily, in the next lesson, I'll show you the role of functionality, which will be a little more useful when you're managing multiple link records. All right, so we've gone from just linking records together to pulling in values from those link records into a table with the look up functionality. In the next lesson, we're going to discover the role of functionality, which will come in handy when we're looking up multiple values and want to simultaneously do an operation on them, such as add them up, calculate their average and things like that. I'll see this. 20. Summarize pulled in data with the Count and Rollup field types: All right, Welcome back. We're here again in her sales pipeline. Lt base. In the last session, I show you how to use Look up field type to take a field out of the linked record and put it directly in your table as we discuss. That's most useful when you're trying to pull in a field for one record, which means you have a one to many relationship. In this lesson, I'm going to show you House account and rollup field types allow you to man manipulate data in situations where you have many link records in one field. So this will be most useful when we have many to many relationships again. Doesn't matter what type of relationships you have. Understand what the field types do, and then you'll be better positioned to know when to use each one. So let's start easy with the Count field, so let's start easy and relaxed with the count field. The Count field type, as you could imagine from its name, will simply count the number of linked records, so this would be most useful to say we want to know which product is the most popular. One thing we can do is manually go ahead and count each deal that each product five himself in or more easily we can create a count record field type, which will call number deals, is going to be a count record field type. We're going to associate this field to the pipeline link record. So the pipeline link record is where we have all of the deals each product finds itself in and the number of deals field will count the number of records in this field. So if we go ahead and say that, you'll see that we have the first product. The optimization of manufacturing plants is shown six times 16 for the input output management and 14 for the safety and security training. And this field will update automatically whenever we associate a product to a new deal. So the Count Field type takes a length record field and simply counts the number of associative records. That's actually a great introduction into the role of field type, which will allow us to take information from multiple length records and do something with it. Maybe it's summing the values of a field in those link records. Maybe it's taken an average creating an array. I'll show you all of that in a second. I think the best way to introduce the roller field type is with an example. So let's imagine we wanna calculate the potential value of each one of these deals. How we would do that is by calculating the some off the prices of each product in each deal . So in this situation, the bps pilot deal kind of cool. This one up GPS pilot deal has one product. The optimization of manufacturing price, which is worth $50,000. So let's try to do that with the look up field type. So let's say deal value. We're gonna use the look up field type. We're gonna associate it to the products linked record field, and we're gonna take the price. So what this does? It pulls in the price of each associated product. Now, if the deal only has one product, that's not a problem. But in the bps second use case deal where we have to associative product, it just gives us their price. It doesn't add up the value of each product that were so so here. We would like to see 90,000 and here. We like to see 125,000 instead of just listing 5000, 30,000 and 75,000. And that's precisely what the role of field type does. So just like the look up field type, a rollup field type allows us to pull in information from a linked revs from linked records . But then we could also do an operation on them, whether that some taken average Min Max will show you that any second. So let's go ahead and create our first roll up field types. We're gonna call this deal value actual. It's going to be a roller, and it's going to ask us the same initial information as a look, a field type. Tell us what linked record we want to pull in information from. In this case, we want the prices from the product table, and then this is where it changes. It'll ask you, What do you want to do with the information of pulling in? And this is called an aggregation function, So we're going to look at a some and we'll get to the other options in a minute. So what this will do is going to pull in all prices from the product tables for each record and then some them. So let's save, so that gives us the actual some of the value of each product associated to each deal. So here, where we had 125,000 when we used to look up, we now have those two values, some together for 90,000 and little lower here. We're talking about 50,000, 75,000. We do actually have the right value of 125,000. Let's customize this a little more by going into the formatting of the field. And instead of having an intruder field, we want this to be a currency. Now all of our products are rounded, so we don't need that much precision, and we want a dollar sign. So this will turn our rollup deal value actual field into a currency, finishing the supple. It's delete dispute here and rename this to deal that there. All right, so we looked at the way we can pull in the prices of the associative products and something goes finish up this lesson by looking at the other aggregation functions that are available in the role of field type. So let me create a new one roll up, and then we're going associate Teoh the products field again. Then for now, is just choose the price field that's in the product table. So the most popular aggregation functions are first of mathematical ones, So average some men and max and then you can also count using the role upfield. And a difference with the Count Field type is that this allows you to specify whether you care about a numeric alphanumeric values or whether you care about empty or non empty fields. Onley. Additionally, there's a way of telling whether one of the assists, whether one of the rollup field or all of them, are true, and we'll explore this in a future lesson. And then finally, there's a way of combining or creating an array out of the rolled up field. This one is definitely less used in my experience, but just wanted to make you aware of that and also link to an explanation of each one of these in the show notes. But again, most of these will be exploring in a future less so in this lesson, we learned how the Count Field type can help us count the number of records that are earn the linked record, field the number of deals. And then we use the rollup functionality to some, the price of each product that is in each deal. And more generally, we learned about the count field type and then the roller field type, which allows us to pull in information from associate ID records and then do an operation on them using the aggregation function. So examples are the some Take the men, the max, and we're gonna be doing that a little more in the next lesson. So if it's not exactly clear how this works, it'll definitely clear up in the next lesson. See you. 21. Junction tables: welcome back in this lesson. We're going to talk about Junction tables. I really hesitated whether this lesson should be in this section. Put it at the end of the course in the advanced section. However, in my experience, most air table users get to a point where they can't really manage all the information that they want to without using junction tables. So that's why I've put it in this section. That being said, if you're a beginner in air table or just generally not very familiar with managing multiple databases, this lesson might be a little more advanced than you're used to. That being said, don't worry about the vocabulary. Focus on the functionality and what junction tables are good for and the rest will come. So Junction tables are used to add information about the intersection between two tables. Now that may seem confusing, so let me just start with an example. So let's imagine I want to give a 50% discount to Wolf Motors specifically for this opportunity for one product. So this safety and security training, instead of being 15,000 for this deal on Lee I want to give them, let's say, a 50% discount, So applying a discount to only one of the products in the linked record field is actually a challenge. So one way we could potentially solve this is by creating a discount percentage column, which I've done between two classes and then multiplying that discount by the deal value, which is here. A problem with that is that it applies a discount to both products. It this it applies that the only way we can do this is by applying it to the total deal value. And that's not what we're trying to do, really. Just trying to say we only want to discount the safety and security training by 50% and that's really where junction tables come in. So junction tables are useful when you want to add information of the intersection of two tables. So in this situation I want to add information about the safety and security training product, but only for the wolf R F I deal. So I'm going to create a junction table. I'm gonna call this the products dash, I find table, and that's how I usually denote a junction tables. So here we're gonna call this a key don't worry about why I call it a key for now. And the first thing we're gonna do is create two linked records. And these two lives records in the 1st 2 columns are going to tell us what two tables is this junction table about. So we're gonna create a They called us the product, and we're gonna call it's linked record field. We're going to pull in information from the products field. That's great. And then let's instantly say Okay, well, the one I want a discount is the safety and security training. Now, I don't want to discount them for all deals. The only deal I wanted discounted for he is the are If I d, which is in the pipeline people, There we go. So we're gonna look up or we're gonna find Wolf. Very go. Well, for if I do know I have the right product and the right deal, and we're gonna have a discount column, which is going to be a percent there we go save. And here we wanted to say we want to give them a 50% discount. So just as a reminder, by creating these two linked records, we've actually added a field in the products table. This is our junction table right here and then in the pipeline. We also have our products pipeline field right here. So I'm going to go in and create. I'm going to pull in the price of the product we want to discount. So we're gonna link. So this is gonna be a look of field type. We're gonna look up the price, so that's in the product table and we want the price. There we go. So that gives us the price. And we're gonna give the discount amount, which is the multiplication of the discount and the price multiplied by minus one. So this is going to be a formula. We're going to say discount times price yield divided by 100 because that's just how percentages work in their table. And then we're gonna multiply by minus one to get the discount dollar amount. There we go. So our discount amount, it's actually format this a little better gonna be currency. There you go. Okay, so the discount dollar amount is 7500. So we've discounted the safety and security for Wolf, are I by 7500. So now let's pull that information back into our pipeline. So here on the right, let's have a discount a match, and it's going to be a look of field type and it's going to be coming from the junction table and we want the discount amount. We're gonna pull it in. So with that we have discount. We want to apply to the safety and security training product in the wolf R F ideal, so kind of looping back here. We have a safety and security the deal and that this kind of mount that were pulling back in to our deal and the reason just as a reminder that we're doing us is that we couldn't apply a discount that we have here at the deal level. We really want to apply it to the product level. So we need a junction table to create a discount that is specific to one deal and one product. And so that's what I mean by using junction tables to you. Add information about the intersection of two tables, so let's go ahead and delete these the discount percentage and data deal and create a new one that is actual deal value here. Value discounted. It's going to be formula that sums your value plus discount a marriage. There you go, and I don't give us the updated value of each deal, including the discounts we want to apply for different products. So you noticed that I still haven't named the first column of our junction table, and that's why we're seeing unnamed record here. You know, it's sometimes a little difficult. Teoh name this first column because we're talking about aspects of the intersection of two tables. So what I usually do when I'm unsure or I don't have a better idea, I simply just can Captain ate the different linked records. So what I mean by that is also a product and deals. So this will tell me. Well, this is a discount. This is a discount for the safety and security in the wolf are if I deal and if I come here , it will pull up that information as the call. So far, we've looked at what are Junction Table could do on the pipeline side. Now let's look at what it could do on the product side, so let's imagine we want to calculate the average discount for each product. To do that, we need to take the average of every discount we've given out for each product into their various deals. And we're going to do that with the rollup field because we're gonna find the discounts and calculate the average. So here, we're gonna link to our junction table. We're gonna look at the Discount Inn dollar amount, and then we want to take an average of values. So what this will do is that for each product, it's going to look in the product pipeline table and calculate the average of every discount we've given out for every deal. Because we've only given out one discount so far. It averages to that value. Let me do some editing magic to add a few discounts. There we go. And if you go back into our products table, you notice that we now have an average discount for every single product. Well, we can quickly see is that the safety and security product is always heavily discounted, or at least in the cases where it is this count. It seems like we're giving out a pretty have to discount. All right with that we conclude our lesson on junction tables. So what we accomplished using junction tables was discount a specific product in a specific deal right here, and we've also used it to calculate the average discount were given out for each of our products. So junction tables are extremely useful, as we saw when you want to add information about the intersection of two tables in this case products and pipeline. So that actually also concludes our section on working with multiple tables at in the next section, we're going to start touching more advanced functionality, enabling us to link air table to the rest of the tools that we use every day. See there. 22. What's in the paid versions of Airtable?: all right, welcome back. So far, in this course, we've been working exclusively with the free features offered by Air Table. Frankly, with most of my students and the teams I've worked with, the free plan goes a long, long way. However, there are a few cases, namely when you're exposing your forms to the public or that you want to use the blocks functionality. What I'll explain later in the section that the really the premium features really come in . So in this section, we're going to look at what the premium plan offers. We're going to start the section just by looking at what the different plans are, and then in the in the following lessons will dive a little deeper into the most important sections of that premium plan. So let's start off just by comparing the three plans that are offered by their table as of January 2019. So we're going to focus on the differences between free the plus and the pro Plan's not gonna talk about the enterprise because I don't expect a lot of you two up for this because for the very large corporations, so we have the free that is free, and that's what we have been using since the beginning. The plus East, $10 a month and in the pro, the main difference between free and plus he's more records per base that you can create more space. But frankly, the main reason people go from free to plus he's for the revision and snapshot history that goes from two weeks to six weeks. What this means is that if I pull up a record, there's the activity on the right, and that's the information about all the changes that happened to this record in the free plan. You only get this for two weeks. In the plus plan, it goes up to six months. Um, you know, this change is important, but I don't see a lot of teams opting for it. People usually go from free to pro, and the reason is is that you get access to this advanced functionality. This advanced functionality has three different flavors. First, there are blocks which are applications that use the data in your different tables, mainly to create visualizations, but also to send emails. And it's just kind of 1/3 party marketplace that really is just beginning on air table. But I do expect that's where you're going to see the most growth in features that live on top of your data in their table. And we're gonna have a lesson. The next lesson is actually gonna be on blocks and then the second grouping of advanced functionalities around styling and multiple date formats in the calendar. So this means you can do different colors and you can brand your forms, and you can do, start and beginning and end dates in your calendars for useful. And then the third grouping is around view, ability and sharing of your tables. So we're gonna do the next lesson on blocks, and then we're gonna look at the advance functionality around. Style it. That's what I wanted to highlight. The difference between free plus in pro, so free and plus is additional revision and snapshot history. Do not expect a lot of unico from free or plus, but do expect a lot of you to go from free to pro, mainly for the blocks functionality and then the different styling, options and calendar functionality that will look into in the next two lists. See that 23. Visualizing data & more with Blocks: All right, Welcome back. In this lesson, I'm going to introduce blocks. So blocks are applications that you can use within air table, and that will leverage the data that you have in each of your tables. So think of blocks like applications in your APP store. You need to select them and then configure them and then they'll use your data to accomplish various tasks. So in this lesson, I'm first going to show you the first block the chart block, which was a visualization of our current pipeline and how many deals we have at each stage . So just as a reminder, I'm here in my pipeline table. I have it grouped by stage and we have the value of each deal after the product level discounts that we've afforded Teoh each client in the deal value discount. So right now I have 282,000 in the qualification phase, 247,000 in the evaluation face and what we want to do with blocks, he is give us a visual visual representation of each one of these sums for the several deals we have each stage. So once you upgrade to the pro plan. You have access to this little block tab, so I'm gonna add a block and we're gonna go with the chart block. But before I do that, let's talk a little bit about the options that we have here. So most of the blocks in currently in this marketplace or this APP store are created by air table. So pivot table search things like that. But we do have a few what I'll call third party blocks. So they're send grid, which is a application that helps you send emails. There's clear bit which helps enrich information once you have someone's email or their name, so on and so forth. So we're gonna go ahead and use the chart block, which will allow us to visualize our pipelines. Let's add that to our base, and we have access to this kind of creator or the settings that we want for this block. So remember, what we want to do is visualize our pipeline. So we know how much how many deals and what value of deals we have at each stage in our pipeline. So, yes, we're gonna go ahead and use the pipeline table. The view we're actually going to go with all opportunities. Eso We're not removing any opportunities that may be filtered out or aren't visible in other views. We want to be a bar chart. Yes, we wanna show access lines. So we're going to group our our X axis were value by status. So that disqualification evaluation proposals so on and so forth. And in the UAE access what we want is a field. So we want our deal value discounted. And so this gives us the sum of the value of each deal we have at each stage. So, as I mentioned before, we have 282,500 qualification in 247,500 in evaluation. So this use this a visual ization of our pipeline. We could make this a little more granular by grouping by by grouping, the by the priority of each deal. So let's give us an idea of how much do we have at each stage and in each priority level for the sum of our deals. So it's at that. There we go. And now we have the chart block which is now accessible from the right of my base Now that we have our block, that helps us visualize all the deals were the some of the deals that we have in each step of our pipeline. One of the most nifty features that provided here is that we can actually click on any of these bars and see which records you know kind of comprise that bar. So if I click on proposal and Low priority, Aiken see each record that kind of comes to that value or is part of that bar. So I know that gather President Renewal and Aiken could dig in and get more information. So it's actually a much more convenient way to do what we call Pipeline Review. So just kind of looking at which deals Aaron section and seeing how we can move them. Floored. Very, very convenient. So we've added a air table creative block. Let's go ahead and try out 1/3 party block. So let's try clear bit block and clear bit is a contact enrichment tool. So let me just get started. I'm gonna put in my p I key. Go. I'm not going to go in depth on clear bed. Just gonna quickly show you how it works to give you an idea of the power off blocks, and you can explore them on your own, so clear, but essentially helps you find people's email addresses. So let's try to find myself. So let's say I currently work at local logic DOT CEO and I'm looking for myself, Erin and Search. I could make their request, and it said it found one result. And then it asked me. OK, well, where do you want to add it? I want to add my contact details to the context table and then mapping the fields that it's found about this person to our table. So it's a email address. I want to put it in the email. Full name is gonna go into name. An entitled is going to go into title and then so I have my email address at work, my name and my title so we can create that record. And if I go into the context team, will I now have my contact details as a record in that table? So with that, we have one air table block, which is chart and then 1/3 party block, which is clear, but and that's what I wanted to show you as an introduction to blocks. There are a ton of other blocks that I'll let you discover on your own whenever you're trying to visualize your data or trying to get 1/3 party to leverage the data in your air table for free to give a look at blocks and CVE, one of them can kind of affiliate. So in the next section we're going to look at the different styling options that are unlocked in the premium version. See that? 24. Styling Records and Views: All right, Welcome back. In the last section, we explored blocks as the first functionality that you get when you upgrade to their table premium. In this lesson, we're gonna go over the next three features that are centered around styling and a few additional functionality into different views. So we're gonna go ahead and explore these functionalities in the different bases that worked with so far in this course. So the first is additional color and styling options. So what this functionality allows you to do is to color certain records, according either to a single select, so a select field. And what this will do is that it will color the records according to this single select which is status or were, I'd prefer using is conditions, and this will color your records according to a condition that you specify. So let's imagine we want to put all of our records where the discounted deal value is greater than, let's say, 75,000 so we can denote the deals that are really important. So you see that now each record here on the left is colored red when the value is really high, so useful functionality when you want to get a little more visual with your different records. Important to note that just like the group and the filter functionality, the color functionality is specific to a view. So if I go into all opportunities, you note that the color that I applied in the group by status view is no longer applied. So that was coloring our records with the color functionality. Next, we want to go into advanced calendar features. So let's go back into Road Map Base, which we worked with in a previous section. And let's go into the calendar view where if you remember, we had the launch date off every single feature that is currently being worked on. Now the counter functionally allows you once you're in the premium from once you pay for the premium a table, you can add multiple date fields so previously we could only have the release date, but I've gone ahead and is added a staging. So a staging date means that this is when the different features should be in staging, meaning they can be tested by the team to make sure that they're working proper and you notice when you do have multiple dates in your calendar there denoted by their field, So this one has staging right next to it and then release when it is a release date. Second way that the calendar functionally is a little more useful or visual in the premium features is that not only can you use to fields, but you can also use start and end dates. So let's say we put staging date as the begin date and then release date as the end date. We can see how much time did we take to test that functionality? And so, whenever you have two dates, Air Table will create thes rose to the note or not these roads, but kind of delineate your calendar as beginning to end. So the ads full story. We had it on staging on the seventh and then released it on the 10th and that's what we can see on the calendar. So this is useful when you have events or things that take time and you want to denote them or show them from beginning to end. On your calendar. Back Teoh our table of contents here, the last functionally I want to show you around styling ease the custom branded forms so back to our roadmap base. If you remember, we had a form that would ask users for their future requests, and users would input different future request for the product team, and then they would be inputted into our featured table. If we look at what that form looks like, it's pretty bland. So just feature requests and then the question and air table branding at the bottom. So the advanced functionality allows us to customize this a bit so we can add a local to the top. Let me add a little logo here. Someone's gonna upload this. There we go. That's my logo and a cover image. Let's upload this right here. This a little more customized, and then I could remove the air table parental. So let's see what that looks like. Now this looks a little better, and this is especially useful if you're using this form on your website and you wanted to reflect your websites color or if you're embedding it into your website. This is where that functionality comes in. Very useful. So that's what I wanted to show you as the advanced styling options you noticed that most of these are not necessarily things that are essential to working in our table but are definite nice toe have when you have most of your work flows in air table. That concludes the kind of features I wanted to showcase that are in the advanced or that are unlocked in the premium version on a table. 25. An introduction to Zapier & Airtable: Hey, welcome back. First off, a huge congratulations on making it this far. In the course, you're almost in air table expert. So in this section, we're going to talk about integrating air table with other applications that we use. There's a number out there that the average employee uses up to 10 tools in their everyday work, which is pretty crazy. So we're going to focus on how we can automate moving information from one application to another. Now, in this section, I'm going to be using a tool called Zap here. To do that, I won't do an in depth introduction or explanation of the tool, but we'll walk you through some examples, which should give you a good understanding of how it works if it sparks your interest. There are a lot of tutorials out there on safe here, and I'm creating one as well. Follow me on Twitter to get updates on when it's live in the last section we created the sales pipeline base. Since then, I've added to the contacts table a loss contacted field, and this field represents the date at which we last emailed each contact in this table. Do we emailed rose on January 19th Michelle on January 8th. The challenge right now is that our team has to manually update this every time the email contact with sales people emailing, you know, upwards of 50 contacts a day. You can imagine how cumbersome it would be to update this manually for each one of those salespeople. So we're going to automate updating the last contacted field with the date of the last email for each contact using Xavier. So that means if I emailed do that today, this field trip automatically changed to the date of today. All right, it's, um, editing magic. Let's jumping Teoh our zip or zap. You know, there's still debate on how to call that I'm Canadian, so I call it a zap. So there is a pretty simple concept. What it does is that it waits for a trigger. Something happening in one application in our case is going to be sending an email to any of the contacts in the table. That's gonna be our trigger and then doesn't action. In our case, that's going to be update the contact field with the date of the email. So remember trigger and then action trigger and an action. So let's go ahead and create our zapped That's gonna update the last contacted date in our table. So we're gonna use email by Xavier. That's gonna be the application in which we want to create a trigger. And how we're going to do this is essentially Xavier is gonna provide to us in email address that is going to monitor. We're going to BCC blind copy. The email address is gonna probably provided to a spy's a peer. So here it is. I have test dots of random characters, adds a pure mail dot com whenever a BCC this address in my outbound emails, Z Pierre is going to trigger this automation. So that is, receiving an email to this inbox is going to be the trigger for this zap. So not only was a pure trigger the automation, it's also gonna collect information about the email that it's just received on that end bucks. So here's an example of an email I sent a little while ago and it'll, you know, find things like the to address so we could see to email. This was two rows at example dot com also going to collect the contents of the email. Right now, it's just HTML. Don't worry about that. And then you know what relates to us. It's also going to collect the date at which it was sent us called Rod Date. Let me scroll down here. There we go, and it's going to make this information accessible to other applications. So in our case, where sending an email RBC seeing this inbox zero will receive that email and I'll say, Okay, what's the date that email was sent? And to whom was this email sent? And we're gonna update information in our A in our table in the next two steps. So speaking of the next two steps, once the email has been received by Xavier, meaning that we've BC seed the inbox that they've provided, we want to find a record that corresponds to the recipient of that email. So coming back to our table, what we mean is, we want to know which of these contacts did we email so we can find the right record to update. So how that's done. How that's done is that we use the fine record action. So we've received an email we want to find the record in our table. We tell them what base? What table? What do we want to search by? So we are going to search our contacts table by the email field. And the search value comes from step one so kind of coming back here. So Zetcher allows us to search by information that comes in on step one. So just re creating this the new inbound email. I have a two address so raw to and that is the email address. I sent the email to those BC seat. So once we find a record, so we BCC the zip your inbox, we find the record that corresponds to the person that we've emailed. We then want to update that record with the date at which the email was sent. So what ZP allows us to do is specify again, what base do we want to update? What table do we want to update? Which record do we want to update? In our case, we go to step two and say, Well, we want to update the record that we found in step two. And which field do we want to update? Its the last contacted field. So this one right here and we want to update it with the date of the email. So remember, this is raw date, and we want updated with this value that comes from step one. So I'm gonna turn this zap on and show you an example of it in action. So to figure out who we should email, let's sort our contacts table by the person we've contacted for the longest loss of the person we haven't contacted in the longest while. So I'm sorting them from earliest to latest by the Contact. Eight. So we haven't emailed Helen since July 9018. So it's going our email and I've got here message to Helen's subjects as What's up? And I'm going to BCC the email that's provided by Z Pierre. Here we go, BCC, and then I'm going to send that Now. Remember that what's gonna happen now is that Xavier is going to receive this email in the on this email address. It's going to find the Helen record and update that record with today's date, which is January 19th. So let's go back here. Let's go that Helen record and let's let the suspense build a little bit, and if we go down, you'll see that the date has been updated to January 19th. So that's what I wanted to show you as an introduction to using Z Peer to move information from one application to another to reduce the back and forth. When you're using so many tools, including Xavier, ZP integrates with thousands of applications. Most of the tools you work with if they're in the cloud worked with Xavier, so I do encourage you to go check it out, learn about it and use it to reduce going back and forth between applications. Thanks for listening, and I'll see you back here again in a bit. Cheers. 26. Real life use case: Airtable to manage a music podcast: Hey, welcome back Air in here. Welcome to the final section of this air table class and will be a little bit of a different section where I'm gonna keep adding videos to this As I go along, each one of these videos will be, in real life example off a company, nonprofit or whoever using air table in their everyday lives to automate their work or make their lives easier. The first example comes to us actually from a friend who has his own music podcast. So every day he shares 5 to 8 songs that are from Indy saw makers or from unknown bands. A huge pain that he had was actually getting all the information about each one of the songs into a central place to create the worksheet that he'll use to record his podcast. So I'm actually gonna show you how air table and zip here, help them reduce your 95% of the manual steps that he needs to take to create his podcast. So let's jump it. So first, let's talk about how they manage it before they realize the revolutionary tool that is air table. So it was a very simple sheet where they would have the songs that they want to talk about during the podcast. Where do you want to play? Eso title, the track title, The Artist, How long the song Is, and then just some notes for themselves that they could say during the song. And then this was an estimation of how much time it would take for the song, the cumulative amount of the songs, plus any in between time that they expect. So that was their worksheet and all of their songs and all of their pot. All of the songs that they've discovered are in this Spotify playlist. So whenever one of the two hosts would find a new song, they would add it to this union playlist. So the first thing I did waas recreate their work sheet in their table. So it has the track title, the Artist, the notes that for each song that they're gonna manually input the duration of the song. The album Spotify You Earl And then we created a different table for each show. So each show has a date and then simply just the songs that are associate ID to that show. So this is a recreation off the worksheet. But the real challenge is how do we automatically get all of the song data into this air table? And that's where Xavier comes in. So as a reminder off what Z Pierre does recovered it in a previous section. But just quickly, Xavier enables you to take information from one tool and then send it to another. In our case, we're gonna take all the information about a song whenever it's added to the playlist and incented to the base we just created. So just so we remember what we're talking about here you have a trigger, which will be whenever we add a new song to the playlist and even action, which will be creating a new record in our base. So let's walk through this zap. So our trigger is gonna be new track at it to playlist, connect my account, and then which playlist we want to trigger on. So it's on their union. And then let's see what data we pull it. So it gives us a bunch of information about this song that I'm not going to go through, and I'll show you the relevant information that we pull in in the action step. So here we go. So once this happens, this happened. So that means when we add a new track, he creates a new record in our air table. So, you know, the tool, the air table, that action is going to create a new record. I link my account, and in the template, I say, What information do I want to put in which field? So track title. I go from Step One and then get that tracks title so on and so forth. Um and so this will enable me to automatically have all of the information about each song that's added to the playlist in my base. So let's test this. I'm gonna send test the air table and see what happens when we take this information added to our base. So if we come back here, you notice that it's added that song into our base. So the title of set of you by cigarette the track duration seems like a big number, and we'll talk about that in a minute. The truck album side of you and then I have the you are Oh, so let's do some editing, magic and an add a bunch of songs from the play list into this base. And then I'll show you how they're different views and how we can associate songs to shows . Okay, so now we have eight songs to play with, Ah, few things. You notice that I've added the album cover and the popularity is actually pretty cool, because Spotify through Z Pier actually enables you to capture the different album covers of every song and a popularity index from 1 200 So this actually additional information that wasn't in the worksheet initially that we've added through this automation So a win with Okay. So before we jump into the different views, we need to turn this track duration, which is in milliseconds into minutes and seconds. So if we go back to the existing worksheet, we noticed that we had it in minutes and seconds. So that's what we want to recreate. So this is actually a little bit complex if you're not familiar with this, but I'm just going to do it and feel free to ask me questions in the Q and A. So the first thing is putting it in minutes. So that's gonna be a formula, and we're gonna divide the track duration. We're actually gonna take the floor off tractor aeration divided by 60,000. So this is actually giving us the minutes of the sun or how long the sun last in minutes. That didn't work. Try it again. Oh, it's divided. Right? Okay, there we go. Great. So that gives us the number of minutes of the song to now we want the second's gonna be another formula, and here we're gonna do is we're gonna take the remaining milliseconds after we've subtracted the minutes. So that's track durations of the module. Oh, off track duration and 60,000 which is the number of milliseconds in a minute. And then we're gonna divide that by 1000 to get two seconds. There we go. So now we have minutes and this we're gonna call seconds. Great. So when we take a minute here and think we've actually replicated most of the work shoot, we have all of the same information. The only difference is that that now that it's all automated So let's go a step further. Let's start by associating the different songs to the show. We want to play them. So let's say the 1st 3 songs. We're gonna play them on Monday's show. So let's go like that. That's for Monday and in the next three. Let's play them on Tuesday show. There we go. And so to create Ah, better version of the worksheet. What we can do is group by the show, and let's actually hide a few of the fields we don't have in our original work Sheets of the album cover popularity to Spotify you around. So this creates different worksheets that, uh, will need for each one of the shows. We can actually go a step further and filter out any show that is empty. Sony Song that's not yet slotted into a ship so is empty or is not empty, I should say. And so we're gonna call this worksheets. So we have Mondays were Sheet and then Tuesday's worksheet, all automated and easy to use in URGENT. Another thing we could do What's We Associate songs to shows is roll up information for each one of our shows. So automatically Air Table links the songs to the show in our show table. But then I've added a few fields here just to speed things up is I can have a count of the number of songs that we have the total duration in milliseconds. But then I've applied the same formulas to know that with the songs that we have, Monday's show is gonna be about 11 minutes and 34 seconds. And Tuesdays is 12 minutes and five seconds. Great. So going back to songs the last view we want to create is all the songs that have not yet been associate ID. So I'm gonna create a new grid view, and all I'm gonna do is filter every record where show is empty. So this will tell us which songs have yet to be associate ID to a show and kind of tell us whether we need to go source, use new songs or not, or whether we have a good bank off songs for upcoming shows. So it's called this new songs area. All right, well, that's what I wanted to show you. Just to recap what we've done. We taking this worksheet very manual worksheet and automated everything. We need to automatically create these worksheets in their table in under or just over 10 minutes. If you have an example of how you use air table that you want to work with me on or that you like to showcase. In this course, feel free to reach out to me through the Q and A on this course through my Twitter account . Or just shoot me an email. I love to chat with you and see if we can do it in Air Table and it create a video for this course. Thanks for watching, and I'll see you in the next lesson.