Airtable: Project Management & Productivity in Airtable

1. Why Airtable Changes How Your Work: 70% of all projects fail. However, having the right management process has shown to reduce this to less than 20%. Now, what's the management process you ask? I'm about to show you. And it starts with Airtable. My name is Adam Taylor, and after building dozens of real world systems for businesses, agencies, and my own ventures, I've seen the power of Airtable to transform workflow. And I'm going to teach you exactly how to do the same. And this course will start from the ground up. You'll learn what Airtable is, why it's more important than traditional spreadsheets or project management softwares, and which pricing plan fits your needs. Then we'll master the core building blocks, fields, records, views, and interfaces, so you can move from overwhelm to crystal clear organization in minutes. We'll create your first base together from scratch. Adding and editing fields, working with records, and learning how to sort, filter, and group, and color code your data, so it all makes sense at a glance. Then you'll discover how to collaborate effortlessly, sharing bases, managing permissions, and roles, commenting and tracking activity, so your whole team stays on the same page. Once you're comfortable, we'll take it further. You'll build powerful interfaces that turn raw data into beautiful interactive dashboards. You'll automate repetitive task to save hours every week. You'll harness Airtable AI to analyze data, generate insights, and supercharge your workflows. And finally, you'll explore advanced tools like integrations, templates, link tables, and third party connections to unlock Airtables full potential. Even if you've never used Airtable or any other database tool, this course walks you through every click with step by step videos, real world examples, and downloadable checklists. Whether you're a freelancer, small business owner, or part of a growing team, you'll have everything that you need to organize smarter and work faster. Airtable is the secret weapon behind some of the most productive businesses and creators out there. And now it's your turn to harness it. So take action and join the course right now. 2. Understand Airtable and Who It’s Built For: Let's be real for a second. Spreadsheets are great until they're not. You open a Google sheet to track a project and before you know it, you're 14 tabs deep halfway through building a DhiY CRM with color coded chaos and pulling your hand. And that's where Airtable comes in. And this lesson, we're going to break down what Airtable is. What makes it different from a spreadsheet, or traditional database, and most importantly, who should be using it and why. By the end of this video, you'll understand whether Air table is the missing piece for your workflow, your team, or your business. What is Air table? Well, Air table calls itself a spreadsheet database hybrid. But that doesn't really help until you see it in action. So here's a better way to think about it. Airtable is what happens when a spreadsheet and a no code app Bilter have a very organized baby. At first glance, it looks like a colorful spreadsheet. Rose columns tabs, but underneath, you're building a full blown database that can power everything from content calendars to CRMs, to inventory systems, to editorial pipelines to even wedding guest list. Yes, true here's the kicker. Unlike Excel or Google Sheets, Air table lets you do a few things. You can link data across tables in a real relational database. You can view your info in different ways. You can automate stuff without code. You can collaborate in real time with your team and customize workflows without breaking formulas or your brain. So while it feels simple, like a spreadsheet, it works like a back end for your business. So it's basically like combining your favorite spreadsheet software with your favorite project management software. Your favorite ML code automation software. Now, for a quick example, let's say that you're running a content agency. You have writers, clients, deadlines, revisions, pitches, and social media calendars. A regular spreadsheet could track some of this. But air table, you'd have a client's table, a projects table, and a writers table. You could link each writer to their projects and each project to its client. View upcoming articles in a calendar view and you could filter tasks assigned to you using a personalized view. And when a draft is marked ready for review, Airtable could auto email the editor. All inside one base, one platform, no coding, no app switching. Now, hold your horses. This isn't just for techies. Now, you might be thinking, Okay, but do I need to know database theory or Python or be the next Silicon Valley prodigy to use this? Lucky for you, the answer is absolutely not. Air table is one of the most beginner friendly platforms in the productivity space. Been embraced by small business owners, teachers, and non profit managers, freelancers, corporate marketing teams, startup, event planners, HR departments, content creators, wedding photographers, you name it. And of course, some nerdy developers, as well. But the beauty is that you control the complexity. So you can use Airtable, like, a superpower to do list, or you can turn it into the back end of your entire organization. Now let's talk comparisons because Air table isn't here to replace your spreadsheets. It's here to evolve them. First, let me tell you all the features that both Air table and typical spreadsheets have, and then we'll talk about the ones that are just native to Airtable. And after that, we'll discuss when to use what? Okay, so those that both of them share while they both have rows and columns, formulas, and real time collaboration. But those that are just native to Airtable, well, you can link records between tables. You have multiple views, like your Canban calendar and timeline views. You can drag and drop file attachments. You can build in automations, and there's a no code App Builder. Last, but absolutely not least, Airtable can scale to full project dashboards. So when should you not use Airtable? If you need ultra precise number crunching, complex pivot tables or heavy duty financial modeling, then Excel still wins. So, who is Airtable perfect for? Now let's get specific. Here are a few types of people who should seriously consider running their projects on Airtable. The first is small business owners. Are you tired of duct taping five different apps together to track inventory customers and well, if you're that small business owner, then Air table becomes your custom built control center. All in one place, and it's way cheaper than enterprise software. Next are freelancers. You can track your clients invoices, leads, content calendar, and deliverables all in Airtable. It helps you keep your entire business organized without looking like a mess of tabs and folders. The next are marketing teas. You have campaign calendars, influencer tracking, content pipelines, lead scoring, all of it. And with all of that, you can build it all visually, and you can adapt it as your strategy evolves. Next, we have project managers. So you can replace clunky PM tools with a flexible living workspace that adapts to your projects. GAM charts, check status board. Check. Weekly Review dashboards. Check. Now for operations and AIDs. So from HR onboarding checklist to equipment tracking, build systems that people actually enjoy using. And yes, you can even turn your Airtable into a client portal. And last, anyone who's spreadsheet weary. So, if you've ever said, wait, which sheet has that infogan, then you're ready for Airtable. Now for some common use cases that aren't borings. To spark some ideas before we get into actual building, here are the real things that people have built in Airtable. A film production pipeline for an Indie studio, a CRM for wedding photographers, a task manager for a nonprofit grant writing team, a student directory and calendar for a university club, an internal tool for a startup that tracks investor updates, a library of brand assets and video files with versioning and a full scale event planning tool for multi city conferences. And they did it all without coding. Now let's zoom out for a second. The No code movement is exploding. More businesses from Solo Preurs to Fortune 500 are ditching rigid tools and building custom systems with platforms like Airtable. Now, why is this you ask? It's because flexibility is the new speed. A Airtable lets you build exactly what you need without waiting on IT, without hiring a Dev team, and without settling for tools that weren't made for you. In other words, Airtable gives you the power of a developer with the interface of a spreadsheet. I think that image is better than the organized baby. It's one of the most versatile tools in the modern productivity stack. And once you learn how to use it properly, you won't just organize your work, you'll transform the way you think about building systems. Alright, so now that you know what Airtable is and who it's for, we're going to roll up our sleeves and learn how to actually use it. We'll start with setting up your first base, understanding tables and fields, and building your very first workflow without writing a single line of code. So whether you're here to streamline your business or finally organize your personal projects, this course will show you exactly how to do it step by step. Now, let's dive in. 3. Choose the Best Airtable Pricing Plan for You: Before we dive into actually building inside of Air table, we need to answer a simple but important question. Which pricing plan should you pick? Now, ATable has several tiers that we can see right here from a completely free plan to advanced enterprise solutions all the way over here. And the right choice is really going to depend on what you're building, how many people you're working with, and how much automation or AI power that you'll need. So in this lesson, we'll walk through each plan what it includes and who it's best for. So by the end of this, you'll know exactly which one fits your needs. So you can get started without overpaying or limiting yourself by picking the wrong. One thing to know as we continue with this lesson is that you might not know every feature that we are going to see right here, which is entailed in each one of these plans, because you could be just starting with Airtable, not having even opened up the software if that's the case, don't worry. All the things that you aren't going to be completely clear of, we will be covering throughout this course. So by the end of this, you'll have a full understanding of the course. And if you want to make a more educated decision at the end of this course, you can do so. So in this lesson, instead, I'm going to be talking about each of these plans in relation to who is best going to fitting in each one of these plans. So if something sounds like you, it sounds like your business or sounds like your team, then that plan that I'm describing might be the best for you. So let's go ahead and start with this free. And yes, free does mean free. You don't have to enter a credit card and you can use it for as long as you want. First thing I want to note here is that you get 1,000 records per base. So if you're coming from Excel, you can think of this like 1,000 rows of information. Now the next important thing is going to be 1 gigabyte of attachments per base. So a base is essentially one project or database within Airtable. And within each of these bases, you are able to store 1 gigabyte of files, images, or documents that are attached to your records. We have 100 automation runs. So this is going to be you setting a basic automation. So if you're going to be using them and relying on them a lot, then you will be quickly reaching this limit within a month. And then we also have 500 AI credits, and that's enough to test AI features, but not really to run heavy AI workflows. So who's this free plan for? Well, if you're going to be experimenting with Airtable, working on personal projects or building a small tool for yourself or a tiny team, then the free plan is going to be perfect for you. And it's also a great way to learn a platform without having to pay a cent or committing to anything just keep in mind that you'll probably outgrow the free plan if your bases get large, you need more automations, or you want features like advanced permissions or different views. Next, we have the team plan, and this team plan is going to be Air table's most popular paid plan. Now, it's quite popular because it gives us quite a bit of more functionality from what we have in the free plan. We can see this immediately right here with our records per base. With the free plan, we have 1,000 records. But with our team plan, that jumps up by 50 times and gives us 50,000 records per base. Again, if you don't know records per base, you can think of rows in Excel or spreadsheet. And with the team plan, we upgrade from the number of editors per workspace from five here to unlimited. And then the number of commenters per workspace from 50, again, to unlimited. So you can see immediately that this team plan is going to function much better for teams, for people that are going to have multiple people working on their air table instead of just solo individuals on this free. Now another large upgrade that we have here is that we go from 100 automation runs to 25,000 automation runs. And then we also get to see a large upgrade with our AI credit. So we go from 500 AI credits with our free plan to then 15,000 AI credits for our team. Another thing to note here with this team plan is that we do get one year of revision history, meaning that we are going to be able to roll back changes made anytime in the past 12 months. And this also comes with our interface designer that gives us more customization, extensions, sync tables, and personal or locked views. So these are the views that I mentioned earlier with this free plan that we don't get we do get in our team plan. So who is this team plan for? If you're working with a small to midsized team, you need more space for your data and want to automate and scale without running into limits every few days, then this one is going to be the plan for you to choose. Also worth mentioning that this really is where Air table starts to feel like a real business tool rather than just a database that you're going to be tinkering with Okay, now let's go ahead and talk about our business plan that we can see right here. We go from $20 or $24 if billed monthly to then $45 or $54 billed monthly. Now, also another thing to mention with these pricing plans is that you should see that this is going to be whatever the price is here, you see $20. That's going to be per seat per month. So just know if you have multiple seats filled up, multiple team members here, then you are going to be paying for those individually. It's not just going to be one thing that you pay just $20, and that's really, these seats just describe person with editing permissions within your workspace. So if you have three people who can create or edit records, then that's going to be three seats, and you're going to be billed for all three. So if you're paying on a monthly basis and you have this team plan, for example, then those three people are going to be $24 billed three times. So that's going to bring you to $72 that you will be paying per month. Another thing to know is that view only collaborators don't count to your paid seats. It's only those with editing permission. So you can share your data widely without paying for anyone. Okay, so now actually getting into this business plan, the biggest changes that we can see are going to be a couple. And the ones that I want to point out, the first of which being our gigabytes, right here, attachment space per base. We see with a business account, we get to have 100 gigabytes as opposed to our 20 gigabytes. We're getting five times more attachment space with this business plan. So again, if we're conceptualizing a base as a project, if you're going to be someone that you know your projects take up a lot of space and they contain a lot of files, then a business plan is going to be something that might be a little bit more enticing. Now, another thing to know is that we see we go from one workspace to unlimited workspaces with a business. If you don't know what a workspace is, you can essentially think of a workspace as a collection of bases. So if we think of a workspace as kind of the biggest unit in our air table, we can then look down one step, and that is going to be bases. So bases make up workspaces and workspaces, we can think of, again, as the biggest unit of our Airtable software. So if you have multiple teams on your business that's going to be working on multiple different projects in multiple different bases, then this might be something that is going to be better fit for you, but you're able to have multiple workspaces to take this up. Now, as we scroll down through the comparisons, another thing to note here as we are discussing business plans is that we get to see that our admin controls and security and compliance are going to be things that you only really see with the business and enterprise plan. With this business plan in comparison to our team plan, we get enhanced admin and security features. So that's going to be SAML single sign on, domain restricted forms, advanced permissions, and an admin panel for managing multiple workspaces. Now, if all of this is kind of unfamiliar and maybe a little scary to you, then the business plan probably isn't going to be something that's worth it for you, and you could probably stick with it team. Now, who does this business plan actually work for? Who does it fit? Well, if you're running Air table as a core operational tool across a department or a large data heavy team, and you need advanced security governance, and sync capabilities, then this is where you should be. Yes, it is more expensive, but it's designed to support complex workflows at scale. Okay, now, finally, we have the enterprise scale plan. This is Air tables top tier, and it's designed for very large organizations with complex mission critical workflows. Now, as you can see, there's no fixed public price. So you'll have to actually contact Air tables sales team for Cust Po. But here's what sets it apart. Firstly, there's a massive capacity for this plan. We have 500,000 records per base. With that, we also have 500,000 automation runs. And we go from 100 gigabytes of attachment per base to 1,000 gigabytes, which is one. Like we discussed with the business plan, giving us more advanced security admin controls. The enterprise scale plan takes that and runs with it, and it gives us literally everything that Airtable could offer in terms of this security and admin control. So, who is the enterprise scale plan for? Well, you probably guessed it. This is going to be for the biggest companies out there. If Air table is going to be the central operational backbone for hundreds or thousands of users in your company and you have strict security compliance and administration requirements, then the enterprise scale plan is the way to go. Now, it's overkill for most small businesses or personal projects, but for large enterprises, it offers the scale, security, and support that they need to run Air table at the core of their operations. Okay, now you've seen all four tiers. From the free plan all the way up to our enterprise scale plan. So just as a quick recap, our free plan is going to be great for individuals or very small projects. Zero cost, but it is a limited capacity. Team is going to be the sweet spot for most small to medium teams with enough records, storage, and automation to run real business workflows. Now, business is going to be for our larger teams or departments that need advanced security governance, and powerful sync options. Lastly, we have our enterprise scale plan, which is going to be for massive organizations with strict compliance that need huge data requirements. Remember, all of the paid plans are per seat per month, meaning that you are going to pay each person with Eta access. So if you only collaborators are free, then you can still share widely without paying for every person who looks at your Daybell. So, if you're just starting out and you just want to kind of get a feel for Airtable, then it goes without saying that you should go ahead and go with this free plan because it's perfect for learning the platform and building your first few projects. And once you hit the limits or want more automation power, then you can upgrade to Team, which is usually the next natural step. With our plan picked, we can now jump into actually building an air table. So you can see the real magic happen. 4. Master Airtable’s Core Building Blocks: Welcome to our very first lesson actually Inside of Airtable. Now, before we start clicking around, I want to frame what we're doing here. Now, one of the biggest reasons people get excited about Airtable is its AI capabilities. Things like generating text, summarizing information, or probably most famously, building your own workflows, or apps. Now, we're absolutely going to cover all of that later in the course. But here's the thing. AI in Airtable is only as good as the structure you give it. So if you understand how Airtable is built, then you'll know how to organize your data so that AI can give you the most useful, accurate and relevant results. So in this first in software lesson, we're going to focus on the core building blocks of Air table. These are going to be the basic components that everything else, including the AI features is built on top of. So let's start right here on the homepage. Now, you can think of this as Air Tables mission control. From here, you see all of your workspaces, you're going to see all of your bases and even jump into the templates if you want a quick starting point. So right here on this left side, you'll see our workspace section. Now, a workspace is like a large bookshelf in your office. It's where you store multiple bases that belong to a certain area of your work. You can approach having these workspaces in a few different ways. On a smaller scale, maybe you have one workspace for personal projects and another one for business and one for a client project. Now, workspaces are also key for collaboration because you can invite certain people onto one workspace without giving them access to the other workspaces that you have. Now, inside each workspace, you're going to be able to find your bases. So let's go ahead and click Create right here, and we can build an app on your own, or you can come right here and click this option as well. So let's go ahead and do so. So now we're here in building our our base is going to be our first core building block. Because if we think of the workspace as the bookshelf, then a base is going to be one of the binders that is sitting on that shelf. So let's go ahead and name this our first project. So as you can see, we can also choose a theme color right here. But for now, I'm just going to stick with this basic blue, and I'm going to click Skip setup so we can actually get into seeing these base building blocks because we will come back to actually building a more detailed base in a future. Now as this base loads up, we get to see that each base contains all of the information for a single project topic or workflow. And just like we saw, we are able to customize the binder. We can customize its cover, give it a name, and even change the icon. So now that we're actually in our base, this is like opening up our binder. So inside here is where we'll find the rest of the air table building blocks, our tables, our fields, and our record the first thing that I want to bring your attention to is this table right here because that is going to bring us to our second core building block, which is tables. So if the base itself is our binder, then we can think of a table as a divider inside that binder, because each table is going to focus on a specific type of information. So, for example, if you're managing a business, then you might have one table for your products, and then another one, as we click Add right here, we can start from scratch. We can have another one for your customers, another one for orders. But as you can see, we have multiple tables that we are able to add right here. So what tables are able to do is keep each category within your base organized and separate. But the magic of air table is that these tables can also be connected to each other later on. So as you can see, within this table, we are able to see the next building block, which is a field. So right here, our field is named. Now, we are also able to add in more fields. So let's go ahead and do this, and we can name this date. So now we see that we have two separate fields here. Fields within air table are literally just columns within our tables. So in our binder analogy, fields are going to be the individual columns in your section where you decide what kind of information goes there. Now, you can see, as I add in a field, there are a bunch of different types to them. Again, these are going to be things that will go over later, but I want to bring them to your attention now. So each field has a type. It might be a plain text, a number, date, or a drop down list, or a checkbox, or even a file attachment, like a photo or PDF. The type that you choose is going to control how Air table stores and displays that info. Now, this is going to move us on to our fourth building block, which are going to be our records. So if fields are the columns, then our records are going to be the rows. So in our binder, a record would be one complete page in that section. So, for example, if this table were for tracking task, then one record might be a single task with its name and due date. Then, of course, we could add in more fields to list out things like notes. Now let's just go ahead and recap this hierarchy. The workspace is going to be our bookshelf, and our base is going to be a binder on that shelf. The table is a section inside that binder. Fields are the columns within that section, and records are the individual pages of information. So once you start to understand this structure, air table starts to feel much less intimidating. And you can begin to see how powerful it is when we start linking these building blocks together. These are going to be the foundations of every single thing that we are going to cover in this course. Now, with these fundamentals in place, you're going to be ready to take full advantage of everything that Airtable has to offer. I'll see you in the next lesson. 5. Learn How Standard Fields Work in Airtable: Now that we've talked about Air tables, building blocks, it's time to zoom in on one of the most important pieces, which is going to be field. Now let's go ahead and open up this first project so we can see what I'm talking. So fields are going to be the columns within our tapes. This is like we discussed in the last lesson. But Airtable, they're much more than columns because each field has a type, and the type you choose is going to tell Airtable what kind of data belong to. So our fields are all going to be accessible right here. If we ever want to add in a field, this is come to. And we can see right here under name, this is a field in itself. Just right here, we can see this A right here, and we can see that that is a single line text standard field. So fields are essentially setting the rules for your information. So is it a text? Is it going to be a number? Is it going to be a date or maybe something else? Now, this matters because the type that you choose affects how Airtable is going to treat the data. So a data stored as a text field is just letters on a page. Airtable can't sort that into a timeline or remind you when it's due, but a date stored as a date field can trigger automations. I can sync to your calendar, or it can even help AI generate better insight in this lesson, we are going to cover the different types of standard fields. So these are going to be from simple ones like name to maybe more advanced ones that turns Air table into a true database. Now, as you can see, we also have field agents here. And what field agents are are essentially AI powered field. So now let's go ahead and cover the field types that you're going to be using the most often. So this is going to be the bread and butter of AI. One, as we kind of already saw, is going to be a single line test. So, right here, we are able to see that this one is named, and you can see that is a single line text, and we are just going to be categorizing it with a name that we give it. This name that we attribute to it isn't something that is going to be required for Airtable. It's not going to be like choosing the field types themselves. This name is really just going to be for us and knowing what we want to have in that column doesn't actually do anything. So single line texts are essentially for your short bits of information. So this is going to be names, titles, labels, anything that's going to be quick and simple. Now that we're here, we can also see default right here. This is going to be entering a default value, and we get to see that it's optional. So this is essentially going to be if you ever create a new record within this column right here, it's going to have the value that you put right here. So a default value for position could maybe be employee. And then below this, we have description. So this one is also going to be For your sake, Airtable really isn't going to be taking in this information. Let's go ahead and click Create Field. So now we get to see that there are four separate records here under our position. Now, next up, we have number. So if we scroll down here, we get to see number right here, and this one is going to be pretty straightforward. So it handles integers, decimals, or even currency, if you want to set it up that way. But there is also another field type four. For formatting sake, we do have a lot that we can see here, but for the most part, it's going to be quite self explanatory. So this is choosing how many decimal places you want to have there, and this is going to be how you kind of want the numbers to be formatted in terms of the commas and periods, depending on how you're going to be using them. We also have abbreviations here, and again, we have our default option. These are all going to be self explanatory. Now let's go ahead and add field. And as you saw before, we also have a currency one. So we get to see here that the formatting is essentially going to be giving us the same options. But if you want to set a specific currency, then you're able to use this data field. And then on that same kind of note, we also have percent. So again, the same formatting here as well. Now, another one that you'll probably be using T is going to be a date field. So, unlike typing a date in a text field, this one is actually going to understand dates and ties. So, this means that Airtable can then sort them chronologically, calculate deadlines, or even trigger automations based on these dates that you set. With the formatting here, we see another similar thing that is going to be straightforward. We get to include the time of day here. We can display the time zone, and we can also default option to set the current date right here. So if we create the field and I go ahead and add some, we get to see all of these new lines are going to have our current date. And then to delete them, it's as simple as selecting them and then just clicking Delete. Then after this, we have our select field. So a single select is essentially going to allow you to pick one option from a dropdown, something like to do in progress are done. Now, if instead you need to tag something with more than one label, then you can come over here and do multiple select. Now, following this one, we have another simple yet very powerful one, and that is going to be our checkbox right here. So, the checkbox is really going to be perfect for yes or no situations. So completed or not, approved or not or true or false. Here, we are able to change the style, and we could set a default option as the style that we now finally, one that really does set Airtable apart is going to be our attachment field. So this one lets you upload files directly into a record. So images, PDFs, documents, whatever you need. So your data and your files actually stay connected in one singular place here within your app. So now if we go ahead and click Create Field, and we can see with each one of these, we're able to just drop our files here or we can click Add an attachment, and we can pull them from our computer with a browse function. Now, beyond the basics, Airtable also gives us some special field types that are especially useful when you're working with a team or storing some structured information. Now, one of the most important is going to be the collaborator field, but here it's also called user field. So this one essentially allows you to assign a record like a task or a project to a specific person on your team. This one's really just perfect for managing responsibility because as you probably know, assignment without a user attached. So this one is really just perfect for managing responsibility because an assignment without a specific person attached to it is an assignment that is really asking for it not to be completed. So with this function that we see here, we are able to notify users with the base axis when they're added. So if we ever are going to assign them any they are going to be immediately notified that this as being the case. And we also have the option to allow adding multiple users. So we can add in as many people as we want, and if we have this one turned on, as well, they will be notified when they are added to the base. Now, next, we have fields that are going to be designed for contact information. So, this one is mainly going to be email, phone number, and URL links. So email fields can make sure that data is formatted correctly as an email address, so you don't end up with typos that end up breaking your words. And phone number fields are also going to be storing phone numbers in a consistent way as to, again, not break your workflow. And then URL fields do the same for website links. So, Airtable knows that it's a clickable web address. Also a fun one that we have down here is going to be a rating field. So this one displays stars that you can click on. So it's a nice visual way to rank something like priority, quality, or satisfaction. So this can all be determined by the name that you give it. So, for example, if you're going to be quickly tracking customer feedback, then you could add a rating field to capture the scores out of five. But of course, you can also change this to be up to ten stars as well. So let's have this at five. We can create our field, and we can see as we hover over it, we are able to select any rating that we want just from a click of a button. So it's super easy. We also have a few utility fields. These ones are going to be fields duration right here, they're going to be fields like checkbox. These ones are essentially going to be handy for logging hours or time that's spent on something in terms of duration. Checkbox, which we already touched on earlier, is often used alongside these fields for tracking status. The key thing to notice about this group of fields is that they help you add structure and clarity to your data. That's the most important thing and the biggest use case. They aren't just about storing information. They make the information easier to use, filter, and trust, especially in collaborative settings. Okay, so far, we've looked at fieldtypes that store information directly. So text, numbers, dates, and so on. But Airtable also gives us a set of advanced field types that turn your base into something much closer to a real database. So the first and probably most important of these is going to be linked to another record field. So, this one essentially allows you to connect two tables together. So, for example, if you have a project management base, then you might have one table for tasks and then another one for clients. And using a linked record field, you can then connect each task to the client that it belongs to. So this creates a relationship across your base, and it's really where Airtable starts to shin. Once you have two tables and a record that you actually want to link to, then you can use Lookup field. So right now we're in table one, and we also have a new table. So I'm going to select New table, and I'm going to click Create field, and now I get to add Loup fields. So what this is going to do is essentially pull in that information from the connected table that you've just now linked. So we get to see in this new table, there's only three data fields here. And all of them are going to be single line text name table one, two. So if you're doing this with a task that's linked to a client, then you can use a Lookup field to automatically show the client's email address on the task record, so no retyping is required. Now, next, we have roll up fields. Now, these ones take stuff one step further because what they do is they don't just allow you to pull in data, but they let you calculate with it. So let's go ahead and come down here to our roll up data. And now we can select a roll up source and a new table field that you want to roll up. So, again, this new table field is going to be right here. This is the new table. The connecting these two tables, and they're going to be conducting some kind of calculation that we want. For example, if you have multiple orders linked to a single customer, then you could use a roll up to calculate the total value of all of those orders. Now, moving on, another powerful option is going to be the formula field. So this one here stands right next to roll up, and that's for good reason. And that's because this one lets you do calculations or logic right inside of air table. So you can add numbers, combine texts, format dates, or even create conditional statements here. So, for example, you might want to create a formula that calculates how many days are left until the due date. Or one that automatically says overdue if a due date is passed. Now, finally, we also have some audio generated fields. So these ones can just help keep track of activity for you. So as we scroll down here, we have created time, which is going to show you when a record was first made. We have last modified time, which self explanatory, is going to update whenever something changes. And then we have created by and last modified by, which of course is going to show who created a record, and this one will show automatically who last modified. As we scroll down here, we also have auto number. So this one is going to be part of the utility field. So this one is going to give a record a unique ID. And then we also have the button option right here, the button field. This one helps you configure to open links, run scripts, or trigger any automation. Now, the important thing to kind of take away from these advanced fields is that they don't just store data. What they do is they help you build relationships, they help run calculations, and they can automate logic. So those are the main categories of fields that you'll find in Air table from simple text and number fields to collaboration fields like assigning users all the way up to advanced fields that connect tables and run formulas. The big takeaway here is that the type of field you choose is going to shape what you can do with the data. So, pick the right type and the Airtable, can sort it, filter it, calculate with it, and even use it in automations or EI. But if you pick the wrong type, then your data is just going to sit there like plain text. Alright, that's it for this lesson. I'll see you in the next. 6. Explore Airtable Views & When to Use Them: Now that we know how to structure our data with fields, let's talk about one of Air table's most powerful features. And that is going to be our views. So you should think of views as essentially a lens that you can put on your table. The underlying data is going to stay exactly the same, but the way you see it is going to change depending on the lens that you choose. So this is part of the biggest selling point on Air table, which is going to be its flexibility. So different people on your team can look at the same table in completely different ways without ever changing that core underlying for example, one person might prefer a spreadsheet style view for editing a lot of records while another might want to see deadlines laid out on a calendar or task organized visually like sticky notes on the Kanban board. Now, luckily for us, Airtable, all of that is possible using the different views. So in this lesson, we are going to be exploring the most common types of views within Airtable. So that's our grid, our calendar, our gallery, our Kanban, and our form views. So, you'll see how each one gives you a different way to work with your data and how you can save multiple views for different purposes without ever duplicating your tables. And, trust me, once you start using these views, you're going to realize that they're not just about making the data look pretty. They're actually super functional, and they really do help your workflow. So right now we are in our default grid view. Now, this is what we have been working in, and it's probably going to be the one that will be most familiar to you. So, this one is Air tables spreadsheet style view, and it's the best one for entering and editing a lot of records at. So here you can filter and you can sort and you can group a bunch of columns here. So this is usually the view that you'll spend the most time in. Now, if we want to change from this grid view and maybe look at a different one, we can do that over here. So, right here, if we have these three lines, we can see normally if this is going to be collapsed, we're not going to see it. But to add in a new view, what we can do is come right back here and we can open up this side view. And if we want to create a new one, of course, what we can just do here is click Create New. And then we are going to see our first view that we're going to cover in this lesson, which is going to be our calendar so now we get to organize how this view, this calendar view is going to show up, and right now we are going to have it to be set up based on our date field, the one that we have in our table. So we can click Done, and then we are going to have all of the records based on date show up here. But right now, if we go back here into our grid view, we have to see that none of these have been filled out. If we come back into we get to see all of them right here. And if we want, what we can do is drag them from here and we can start placing them to have their own due dates. So right now there's no data even input here, so we can't even see anything. They're just blank cells. But as you can see, we are able to set due dates quite easily just by clicking and dragging them in here. Now if we go back into our grid view, we now get to see that all of these dates have been populated in the view. Now if we come back into calendar, you can see that we can put them right here to take off any date we can move them in between super easily. You can already imagine that if you are going to be working with due dates and setting dates, then it's going to be much easier to come into this calendar view and just drag and drop things instead of coming here into the grid view and coming to each single one, double clicking it, and then setting a date right here. I can just be much more functional to actually be able to see all of our due dates right here in one calendar, a view that makes a lot of sense to us because we can see what's today's date and we can see how many days out are our assigned due date project. Now it's time to move on to the next view that we're going to cover. So let's go ahead and create new and we can come down here to our CAMBan. Again, we can choose collaborative ear and create a new view. So what CBN does is essentially turns your records into cards that you can drag between columns. So you can think of this view as essentially the way that Trella works. So let's go ahead and create a new single select field. And I can name this one status. Now I can hit Done. And here, what we can do is set all of our status options. So let's go ahead and click this plus and add in a few right now. This first one can be named to do. Then all I have to do hit Enter, and now we see that it's here. To do this one can be in progress. Again, hit Enter to save it, and then this last one we can name Done. So now we have these three options to do in progress and D. And just as before as we could do in the calendar view, we can grab our records and we can drag them to be placed in our certain views, just like this. Now, if we go back here into our grid view, we should then see this new status column. Okay, so right here, we get to see our status column and we get to see the three options that we have created. So to do and progress and done. I can come to anyone in here and I can change it. So now we get to see the kind of benefit of this CBN view is that we are able to see, we are able to visualize the status of our different projects. So essentially, this one is going to be perfect for workflows and pipeline. Now, next, what we have is going to be our gallery view. So again, we'll just create this one right here. And here we are able to see all of our records that have attachments to them. So if we go ahead and go back into our grid view, we see that we have attachments right here, right? There are five separate records, but none of them have any attachments. Them. But let's go ahead and add in a few images. So now we can come over to our view right here and come into Gallery. So right now we see that the images haven't loaded in, but they actually haven't loaded in. What we have to do is come here to customize cards, and then we can choose attachment for our image field. And if we just want attachments to show up, then we can get rid of these other fields from the view, and we just are able to see our so this is going to be most helpful if, for example, you had a table of product or design files. So this gallery view is going to help you flip through them visually instead of scanning a grid where you can see the attachments are going to be super duper tiny. But of course, you have a little bit more functionality with this gallery view because as I showed you before, we're able to make any one of our fields viewable. You one, we could show but as you can imagine, what makes this kind of the easiest thing and the most obvious use case for this is going to be when we have this image field set at attachment, where we're able to see our attachments in a very large and clear way. So from here, we can go ahead and click create a form view and then create new view. Now, this one is unique because it's not just for you. It's a way to collect data from other people. So what happens here is that Airtable automatically turns your fields into form questions. So when someone submits their form, then their responses go straight into your table as new records. This one is just quite amazing. It's so easy for you to go ahead and share this form and get all of the information that you are needing from your grid view right here into a place where people can just answer these questions themselves, and you don't have to go ahead and go and collect that data, and then you as the middlemen, have to go input this into your form. In being able to share this, what you can do is share form. Then you can copy this link and send it to whoever you want to complete it. And from this form view, what you're able to do is add and cover images. You can add in a logo, and you are able to edit basically everything. If you want to take things out, if you want to reorder things, then you can do this extremely intuitively right here within this best part is, you can save as many views as you need. So one for deadlines, one for each team member or one for a specific project phase. All of this without having to duplicate your data. So, this means that you can design views that make sense for you while your teammates can set up views that make sense for them. Now, once you get comfortable switching between the views, then you'll start to see your data in a whole new light and your workflow in a whole new efficient. 7. Start an Airtable Base from Scratch: Far we've been learning about Airtable structure and building blocks, but now it's time to actually put that knowledge into action. Create our first real base from scratch. Now, of course, we could just go ahead and start with a template right here. Now, this is what a lot of you might as well be doing when you go ahead and go on Airtable. But that's not purpose of this course. What we want to do is get complete feel for Airtable and understand it all. So when we go ahead and start from scratch instead of building a template, we're able to see exactly how all of the pieces of Airtable fit together. That gives you the confidence to design a base for any project that you want to do in the future. So in this section, we are going to build a project tracker. And this is one of the most common and practical ways that people use Airtable. So it's simple enough to set up quickly, but it's also powerful enough to show off almost everything that Airtable can do. Now, let's go ahead and make sure that we're all here on the same page. We're all at our home page, and we are going to click build an app on our own. Okay? So now we are here within our base. The first step here, let's just go ahead and rename this to be a project tracker because that's what we're building here. We have it named as a project tracker, we can also go ahead and change the appearance here. Now, this one is all going to be familiar from what we've done in the beginning of this course. So here we can just go ahead and now select an icon. Okay, so now we have our icon, our color set, and we have our name for our base created. Now, just like that, this base is going to appear here in our home and among our workspace. So now let's go ahead and get right into it. So, by default, Airtable starts us with a table called Table one. Now, the name isn't very helpful, so let's go ahead and change that to something a little bit more descriptive. And since this base is going to track projects and tasks, I'll just rename it to tasks. So to rename it, all we have to do is click right here at the drop down, and then I can click Rename Table, and then we'll type in Tasks. Now because I named a task, we see that auto field right here and what should each record be called? We have it set a task. But as you can see right here, there also is a lot of other names that we could be implementing right here for all of our records. Now, if we look across the top here, we see that Airtable gave us a few starter fields, and this is mainly what you are all going to see when you create a new base. We have name here, we have notes, assignee, status, and we have attachment summary as well. Now, of course, these are all just placeholders. So you can delete them, you can rename them or completely change their field type. So now let's actually go ahead and start so let's start here with our first field right here. As you can see, it's named name. Now, to make this a little bit more specific, what I can do is come here. I can edit this field, and I can change the name over here, and I can change it to task Name. And then we can hit Save. Now, as we move over here, we see notes. Now, just like task name or name before it was just an arbitrary title that adding to this field because right here, we see that it's a single line text. Notes is going to be the same thing. What the actual field type is is going to be long text, as you can see right here. But instead of just notes, I want this to be something that's going to be a little bit more descriptive. I want to field for more detailed information about each task. So instead of notes, I'm going to rename this to description. So again, it's the same exact process. Clicking this job down, clicking Edit field, and now instead of notes, I'm going to change this to description. And then we can go ahead and hit Save. Now, as we move over, we have assignee. So with assignee, we get to see that there is a little icon right here. It's a notification bell. And that's because whenever anyone is going to be assigned to this field, then they are going to be notified that that is going to be the case, that they have been assigned to this record. Now, as we move over here, we have status. Now, status is, in fact, going to be one that I want to keep here within our base because this is going to be important for project so as we click here, we get to see what is currently available in the status field. So we see that we have three options here. We have to do and progress and done. And now, one thing that I want to add in here is going to be review. So this can essentially mean that we need somebody to review whatever this specific task was. So I can go ahead and add that in, and let's go ahead and move the review to right before done. One more thing that we can also add is going to be default option. So what I want that to be here in this case is to do. So this means when any new task here or record is going to be added in, it's going to default to this to do option, meaning that we don't have to go ahead and add in a new thing and then go to status and then select to do. I will all happen automatically. So if I save this, now we can see as I add in a new line here, a new task, we have to see to do is there, I add to it again, and again, we see that these three have our to do label assigned to. Now if we want to get rid of these, what we can do is right click and I can click Delete All selected Pass. And now, finally, what I want to do to kind of simplify this is I want to get rid of both attachments and our attachment summary fields. To do so, I can just come over here. I can hold Shift on my keyboard, and I can select both attachments right here and attachment summary. And now that I have both of these selected, I can then right click, and then I can click Delete Two fields. So now we have a very, very simple setup here. We have our task name, we have our description, we have assignee, and we have our status. Now what's important here isn't just the fields themselves, because Airtable has tens of fields that we could go ahead and use to create bases of our choosing. Instead, this is just to show you how easy and simple it is to go ahead and set up some bare bones app. Now, this is just the foundation, but it's already a functional system for tracking tasks. And from here, you'll see how we can keep expanding it into something even more powerful. 8. Add and Edit Fields Effectively: Now that we've created our first base and set up these core fields, our task name, our description, assignee status, it's time to take things one step further. Now, as we know, air table fields aren't static. You can add new ones, you can edit existing ones, and you can customize their setting, so your base works exactly the way you need it to. Now, this is really where your base starts to feel like your own because you're shaping it around the information that matters most to you or your team. So in this lesson, we are going to expand our project tracker by adding a few more useful fields, like a do day and a priority level. Along the way, I'll show you some more important aspects that you should keep your eye on. Now, the first of these aspects is going to be an expanded view. So an expanded view essentially means that you can take any record. In this case, because we're doing a project tracker, we have our tasks, and we are essentially able to see all of the information associated with any given task it. Now, let's say, right here we have our first record, which is our first task, we can click Expand. And here we are given all of the fields that we have added. So we have our task name, our description, our assigning, our status, which, of course, are going to match up with our four fields that we have right here. So this is going to be something that's going to be especially useful in the next lesson where we are going to actually be filling in and giving some information and data into this base. But for now, let's go ahead and expand this and take this from something that is bare basic to something that's going to add a little bit more context and a little bit more information and therefore be something that's going to be more useful for us as a project track or app. So the first of which is going to be due date. So to add a due date, what we're going to have to do is add in a field. And for this field, what we want to select is going to be a date. And we can name this as due date. Now in the overview of these fields, I went over how we can change format. Right here, with our format, we have our local format. This is going to be the way that most dates are formatted, at least in the US. But as you can see, if you want to change it to, let's say, a European model where the day is going to come before the month, then you can do that. And we also have the option to actually have the full date set out right here with this friendly format, September 5, 2025. That is going to be the format that I want to go ahead and use. So let's go ahead and select this. Now, additionally to this, as we also went over before, we're also able to add a time. So let's say that you are going to be setting up due dates for end of Business day. If you want to have that to be some at the end of the business day, some in the middle of the business day, then including time is going to be something that can be useful. And of course, just like our date format, we also have a time format. So we can have it on a 12 hour schedule or we can have it on a 24 hour format. Case, I'm just going to go ahead and keep it to 12 hour time format. And, of course, we have our default option right here, which is going to be defaulting to the current date, but we don't want to do that because this is going to be a due date, and we don't want to just create something and have it due the same day. So now we can go ahead and click Create Field. Now if I want to add in any information, I can double click here and I can set a due date. But now we can see that this is kind of struggling to fit all the information in this one field to you. Now, of course, we can also go into a different view besides a grid view, but what I want to do now is actually get rid of this time. So how do we do that? Well, to be able to get rid of the time, we can come up here and we're going to click Edit field. So, right here, I can come and turn that off and then hit Save. So in terms of editing any field type, it's going to be that exact same process. We're going to come right next to it, the drop down, we can edit field. And just as we did before here and adding in review, we're able to edit this the same way as editing anything else. Now let's go ahead and add in priority love. Now, this is going to be the same field type as we have here in status, and that being, it's a single select field. So let's go ahead and add this in, and we can come down here into single select, and the name of this is going to be priority. So now with priority, let's go ahead and add in three different options for the single select. We can have them be high, medium and low. So I'll go ahead and do that right now. To add one in, all we have to do is click Add Option, and now we're able to type it in. And as I hit Enter, we get to see a new option come here. And again, I hit Enter, we see another option. Here, I have color code options enabled. If I want, I could turn them off, and we wouldn't have them, but for the most part, color code options are going to be something that's going to be useful because you're able to kind of see what's going on within any one of your apps at a glance with these color coded options, especially if they're going to be something as universally understood color code options like these. Because if I asked you, what would the color of a high priority item be, then most of you are going to answer in the same way, and you're going to say that is definitely going to be a red color. Same thing applies to the other two. Most of you are probably going to say something that's medium priority is probably going to be something like an orange color, and we can have low priority be something like a blue or green. For now, I'll just keep it as a green so we have a little traffic light thing going on right here. Now, depending on the use case for this, maybe you want to set up a default value as being when you add in a new task, the priority level is immediately going to be something that's low. Now, typically, when I use Airtable and I create my own apps, this isn't a setup that I will have because when I'm tracking my projects, it's very well that I add in a project and it has a very high priority. For now, we'll just keep this default blank. And now we can click Create Field. Now, one thing that I got rid of in the last lesson that I want to add again here is going to be an attachment field. Now, attachments aren't going to be something that's going to be absolutely necessary when you're creating a bare bones project tracker, because you're probably not going to be uploading anything into that project tracker if it's just going to be the basic things but in our case, as we're kind of expanding this to be able to hold more information and be able to do more things for us, then you're adding an attachment field is going to make sense. So here, I'm not going to name anything. We can just have it as attachments, and I can click Create field. And as you can see, it just autofills with its field type. While we're here, I want to point out that all of these fields are flexible. Just because I added an attachment last here doesn't mean I have to keep it last. If I wanted to, I could drag it right here, and now it is the third in line. But for the most part, I'm going to keep attachments right here. Maybe I want to change the due date to be a little bit before priority. As you can see, it's super quick and simple to be able to do. And speaking of this, let's go ahead and set in a default value because right now, none of the things that we have set have any default values associated with them. One thing that can be a very easy one to go ahead and do is going to be our status default value. But now in mentioning how flexible these field types are, let's go back and discuss default value. Right now, as I add new task right here, we get to see that we have only one thing that appears when I do that, and that is to do right here. And that's because to do is our default value and our status field. So if I come here and edit the field, we get to see that the default value here is to do, which is going to be the start of this status kind of ladder. As you can imagine, this makes sense. So whenever anything is going to be added, that is going to be a task that has to do at some point. So, it makes sense to have this default value here, while for the other ones, something won't be as clear. But maybe you're running a project tracker that is going to be split across a few departments. Maybe you're an executive or a manager that is going to be assigning projects to multiple teams. Well, what you can do then is have multiple tables here all split up by department. And then what you can do is have your assignee field, then be defaulted to add in that specific member, that specific group. Let's say you are going to be in table that is for your marketing team. Then within that table, you can have your assignee right here and you can come and edit the field. And what you can do is allow adding multiple users, and then you can add in all of the marketing team. And this can be the default option here. So they're instantly going to be notified about whatever new task you just assign them. Potentially, maybe you are just going to automatically assign the manager of the marketing team. So they know that they have to assign that task to the right person. Now, lastly, what I want to show you in this lesson is going to be a very important function of working with fields within our basis. And that's going to be the function of hiding our fields. Now, this is going to kind of work in tandem with what I showed you in the beginning of this lesson, which is going to be expanding any given task. Now, this is because if we are able to hide a field, it doesn't just get rid of the field completely and delete all the information does is it just hides the field from our view right here. But we are able to access it if we expand. And here, with our expanded view, we are then able to go to this drop down and we're able to see the extra information that we have now hid. Well, why can this be useful? Why would we want to hide any given field? Well, that's because the information that we see directly isn't going to be as important for and that is why I already hid our description field. Because if we want to see a description of a task, it would probably make more sense for us to actually expand the task and then read it. Because a description is going to be something that is going to be formatted within long text, right? It's going to be sentences on sentences, and it's going to be something that a view like this within our grid view isn't going to do it justice in actually being able to get any information. It is going to do is just create noise within our project tracker. So hiding that, for example, is going to be something that can be useful. Now, on that same note, what we can also hide may be an attachment field. Because with a project tracker, if we are going to be adding attachments to certain tasks, then it will probably only be the case that we are going to expand the task to then access these files because we want to have more information regarding that task and regarding that attachment. And where would we find more information regarding that attachment? Well, likely, it'll be within the description of that task. So you can just see how this all kind of works together to create something that's going to be a little bit more efficient and more organized visually, at least in terms of using this to create a project tracker. Okay, so now, as you can see, we have two hidden fields. Now, on this same note about creating a kind of visual consistency and decreasing noise, another thing that we can do is reorganize how these all appear in our grid view. Well, we get to do that with looking at right between any two given fields. We can then see our mouse transform into this image, which then allows us to expand or to reduce the size of that specific view. So you can imagine for something like status, we don't need much space here, right? We'll only ever need as much space for something that is going to be listed as in progress. Right? So if we do this and click off, we get to see that we could have this to be about this size and we'll never need it to be any bigger because there'll be no situation where it being any bigger is going to allow us to see any more information. And the same thing can be said for priority, right, because we'll have medium as being the biggest, so we can kind of squish this here to roughly be the exact size we need. So we're not adding in any extra information. We are able to see the things that really matter. No, in this case, maybe you do want to have description in this view. Maybe what you would want to do in that case is take it all the way here to the end and expand the description. So, if you have a sentence or two, you will be able to see that all in this view right here. Now, again, in my personal use of Airtable, I would never have a description to actually be showing. This one will always be a hidden field for me. But hey, maybe you are going to be different, and your descriptions are going to be a little bit shorter and they'll be useful for them to be viewed as easily as that. Okay, now, with that is how easy it is to add customizable fields in Air table. So we expanded our project tracker with a due date priority level and attachment fields. And along the way, we saw how flexible fields really are. And you can always change them as your project grows. So don't worry about getting it perfect the first time. So now, in the next lesson, we are going to be adding records to our project tracker. In this case, it's going to be adding in tasks. So in order for us to prepare for that, let me show you one useful keystroke. If you ever want to clear your entire base with just a few clicks, this is how you do it. First, what I'm going to do is select this top task right here. And then what I'm going to do is come down to number four, which is going to be my bottom one, and I'm going to hold Shift, and I'm going to select that one as well. So now you can see that it's selected that one and everything in between. So now, all we have to do is hit back, and now we have a cleared project tracker already and set up for our next lesson. So I'll see you there. 9. Work with and Manage Your Records: So far, we've created our base, and we've set up the fields that define what information that we want to track per task. But right now our table is still empty, and our table really comes to life. So what's the information that we hold within our tables? Well, by now, you should know. These are called records, and a record is simply just one item within your table. Now, in our project manager, each record represents an individual task. So in this lesson, we are going to add our first records, and we are going to see what we can do with them and how we can work with them. Okay, so let's go ahead and get started. Now, the simplest way to go ahead and add records is to simply just click on whichever record or task in this case, and then start typing. So, for example, I'll just add draft project proposal as the first task right here. So it's as simple as selecting it and then just typing in draft project proposal. So as simple as that, I now hit Enter, and this task has now been filled. Now, as you can see, as I hit Enter, we go on to the next line. So here I can type in a new task. But now, if I want to come down to this fourth cell, what I can do here is type in one more task, and then let's see what happens when I hit Enter. Okay, so I went ahead and typed in prepare presentation slides. But now, if I hit Enter, then you see, nothing actually happens. What we do is we get this little message right here that says to add a new row, press Shift so if I want to go ahead and add in more task, then all I have to do is hold Shift and then hit Enter, and then you can see that new tasks are added. Now, also another thing that you notice is that the status of todo popped up. That's because our default value and status is to do. So every new cell, every new task that is added, it's going to be assigned this record of to do. Now, if I want to delete this cell, all I have to do is right click, and then I can click Delete Task. Now let's go ahead and move down the line. So from here from Draft project proposal, we can go to our status, and if I double click status, then I'm able to select one of the options that we pre created. Again, to create anything new right here to give us any more options, I can right click status. I can click Edit Field, then we can add in more options if we so please. Now, if we move onto due date, it's going to be the same thing. We are going to double click it, and then we can go ahead and select a date from the calendar here to say when an item is due. Priority, again, you guessed it, it's the same exact thing. We're double clicking, and then we are selecting the priority and here with assignee, this is going to involve actually having other people within our airtable base. Now, this is something that you can look forward to and how we can invite people here. But for now, let's go ahead and come back into working with these records. With all of these, you saw how I was able to add them from this grid view directly, but we also have another option to do so. And this is going to be using our expanded view of our tasks. So right here, we have review client feedback. What I can do is click now I have everything that has to do with this task right in one space and one card that I can do all of my edits. So here, for status, I can choose here. With our due date, it's going to be the same thing. But here, there's no double clicking being done. I'm able to select everything super fast, and one benefit of this is that I also have access to our hidden fields because as you can see, right here, we have two hidden fields. That means that they don't appear in our grid view. So to access them, we have to go in our expanded view, and then we have to click hidden fields. And then right here, we have our hidden fields that we can go ahead and make any notes to. Here, for example, with description, we can go ahead and type in something small for anyone to go ahead and note. So just as simple as that, we typed in a description here. We can click Enter and then go ahead and leave this and just know that if you ever want to expand, it's right here. We can go ahead and unhide it right here, and we get to see the description right here. So now let's go ahead and hide again. Now, those are going to be the two main ways that we can go ahead and edit our project tracker within the good view. But of course, there is a way for us to edit this in all of the other views. So if we go ahead and hit Create New, then depending on what our tasks are looking like, we can then select a view that is going to align with our base in the best way possible. Example, let's go ahead and create this BN view, and then we can have it by status. So as you can see right here, we have this auto filled by status. So we get to see all of the tasks organized by their status. So we have one task and to do, one task and in progress. Or I could select priority. Now we get to see they're organized by priority, one in medium, one in low, zero in high. So as you can see, there's just different ways that we can attack this depending on which view we are going to be operating in. So let us go ahead and come back into our grid view to see another way that we can add in records. Of course, we saw that if we are going to be typing in directly here, we can just hit Shift and Enter to add in a new line, but there is another way that we can do this as well. Now, the most obvious of which, of course, is going to be this plus sign right here. If we hit Plus, you get to see that multiple rows are going to be able to be added just by the click of this button. But one way that's a little bit more subtle and maybe not as straightforward is going to be adding in a record dependent on an attachment. So let's go ahead and delete these. I can select this top one right here, hold Shift, and then select the bottom one. Then I can right click and I can click Delete all selected Tasks. Now if I come down here into Add task, what I can do is instead of just add a task as I did right here, I can create a task from attachments. Well, if I click Create a task from attachments, what we can do is upload in specific files from our computer, and if those files in themselves are tasks, or maybe there's some specific file that your team automatically knows what to do with. Well, you are able to browse this file and upload it directly, and it will upload as a task. So let's go ahead. So right here, I just selected a PDF from my computer, and what I can do is now upload this one file. And then if we go ahead and expand this, then we will be able to access the PDF file right then and there. Okay, now moving on, what are other ways that we can deal with records? Well, one thing that I want to kind of bring your attention to here is going to be our right click function on our tasks. So if I right click this right here, we get to see that we have two ways to add records. I can insert a task above or I can insert a these ones are going to be straightforward and depending on the layout, then maybe this can be something that is of special use to you. Now, another thing that we can do with this right click function is going to be duplicating tasks. So, of course, you can assume what that does. It's going to duplicate every single thing in this row. So let's go ahead and do that. We see our status is duplicated, due dates, priority. All of it is duplicated. Now, another thing that we can do with this right click is going to be adding a comment. So this can be something similar to a description, except it's going to be viewed a little bit differently. So let's go ahead and add in a comment. So as you can see, as we click at a comment, we are brought here into comment section of this specific task. So if maybe you don't have a description section, then this comment section can essentially work as the same kind of function. So maybe you have questions to ask your team or some extra comments that you wouldn't leave in the description. This is exactly where you can do it, and it's something where your air table user profile is going to be attached to. So it's going to be much clearer if you're going to have a conversation between multiple of your teammates as to who is saying now, the last thing to note in dealing with these records is going to be ways that we can share them. So we are able to copy the cell URL, and we're able to send these tasks through email. So whether it be sending a task through email or maybe pulling in this specific cell URL, maybe if you're having a conversation with a teammate that said, Hey, I didn't see this, then you could copy the cell URL and send it to them directly and say, Hey, here it is plain as a day. If you want to send a task, maybe you have a lot of information regarding a specific task. You have an attachment in there. You have a full description as to how your team should go ahead and complete this task. Then you can go ahead and use the Send task function. You can type in an email, you can type in a subject and type in a message, and you're able to send it out clear as day. Now for the last thing about adding records in Airtable, what we can do instead of adding records in the ways that I've just shown you, there's one other way that we can do as well that might serve to be something that's quite efficient for you. And that is if you have another Excel or Google Sheet document, where maybe you've been doing your project trackers or you've been using it to function as what you want Airtable to replace, what you can do is copy all of the cells from that Google Sheet or Microsoft Excel, and then you could paste it directly into your Airtable, and they will all autofill in their own cell lines. Like that, we've turned what we were using as a frame of an app into something that's actually useful. We see this being alive with actual real information into it, that's conveying information. Now, the key takeaway here is that Airtable is going to give you flexibility. So you can add records one at a time, paste in a whole list, or even expand them into cards when you want more detail. So, no matter how you choose to add them, these records are going to be the lifeblood of your base. They bring all this structure we've built to life. 10. Sort and Filter Your Airtable Data Effectively: From the last lesson until now, I kind of expanded our project tracker. You can see now it's much more filled in and I even added a few fields. You can see the first of which right here is going to be the team field that I added. So this is a single select field that is going to be based on the team that I'm assigning each task to. And then additionally to that, I also added a client single select field. So this is going to mean the client that's associated with the task at hand. Now it's really coming together and looking like something that is more complete and something that's more akin to what a team would actually use. But in doing this, you can probably see how things can start to get messy once the list grows longer. That's where Air tables sorting and filtering tools come in. So in this lesson, we are going to go over those tools specifically, the sorting and filtering tools, and in the next lesson, we'll cover grouping. So let's go ahead and get right into this, starting with our filtering option. So our filtering option essentially allows us to create conditional statements where if nothing were to appear here, we can add in condition. So you can see right here how this conditional statement essentially works. So the first part of the statement is going to be where. So where some specific field. So we have our task name, team status, due date, priority, all of this, when priority is, and then we can select an option. So when priority is low, that is going to filter only the task where this conditional statement is true. Or as opposed to this, what we can do is if priority is low, this isn't going to be important things, then what we can do is go ahead and say is not low. So what that means is it's going to filter out everything that is low priority and leave us with only the high and medium priority tasks. Of course, we can do this with many different fields. So let's go ahead and set this to a team field. Let's say we are on the marketing team and we only want to see marketing tasks. So what we can do is we team, and then we can change this to is, then marketing, then we get to see only the things that are assigned to the marketing team. Now, additionally to this, we can go through and look at many other fields. But a way that this is most powerful is if conditions are stacked upon one another. So let's go ahead and clear this first conditional statement. And let's say we want to filter by a specific client that we're working with, and we want to see what there is to do. Now, of course, with this list of only 13, it's kind of easy to see this from the beginning, right? From just looking at this, we're able to see all of our clients here and we're able to see the status. We had a larger list, then this would be something that's a little bit more difficult to do. So let's go ahead and filter, and we can add in a condition. So we can say where our client. So if we scroll down, where client is, and then we can select Orion, then we can add in another condition where status is to do. So here we only have one task that fits this exact conditional statement. So here we have implement login authentication. Essentially, the limits on filtering is endless because we can add in more conditional upon conditional statements. So here, if I wanted to do and we can just go ahead with this example right here, so I can select and team is development. Then we see that this is also the development team. We could also put in where priority is low, where this would also be true for that case. Now if I were to put in a condition where priority is high, then we can see that nothing appears because this is no longer a statement that applies to any of the tasks within our table. Now, if I take this off, where priority is high, then we get to see that this comes back because there is no longer a statement that excludes this specific task within our table. Now, coming back to the filtering, there also is a few things to mention here because we want over here where we can designate a specific field and designate specific part of that field. Here we have worked with is and is not. But we can also do is any of. So this allows us to select multiple options, even if it is a single select field like our team field right here. And similarly, we can go is none of, so we make sure to exclude multiple ones right here. And then if we want to have is empty or is not empty, and then this one is going to be none of the above. Now, if we go ahead and come back into here, then just from knowing this list, then I can add in a condition where we go ahead and select our client and then is empty. So you see that we have to put nothing else here because this is a full conditional statement in itself. We client is empty, and we see that there is one field here that the client is empty. So if we go back right here, take this out, we can see that yes, this is, in fact, that there is only one field where client is empty. All of the rest of the tasks have a client associated with them. Now let's go ahead and move on to the next organizational tool that we have at our disposal. And that's going to be the sort tool. So right now, we get to see that almost everything here is a mess, right? We have our teams all on top of each other. We have our clients all on top of each other. The only thing that actually is sorted here is the Dodig. So now let's go ahead and say that we want to sort by our teams, right? So we have what is assigned to each team in a very organized and just seamless view. So if we go to sort, we can then come here to team, and then here we get to see how many tasks are associated with each team super easily, right? We have our marketing team right here. They have two development two, design three, customer support is two, operations two and sales are two. So this is a helpful view to sort by our team. But let's say we also want to sort by priority level within the team. Well, we can do that just as we can stack on filters, we can stack on the sorts. So if I add another sort, then what I can do is come here to priority, and now we get to see that all the priorities are in order. Right, we have two high right here. They're both the same, so they're not going to change order here, but with development, we see that there's a low and medium. Now, with design, we see that it goes the same order. It goes from medium to high and high. Then again, customer success, low and medium. So you get to see it there. Now, if we want to switch this up, then we can do so. Right here, I can go last first, and then the orders are reversed. So then for each team at the top of each team, we get to see what is the highest priority. So right here with development, we have this medium task that's over a low task. We can see right here what that specific task name. Now, what's another way that we can use these together? Well, I'll show you. First off, what I want to do is go ahead and get rid of both of these, right? So now what I want to do is go ahead and sort by our due date, because right now we have everything everywhere. Some stuff is due in September, other stuff is due in November, but then we also have September coming right let's actually get this one in order. We can do so by simply sorting by due date. Now let's mix this due date sort with a filter on high priority. So if we add in a condition here where priority is high, then now we get to see a list of all the high priority tasks in order of their due date. And, of course, if we want to filter it even further, then we can go ahead and do so. So I can add in another condition here where I can say and, and then I can have client. And let's go ahead and say is not Acme. So right here, I have Acme excluded, and now I just have three clients right here, three separate tasks. So this is clear to see. If you have a very hectic table, then using these organizational tools is going to be extremely imperative to actually get your head on straight to know how to approach each task and each thing that you have. Of course, this is clear as to why this makes sense with a project tracker. But it's not only in project trackers where you want all of your records to be organized. So, regardless as to what you're using Airtable for, these sorting techniques are going to be extremely important. And this will probably be a lesson that you are consistently going to think back to when you're going to be using Airtable. 11. Group Records to Structure Data: In the last lesson, we saw how sorting and filtering can help us organize and narrow down our records. But sometimes, instead of hiding records or just reordering them, what you really want to see is everything grouped together by some specific category. Now, lucky for us, that is what Air table's grouping method allows us to do. So what grouping essentially does is it takes all of your records and stacks them into buckets that are based on a field that you choose. So this can be like team, status, priority or client, whatever field you want to choose unlike filtering, nothing disappears. And unlike sorting, it's not just one list. With grouping, you actually get clear sections that make patterns obvious. So, let's go ahead and actually see this in action by picking a field to group by here. So, as you can see right here, the options it's giving us are our single select field. Now, this is because this is where the clearest groupings can be made because let's go ahead and see an example of us being able to group by our status. So, right here, we see our groupings in action. We get to see the title of each grouping right here. So we have to do. We get to see that there are four tasks right here. It is both being able to be seen right here with this number and just by looking at this. Now, we also have status in progress. This shows three things are in progress. We have a review and done, each having two and four respective tasks within that bucket. The way that I like to describe this grouping function is really just sorting taken one step further. Now, everything that you sort by isn't necessarily going to be better done by grouping. Because let me show you one example of why this is the case. If we go ahead and get rid of this group, and now let's go ahead and choose a field that isn't one of our single select fields to group. So if we choose do date, for example, then we get to see everything is going to be grouped by specific dates. Now, as you can see right here, there is no dude that contains two separate tasks. Each dude is going to be its own bucket here because there's only ever one single task within any given date. So in using the grouping function here, this doesn't really help us. So, yes, we do get to see that this is at least being grouped chronologically. So the soonest due date thing is right here, and the furthest task in the future is all the way at the bottom. But in this case, it's going to be much easier to deal with and to kind of see all the tasks in a time order if instead of grouping, what we do is sort by due date. So this is just a much clearer view of everything going on. Again, it depends what you are trying to do in using these organizational tools that air table allows us. So a great way to use this grouping function in this project tracker that we've been building is probably being able to use it in grouping by clients. Because here in this example, we have a lot of different clients, and there are multiple tasks per client. So being able to see all of the tasks for any given client in its own bucket as opposed to just section of one large grid, as we use in a sort function, this kind of gives us a more clear view as to what is needing to be completed for each client. Of course, we can still take this a step further because just like in the last lesson, how we use the filter and sorting together, we can also add grouping to the Mnxt. So let's go ahead and group, keeping this same grouping by client, and let's add in a filter. So here we are going to group by clients, but we want to see only what is of highest priority for each client group. So if we come here to filter, we can then add a condition where we can say priority is high. So right now, we see this list broken up into all of our client buckets right here, and only we are seeing the highest priority things per client. Again, this lets us see everything in a very clear breakdown. We see that we have two for our top client right here, and we have one task for the remaining three. Now, if we were to go ahead and get rid of the group B function, and instead, we just had sort by client, then here, it's not necessarily as clear because on the left side, we see our task names, and we just see five here, but we have to look all the way over here to our right side to see which tasks are actually belonging to any specific client. So it's just not as clear. Your eyes have to consistently go left and right to see exactly what's happening. But if instead of sorting, we just go ahead and group by client, it is much easier. So we're able to see our client name right here. We get to see the two tasks that are associated. Again, we get to see our client name right here, and we see the task right there. So there you have it. That is how grouping works in Airtable. So instead of scrolling through all of your long list of tasks, grouping allows you to organize your records into clear categories. So, looking back on our binder analogy, it's essentially like laying out the pages of your binder into very neat piles so you can quickly spot your patterns, workloads or bottlenecks that exist among them. The important thing to remember here is that grouping doesn't hide anything or change any of your data. It simply gives you a structured view that makes your information easier to view at a glance. And a bonus is that these organizational tools don't just work in our grid view. We can take them to any other view that we want to create and apply them there as well. Alright, that's it for this lesson. I'll see you in the next. 12. Use Color Coding & Highlights to Organize: Our project tracker grows, our table can start to feel busy. Now, that's been the whole point of this section, right? There's so much information, and our job has been to sift out what actually matters and be able to organize this in a way that's actually digestible. Now, in this tracker, we have a bunch of things. We have task, team, status, due dates, and priorities. And while it's all useful information, sometimes you want the important things to just stand out immediately without having to scan line by line. And that exactly is where air tables, color coding, and record highlights. Did so by allowing color coding on our single select field. Most notably, we did so with our priority. So let's go ahead and open this up and edit the field to see exactly what this is. As you can see right here, we have our color code options enabled right here. If I were to turn them off and save, then we can immediately see that the color to our priority field is now gone. And immediately with that, you can see the importance of these color coding options because in looking at this, we don't get to see any kind of direct information is conveyed in one glance as to how many things are high priority, how many things are low priority or medium priority. Yes, of course, we can just go through line by line and see what's medium, see that this one is low. We get to see that these ones are high priority right here, but it's not as easy. It's not nearly as simple as if we turn on these color code options and save here. And then without actually having to read any words directly, just by blurring our eyes a little bit, we're able to see that these three right here are low priority. We get to see that these five here are high, and then the remainder are all medium priorities. Now in general, especially with these single select fields, having color coding enabled is something that can give a lot of information in a much more efficient manner. But one thing that we haven't really talked about is conditional coloring. So let's go over here into the color option at the top of our screen right here. We can see that we can color based on two things based on a select field and conditions. Now, select field is exactly what I just showed you. So if we come over here into priority, we get to see that we have three options of priority, high. And then we are able to edit and preview how they would look with these colors right here. And of course, we can do this with any one of our given single select fields. But a little bit more interestingly, we are able to do this as well with conditional statements. Now, conditional statements are things that we've already been introduced to in this course in the prior lessons. For example, we are able to do so in filtering. We can add in conditional statements. The same way that we can use a conditional statement to filter, we can also use this conditional statement to add in a color. So what is the best use case for these conditional coloring? Now, in my opinion, the absolute best way that we can use this, at least in terms of a project tracker is going to be using conditional statements to color based on due date. So what do I mean by let's go ahead and open up this conditional coloring section. So where, and let's go ahead and move into due date. And then we have a few extra options here. Now, what I want to do with this conditional statement is I want to create a color based on how far a due date is from the present day. So let's say a due date is more than two weeks away. Well, in that case, we can have this set to a green color. So this is essentially going to line up with our priority level. So let's go ahead and do that right now. Let's say number of days from now. So we can then enter the days. We can say 14 days. We can then add in the color here that we want this to reflect. So let's go ahead and put this green as the conditional statement right here. Now, what we also have to do here is change out this conditional statement a little bit. So right now, it says, We due date is 14 days from now, it is going to have this green color associated with it. We're going to see these colors appear right here on the left side of our grid view on our task. This one doesn't exactly reflect what I need because this is only going to show a green label when something is exactly 14 days from now. But what I want to change is instead of saying is right here, I wanted to say is after. So now, as you can see in just making that one change, we're able to see three here, three here and one here. So a total of seven tasks actually now fit this description. So why would I want to say is after as opposed to any other one of these options? If I say that something is within 14 days from now, then that can mean something can be due tomorrow, and it'll have this green link. But what we want this color coding to actually convey is we want it to say that, Hey, this is something that is far away. This is due far in the future, so it's not as pertinent as something that can be coming up. Another option, as opposed to is after, I can say is on or after as well. This one essentially is going to do the same thing here and it's not going to mess up our conditional statement. So now let's go ahead and add in another conditional statement. And for this one, we can say we want to have yellow color for something that is due within one week. So in clicking Add Color, we now get this pop up. So I can say where due date, and then I can select is within right here. And then here we have number of days, so I can put seven right here. And you can also look here at the other options we have here. So the past week pass Mont pass opposed to saying the next seven days, I can also say the next week, but we have a lot of options here. But as you can see, with just this statement, we get to see that we have two more yellow colored tasks. So this is telling us that these two tasks are going to be due within the week. Let's go ahead and add in one last color. And then this one is going to be red color. This is going to be for tasks that are going to be due in the next three days. So I can go ahead and select where due date that I can say is within the next three days, we are going to have this red color associated with it. Now, as you can see, there's nothing that has this red label because there's nothing that is due in the next three days. But another thing to note here is that we see that there is one, two, three, four. These four tasks that don't have any color associated with them. Why is this? Well, right now, according to our conditions, there is nothing that's accounted for 7-14 days from now. So anything that is between that, so let's say eight days and 13 days, there is no color that's associated with that. So how do we want to fix that? Well, instead of having this be 14 days from now, well, we can change. Instead of saying 14, we can now have this listed as so now we get to see that all of our tasks actually have a color associated with them. But now, let's go ahead and change up a due date. Right here, we have this one due at September 21, when today is September 8. So let's mark this as being September 10. Now, in doing this, we get to see that this is due two days from now, but we can see that this is still yellow. For some reason, it's not red. So why is this? Well, if we go into our color conditions, we can see why this is because right here we have our red at the bottom of our list, and that means that its priority is the lowest out of these three conditions. And at the same time, each task can only have one color associated with it. So what happens if I switch this red task above the yellow? Well, we get to see that there are two tasks here. Now, this one here is again doing two days, the same as this one. And now we get to see that because they take priority over this one, they are now red instead of being the yellow one, which makes something yellow if the due date is within the next seven days. This is always going to be something that you have to keep in mind. Now, of course, we don't really have to worry about the ordering here if we want to go into any one of these and make them a little bit more specific. So let's see, right here, for example, instead of just prioritizing this and putting it at the lowest prioritization, so the red takes priority. Instead, we could make it obsolete within three days. By doing so, if we go ahead and add condition, and we can say, then we can go to due date. Then instead of saying is, we can change this 12 is on after, and we can change exact date to a number of days from now and then set this to four days. Then now what we are doing with this conditional statement is only having something yellow if it is between this seven or four days timeline. So now if I change this yellow one and put it right above the red, we get to see that nothing happens. So we don't have these red ones change back to yellow, even though the prioritization here is above the red one. So there's a lot that you can do with conditional statements. And I know at first glance, they can seem to be a little confusing. So that's why do not hesitate to ever drop in any questions that you have on this function or any other air table function in our Q&A section. And again, me and my team will be there to answer all of your questions so you do not have to. Before we wrap this up, I do want to make one comment here. Now, our color conditions. So again, our conditional statements right here that apply to a color are only ever going to apply in the view that you created them. So that means that this color conditions that we created based on ddy are only ever going to apply and show up in our grid view because our good view is what we created them in. So if we go to our Kanban view or calendar or gaunt or gallery, we're not going to see these. But if we come over here, again, we are in our gallery view. If I come to color and set in a conditional statement, you get to see that we have these colors appear here. Of course, you can go ahead and create the condition again for each view that you use. This really is mainly going to be helpful because in each view that you use, you're going to be using them for different reasons. So having conditional color setups per view only apply to the view that you created them in is really just to help you and your team not get confused by all these different conditional statements because it's true that members of teams and for specific tasks, you are going to be using dedicated different views. Each view is probably going to have its own purpose in your air table. So therefore, having these conditional statements only apply to view you created them is just what really makes sense. So now, just as a recap, by setting these simple rules like coloring task by priority, status or due date, you make it much easier to scan your base and immediately see what matters most. Now, an important thing to remember is that the coloring doesn't change your data at all. It simply changes how you see your data. So you can turn a crowded table into something that's clear, visual, and quick to understand. So with your right highlights in place, you and your team can spot deadlines, priorities and progress at a glance without digging through rows of text. 13. Share Your Bases with Others Seamlessly: The best parts about Airtable is that it isn't just for you. Now, it can be. You can use this for your own personal projects, but it's mainly built for collaboration. So you can invite teammates, clients, or partners into your workspaces and bases. So you can all work together in real time. Now, there are two main ways that you can share an Airtable. At the smallest level, you can share at base level. So this is going to be sharing our app, our project tracker with other people. So this is essentially where you invite them into just a single project without giving them visibility into everything else that you're working on. Now at the next level, we have inviting people into our workspaces. So when you invite somebody into your workspace, they get access to all of the bases inside of that workspace. So right here, we're at our workspace level. So this is the workspace that we created in the beginning of the course, and we have the two bases that we've operated in. But before we actually go ahead and invite somebody into this workspace, let's go ahead and give them a little bit more of a limited view and just invite them to our project tracker that we've been building. So how do we do this? So now that we're here on our project tracker, what we can do to get somebody in here is come up here to our share button, and then we have a few options to actually share this base. So the first thing that I want to bring your attention to is that we can choose to share our base or just the view that we are operating in. So what does this mean? Well, if we share our base, and this is going to give the person that we invite access to everything, this view and all of our other views right here. Alternatively, if we want to just share this grid view that we are on right now, then we can do so. We can enable this right here and then we can get our invite link adjust a few permissions right here. Now, if we want to change it to a different view, then we don't have to actually exit and then go to the share. We can just do that right here. So we can choose any one of the views that we have added into our base to go ahead and share via this link. So if somebody has this link, then they will see just our good view, and they will be allowed to copy data from the let's go ahead and see what the people will view when we send them the link. We can copy this link to our keyboard. You can go here into a Newtab and then I can paste in our Airtable link. This is exactly what they'll see. As you can see, they don't have to sign up with an account. If you just give them that link, then they're able to see everything here that base within that base view. So additionally, they're not able to make any edit to what they see. It's just going to be a shared view. But now let's go ahead and take this a step further. And let's actually get somebody in here to be able to view the entire base and make all the edits they want. Because, of course, this is what many of you are going to be looking for. You want to get your collaborators, your team members into your air table so you all can work and look at the same information. You can see, there are a few ways to do this. First, we can invite by email. So if you have your team members emails, you can just put them in here one by one and send out these invite links. Alternatively, what we can do is create an invite link. And here, we have to set a few things. First, we get to set the permission. So are they going to be a creator, an editor, a commentator, or just a view only member? We'll get into explaining these permissions in the next lesson. But for now, you can just think of this one being the highest level of permission and this one being the lowest. For the most part, it's pretty straightforward. So let's go ahead and say that we are going to have a creator. So someone that's essentially an equal level to us, they'll give all of the permissions that we can give. Then below right here, we get to allow specific accessibilities. So right here, we can allow in any email address. So if they have the link, they're going to be able to join our base. But here, if we select this one, then we can allow only emails from a specific domain. So for example, if you're working within a company and you all have the same email domain, for example, if it's Nike, and everyone will have at nike.com emails, then you can put that in right here. So we can put at nike.com, and now the only people that are going to be able to join our base are people with the domain at nike.com in their email. Now it's time to move on to our last way that we can share our base, and that's going to be sharing it publicly. So sharing it publicly is essentially the same thing as the view link. But instead of just being able to see one view, they're going to be able to see our entire base. Let's go ahead and copy this link. We can come back here into this view, and then I can go ahead and paste this in, and then we can see how this is going to look for anyone that would have this view. So again, you can see that just pasting this link in, no sign necessary to do this, they get to see all of the views right here. They can expand. But of course, they can't change anything. This is a view only link. Okay, but now that we've gone over everything, let's actually get somebody in here. And what I'm going to use is the email invite feature. And I actually already created an email that we are going to use for this. Our friend that we are going to be inviting into our base is named art Airtable. So let's go ahead and send him this invite. Alright, so we can now go ahead and check Art's outlook. So right here, we get to see the Adam Taylor invited to build a base in Airtable. And we can go ahead and click Except Invite here. And now I'll have to allow this pop up, and this is going to be something that requires them to actually create an account, which is going to be okay. If they're going to be given Edit access, then obviously you want them to have an account so they can stay aligned with us. I'll go ahead and create this account and we'll get into the view. So now we have created our account with RDR table. So RDR table is able to go ahead and check everything that we have here within our base can look at all of the views, but most importantly, what ARD can do is make edits of his own. So now that we have RD in our base, we can see exactly what he's doing if we go ahead and come back onto our main view right here. So now let's go ahead and change this from a high priority level to low priority level. If we want to move in right here, we get to see from our main view that there was a change made. And as you could see just a second ago, it had ArD's profile picture right there. It was a purple A. Now, we can see that differ from our A because ours is blue. So if I now make a change, let's go ahead and change this back to a high priority level, then we can come back and Ard can see that me, I left a change right there. But if we're here in Ard's account and we come back to our air table home and look at our workspaces, we can see that we don't have anything. So that's because we only invited Ardi to this base. So if we want to invite Ardi to our workspace that we have right here, we can come to the workspace. Again, it's just from our homepage. We can come here to our workspace. And what I can do is I can share my first workspace with Ardi himself. So I can just type it in and then send him the Invite link. So I'm going to do that right now. So right here, I typed in Ardi's email address. Now I can just hit Enter, and then we get to see more expanded view of this. So I get to see what kind of level of permissions I want to give him. Or if I want, I can also add in more people here, as well, so I can send out these invites in mass. But for now, I'm just going to go ahead and invite Ardi into this, and now we get to see that multiple people have access to our Airtable workspace. So there's me, Adam Taylor, and then we have Ardi Airtable right here. Now let's go ahead and go back in to Art's view of things. So just like that, we get to see that my first workspace has populated. We can come here into our notifications, and we can see 28 seconds ago, Adam Taylor invited you to collaborate on their workspace, my first workspace. So it's all here. We can select it, and we get to see the first project in the beginning of the course, what we first created is right here, and we get to see what we've been working with our project tracker right here. Alright, so that is it. That's how sharing works in Air table. So you can invite collaborators at the workspace level if you want them to see everything inside or you can do the base level if you want them involved in a single project. Now, if you want to make something visible without inviting collaborators, then you can do that in two ways. You can send VwLink or you can share your base publicly. The key takeaway here is that Airtable gives you flexibility. So whether you're working with a small team, external clients or some wider audience, you can share the right amount of access with the right people. 14. Manage Permissions & User Roles Correctly: Start sharing an air table, one of the most important things to understand is permissions and rules. These control exactly what someone is able to see and do. So whether this is just viewing the data, making edits, or even redesigning the entire base itself. Now just like invites, there's actually two layers of roles in Airtable. We have the roles of an individual base, and we have the role level at the workspace level. So let's go ahead and get right into this. Now, the easiest way that we can go ahead and access these roles are going to be in the same place that we were able to share and invite people into our Air table. So right here we are in our base. To look at our base roles, we can come here and to share. Now, there's a few ways to do this, but this one is just the most straightforward. So we come in to share, and then we're going to ignore all of this and come right down here to this little button that says manage access. Here we are able to see every individual that is within our Air table and what permissions that they have. Now, as you can see, we have our friend Rd Airtable broken down into two separate rows here. And that's because each one controls a different level of role. We have at the top here his role in the workspace, and right here below it, we have his role in this specific space. Now let's go ahead and look at all of these roles and all the permissions that you're granted with each one. So starting right here with what we have selected at the creator level, creators can build and customize the base. So this essentially gives them maximum permissions within this base. So they can add or remove tables, fields, views, and automations, as well as edit records. As we go down the list, we have an editor. So editors are essentially able to do the basic things. They can add and update records, but they can't change the structure of the base. So they work within the system that's already been built. Now, below that, we have commentators. Now, commentators can't edit data or structure, but they still can leave comments on records. So this is great for stakeholders who need to give feedback without making any actual changes. And then at the bottom of the permission ladder, we have read only. Read only collaborators can only view the base. So they can edit or comment. It's a pure view mode. It's essentially the same thing as just coming over here, coming into the share and sharing publicly. So now if we go ahead and back out, come to our A workspace right here, my first workspace, we can then come and click right here on RD Airtable, and we can then edit his permissions for the workspace. So if we look at this, we get to see that there is one more added permission here, and that is the owner permission. Now the role of owner is essentially the highest level of control. So owners can manage everything in the worksplace including billing, permissions, and member management. So think of them as admins. Now, although these roles have the same title as they do at the base level, they're still different here at the workspace level and what you're actually able to do with. That's because here we are operating at a higher level. So with a creator, you're essentially given everything that an owner can do, except a lot of those admin controls. So you can't alter the billing that's associated with any workspace, and you can't also change the roles. You can't do member management of other people within your workspace or basis. Moving down, we have editors. Now, editors can work inside the bases that they have access to. So they're able to do everything within those bases. They can edit records, they can update them, but they can't create or delete bases like a creator cam. Now, commentators and Read Only operate the exact same way as they do within bases. If a person is given commentator privileges at the workspace level, then all of the bases that they have access to, they can leave comments there. And Read Only essentially works as all of the bases they have access to. This is the same thing as giving them public link. So they can't really do anything, but they can look at ever. Now, there is another thing to mention here because we do have two level of roles, and the role names are essentially the exact same for the workspace level and at the base level. So let's go ahead and come in here, manage access. Let's look at what happens when we have our friend Ardi here. He's set as creator at the Workspace right here, we can edit his permissions at this base level, and we can put him from a creator to read only. So we're taking away all of his privileges within our base. But is that actually what happens? Let's go ahead and move into Ardi's view right here. In Art's account, we can go ahead and edit anything. We can change whatever we want. We can change the name here, change the team designations. All of this. Even though we just set him as a read only permission level within this base. This is all the same base. So what does this tell us? Well, this tell us that the role at the workspace level takes priority over the role at the base level. But only if at the workspace level, they are at a higher permission role than what they are at the base level. So what do I mean by this? Well, if I go ahead and change his workspace role down to read only, and we have this one set at read you can now see that there is nothing rd is able to do. Ard's permissions have been stripped. But if we come back here right here again at the base level, we give him creator privileges, then we can come back here. And now we can see that we are able to edit anything we want, even though at the workspace level, his permission is read only. Now, you might be wondering, how could you actually use this in practice? Why would you set someone at Read Only at the workspace level, but then give them creator access inside any single given base? Well, at the workspace level, as we know, read only prevents them from creating, deleting or managing bases across the entire workspace. Now, this is very important if your workspace has multiple projects because some of them might be sensitive like HR or finance, where you don't want someone making structural changes to everything. But at the base level for a specific project that they're responsible for, you might want them to have full creative control. While they're still able to see everything that's on within the business company or whatever it may be. Okay. And with that, that's how permissions and rolls work in Airtable. At the workspace level, the roles decide what someone can do across all the bases in that workspace. And at the base level, roles decide what they can do inside one specific project. So by combining the two, you can give someone broad visibility while still keeping tighter control over what they can actually change. The big picture is that workspace rules control access across all the bases in a workspace, while base rules control access inside a single project. So choosing the right rules keeps your data safe and ensures that everyone has exactly the access they need. No more no less. 15. Track Comments, Activity, and Assign Tasks: Until now, we focused on building and organizing our base. But collaboration isn't just about sharing data. It's also about communicating around that data. Now, Airtable has two simple but powerful features that make this possible. And that's commenting and activity tracking. So comments are where you can essentially go into a task and speak right here beside that task, about that task. And with activity tracking, Airtable automatically logs every change. So who updated what and when? So, this gives you transparency and accountability without any extra effort. Okay, so let's go ahead and get right into this. This is going to be a quicker lesson. So, let's go ahead and go into any one of these tasks. We can go ahead and go right here into follow up with Let. Now, besides here, we have our comment section. And the biggest thing to note here is not just that you can leave comments yourself and have these comments show clearly that they came from you. But what you can also do is mention other people within your base. So now let's go ahead and say we want our friend RD to give us an update on this specific task. To do so, I can just go ahead and type in at. And then we get to see everyone who is in this space. And I can just at Ardi air table right here. What's the status on this? So then we could go ahead and hit Sent. Now, let's move over to Ardi's view of this. Now from Art's view, we get to see that there is one comment on this task. But more importantly, we get to see that there is some new notifications right here. So let's go ahead and click. Well, at the bottom right here that we haven't yet read, this is essentially me inviting our friend ARD Air table here into our base. So I can just mark that one as red. But now we see this one's new. This one's 52 seconds ago. And we see that Adam Taylor mentioned you in a comment on follow up with Lead and task in the project Tracker base. So we can go ahead and click that and then it takes us directly here into this task. So now here from Ard's view, we can just leave a reply. So right here, we just put in a reply, and then we can see if we switch back to our view that we have RD Airtable commenting right here. Now, additionally, we can come back into our notifications, and we can also see that he commented right here. Now, let's go ahead and move on to activity Track. Now, if we come back here in this task, right here, we get to see that we have our comment section right here. But we can come up here and we can see all activity here or we can see revision history. Let's go ahead and check revision history. So we can see that a lot was done to this task. There was added the status of to do. We changed the name, added a team, change the client, added a due date, priority, status changes, priority changes, and more priority changes. So we're able to see exactly who does what. We can see all of this was done by me, but we see right here, this was RD Airtable who edited this. And then we can see that I edit it back. Now, if instead we go from revision history to let's say all activity, then we get to see a mix of everything. So we see that I made edits to this task, and if I click this, we see that it is an expansive list. So instead of showing me all of that, it just starts at Art's Edits. And then it moves on to mine, and then we have our cons right here. So we're able to see everything in the same place. Now, we can expand this one right here, and we get to see, even though this one is a different task, our selection here and showing all activity has remained the if knowing the activity on any given task or any given record within your base is something that you always want to be able to view at a glance and make sure you have all activity set and checked. So this is going to be something that can apply to all of the records within your base. Now, there's one more thing that I do want to show you in this lesson because we are talking about collaboration and working with teams in this section of the course. Now, since we have a friend within our base and RD Airtable, I want to show you how we can go ahead and assign people to specific tasks and how this looks on their end. So right now, we can go over to RD Airtables view, and we see that he doesn't have any notifications, and right now, the base looks essentially the same as it does for me. Now, what I want to do is I want to assign Rd Airtable some task here. We get to see that our assigned knee field has been completely blank up to this point in the course. So let's go ahead and actually put Ardi on one of these tasks. To do so, it's super simple, super straightforward. I can go here on any given task. I can now select it and then come to this ad button. And then now from here, I can select from everyone within the base. And now what I want to do is I want to assign Ard Airtable to this task. So now we get to see that he is assigned here. And if we switch over to his view, then we get to see not only that I edited this, added him in, but Ard has a new notification here, and we see that Adam Taylor added him to assignee field of new on page mockup and task. Now, additionally into this, if you ever want to change the notifications for when you are personally going to be assigned for something, then you can come over here. Now, we know that RDR table was going to be notified because not only is this just an assignee field, but we know this because there is a little notification bell right next to it. So this one means that if anyone is ever assigned, they will receive a notification when they are at. For example, you don't want the people that you assign to these tasks to be notified for them. Then what you can do in the assignee field settings is you can right click here. You can click Edit Field, and then you can just turn off this notification right here. And then as we save, we get to see that notification bell is no longer there anymore. But for me, I'm going to have this one turned on. All right. And that's all there is to commenting, activity tracking, and assigning with an Air table. Now, these all may be simple features, but together, they make collaboration inside Air table smoother, clearer, and a lot more reliable. I'll see you in the next. 16. Understand Interfaces and Why They Matter: Until now, we've been working directly inside tables and views, but Air table can go far beyond looking like a spreadsheet. This is where interface is come in, and they're one of the most powerful ways to bring your data to life. A interface is a custom interactive front end for your base. Instead of showing your clients every single field and raw table, you can now give them a clean, focused experience that feels like a professional. Whether you're sharing a high level dashboard with the manager, reading a simplified task for you for your team or building a client facing project hub. Interfaces make your airtable projects more clear, polished and usable. And this lesson, we'll talk about what interfaces are, why they matter so much for collaboration and presentation, and look at some examples of how they can completely transform the way that your data is used. So what exactly is an interface in Airtable? Well, you can think of interface as the front end of your base, a custom window into your data. Instead of handing someone your entire spreadsheet with every field and raw record, you can instead design an interface that shows only what's relevant arranged in a clean and interactive layout. And interfaces don't change the underlying data. They simply present it differently. So you might use a list or Cam Ban interface to display task by status, a dashboard interface to show charts and summaries or a record review layout for stepping through detailed records one by one. Separation between data and presentation is what makes Air table feel less like a database and more like a tailored app. It means your teammates or clients don't need to understand every technical detail. They just see an experience that's easy to navigate and matches the workflow they care about. Why do interfaces matter so much? Well, the first reason is clarity. When a base gets larger or complicated, seeing every field at once can be overwhelming. Interfaces let you strip away the noise, so collaborators focus only on what's important, like due dates and priorities for a manager or a simple checklist for a client. Second is professionalism. A polished interface feels like a custom app, not just a spreadsheet. So whether you're sharing project updates with stakeholders or creating a portal for clients, clean interface makes your work look intentional and easy to understand. The third is efficiency. Interfaces make it quicker for teammates to find information and update records without accidentally touching fields that they shut in. So this reduces errors and saves time across our team. And finally, we have versatility. Interfaces aren't just for dashboards. You can build forms, create Kanban boards, set up record review pages, or combine charts and filters for reporting. They adapt to almost any workflow or audience. In short, interfaces turn your raw data into something approachable, engaging, and actionable, which is exactly what makes Airtable stand out. Let's look at a few examples of how interfaces can transform your bases into real world tools. The first is going to be something familiar, which is project tracker dashboards. So imagine you're managing multiple project. Instead of giving your manager a raw table with every field, you create a project dashboard interface. So it shows the key metrics, task grounded by status, overdue times in red, and a quick chart of completed work. So at a glance, leadership can see the progress without sifting through details. Next is a marketing campaign hub. So your marketing team could build an interface that combines campaign tasks, deadlines, and performance charts all in one place. Instead of digging through different views, everyone sees exactly what matters for the next launch. The next thing is going to be sales or client portals. For client facing work, you can create a clean interface that shows project milestones or deliverables without exposing sensitive internal information. So clients can log in, see updates, and it feels like a professional portal, not just a random spreadsheet. Next is for operation teams. Operation teams can use interfaces as internal dashboard. So like inventory checklist, onboarding flows, or compliance tracking. And by hiding unnecessary fields and surfacing only action items, you reduce errors and keep processes running smoothly. These examples show that interfaces aren't just cosmetic. They change how people experience and interact with your data, making Airtable a powerful tool for teams, clients, and managers alike. And that's why interfaces are such a big deal in Airtable. They take your raw data and turn it into clear, professional and focused experience. Whether that's a project dashboard for your team, a client facing portal or an internal tool for operations, interfaces bridge the gap between spreadsheets and custom apps, making your data not just stored but truly usable. Remember, they don't change the underlying records. They simply shape how people see and interact with your base. So as you start creating your own, think about the audience and what information they really need to see. A well designed interface makes collaboration smoother and your work looks polished and intentional. Now, in the next lesson, we'll actually build one together. So you can see just how powerful and flexible this feature can be. 17. Deep Dive into Airtable Interfaces: Up now, we've been working inside tables and views, but Air table can do something even more powerful. It can turn your data into a custom interface, almost like its own Lightweight app. Now, as you know, interfaces let you present or interact with your data in a clean, focused way. So instead of scrolling through every field in a big grid, you can create dashboards, forms or simplified layouts that are tailored for specific teammates or stakeholders. So let's go ahead and actually get into creating this. So the first step of this is going to be coming up here in the top where this entire time we've been functioning and operating within our data. Instead, we are now going to move over to interface. As we come here, having never created an interface, we're presented with two different options. Try building with AI or build it yourself. Choosing use AI means that Air table is going to analyze your base and automatically generate an interface that it thinks fits your data. So it's a great shortcut if you really need a quick start. But for this lesson, we're going to start off with build it yourself. So that way, you'll actually learn how to pick a layout, connect it to your data, and customize every single part of it. These are going to be skills that will make you much more confident when you actually decide to let AI help you later on. So let's go ahead and get right into this. Build it yourself, and we're going to click Build A interface. Now, here we get to name it. We can just name this one Project Dashboard. Now, we're also given the option to choose an icon here. So if you want to, you can go ahead and now let's go ahead and click Next. Now we are brought to our layout screen. So this is essentially going to be the base and the start of our interface. As you can see, right here, we have a bunch of different options, most of which are going to be quite familiar to you at this point because these are going to be the views that we've operated in. So we have our list view, our gallery, Canban, calendar, and timeline. Now, additionally to those, we have a few extra options here. So we have custom, we have form, dashboard, overview, and record view. You can go ahead and click around and see the different layouts and how they look. But what we are going to do in this lesson is going to start with our dashboard layout. And that's because this is the layout that is going to be able to give us the most information and kind of most flexibility in editing it and tweaking it to our specific needs. So let's go ahead and click Next on this dashboard. Now we are asked to connect it to a table. In our case, we only have one table, so it's an easy option. So now we can go ahead and click Finish, and we are brought into our interface, our project tracker. So now that we're here, we can essentially see that this interface is made up bunch of different blocks. So as you hover over each one, you're able to see and click and be able to have more information here as to how you can edit each piece of information. So now what I want to do in this lesson is create this interface based on what we see right here. This is going to be a full in depth detailed interface based on our priority levels. What I want to do in this lesson is start to create this dashboard and make it essentially into one place where we're able to visualize all of our data and see how we can kind of move forward. So instead of just having our data here and lines in a way that isn't the most digestible, I'm going to take this interface and actually create into something where data and that information comes alive into meaningful metrics. So let's go ahead and start here at the top. So right here, we have the title. And here, what I want to do is make this a little bit more descriptive. So instead of just having tasks, we'll make this tasks insights. Now, right below this, we see that there is a count 13. So let's go ahead and click on this. We can see what this is comprised of. Now, this count 13 is representing our 13 total tasks within our project tracker. So let's go ahead and actually make this a little bit more accurate. So instead of just saying count 13, let's make that say total tasks. So now additionally, what we can do with any one of these given blocks is give it a little bit of life with some color. So right here, if we want, we can do is change the color of the text, but if we put this one on, then we're also able to get a background color that accompanies this text color. So now we see that we have 13 total tasks. What we want to do now is add in some more information about these tasks. Now let's go ahead and hover our mouse over the bottom here to where we see a plus sign. So we can click this. We can add in more insights here. Now, we get to see that this right here, total tasks is number. So that's how we know what this is. So what we can do is add in number. So now we see that essentially the same thing was copied. Right here, we have our total task. So what we can do to make this a little bit more specific is we can add a condition to what this count is. Let's go ahead and filter this to tasks that are going to be due today. So if I come here and to filter, I can then add in a condition. So this is something that we are familiar with. So where I can say where due date is, and then I can scroll and say today. So now we see that we have one task that is due today. So we can go ahead and keep that in right here, and then I can come here and change the color, make this a red, and enable background color to make it a little bit more standing out. And now, to make it clear to everyone who's seeing this that this is task due today, let's go ahead and title it. Okay, so there we go. We see that that's now named. Now, let me go ahead and add in two other number views. You can see right here that if we hover our mouse over to the right edge of any one of these, we also have that same plus sign that we would have down here. Now, the same thing applies if we also want to add it at the top. But here, I'll just add in one more number. Now, here, what I can do for this one is make this completed tasks. So the filter is then going to be when status is done. There we have completed tasks, so now I can change the name of it. And, of course, add in a nice color to make it a little prettier. And then, lastly, what we can do for this one is make this high priority tasks. So here we can filter at condition where priority is and then high. And now we see that there is a four high priority tasks here as well. So I can name this high priority tasks. And then we can also add in another color here. Well, I can make this, let's say, a little bit different of a red than the tasks due today. Now as we go down, we get to see some graphs. So this one right here, although we don't see a title for this, we can quite clearly know that this one is going to be our task based on their priority level. Now, we should know this because we created our data and there was only one single select field that we have low, medium, and high. But if we go ahead and click on this, we can now have our assumptions confirmed because we see right here on the X axis, we have priority listed. So let's go ahead and title this tasks by priority. Now additionally, what we can do is change this type of graph. So the type right here, we have it as a bar graph, but we can change this to a pie graph, to now we see the distribution of percentages as to how many tasks are each priority level. Now let's go ahead and add in another graph. So we can come over here to the right and we can add in, let's say, a bar chart here. Now, additionally, if you want to add in some more description about what these graphs are actually showing, you can also come here to the description tab to type in something quick. But now let's come over here back into our new graph. Now, this one is by priority. So it's the same one right here except this one is a bar graph. But what I want to do here is I want to change this. I don't want this to be priority, and instead, what I want this to be is status. So you get to see right here, we can come here into the X axis because this is where all of our independent variables are going to go. Then we can come here to change up some more things. So now that we have status, we get to see that this is now reflected here. We have a bunch of to dos. We also have a bunch of Ds and a few things that are in progress and review. We can change how we want to sort this by. It's going to be better to have it on X Acess value for status, at least, because what we want to see is the default field order. So we want to know in the beginning of the phase of a task right here, which is to do, we want to see then what is the next phase of that, which is in progress then review and how many are done. If we have it visualized in some other way here, let's go ahead and say y axis value, then it's not necessarily going to be as clear to see these things in a systematic way. So it's best here to just keep this one at X value, and we can have it in default field order. Of course, there's also other ways that we can kind of change these things. We can mess with the appearance here. We can change the legend orientation, the size. But these ones are all smaller pieces that you can all play around with yourself. Now, let's go ahead and make one more graph. This one can be based on our clients. So let's go ahead and make another bar chart here. And instead of the X axis being priority as its default is, we can change this one to client. So we get to see how many tasks right here are assigned to each specific client. And now what I can do is come over here and come to the title and name this. So now we have the title right here, and I should also do the same thing for this one. So task by status. Now let's go ahead and move down. So now we've done all of our graphs right here, and we can move in to create some tables that are based on a relationship between two fields. So we can kind of see this already in action right here in this pivot table because we get to see a relationship between two fields, priority and status. So for each given priority level right here, we get to see how many tasks are in their respective status. Right here we see low and to do, and we have a one here. This means that there is one task that is in the low priority and the to do status. So you can go ahead and see how all of this works. So over here at the total, that means there is three tasks that are in low with medium, there's six, there is four and high. There is 13 total tasks. We know this. And then right here, we see it working in the opposite direction here with our statuses. But now let's go ahead and edit this table and actually use it to see how our teams are doing and how many tasks they're completing at any given time. So let's go ahead and click this pivot table, and right now we have it on priority and status. Now, status is fine. I want to keep this right here, this top as it is. But what I want to change here is our priority rows. Instead of priority, what I want to make this field is our team field. So you get to see that this is broken down into rows and columns, right, here we have our status, and here we have our team. So now what we can do is rename this table to be something that is a little bit more of an accurate representation. So now you can use a table like this to see where your teams are at. Now, looking at the data exactly like this, we're able to see something here that kind of stands out. And that is right now our development team is kind of slacking. They have two tasks and to do, none in progress, none in review, and none done. On the other hand, we have our marketing team right here, which has zero and to do, zero in progress, but one in review and one and done. So this means that they're doing pretty good. So you can kind of just start to imagine all the ways that you can look at relationships between different variables, different field types that can tell you more information about your data. Now, of course, as we continue to create this interface, we can do is come down here and we can add in more things. So if we want to have in our list view here, so something that is very akin to then we can do so. From here, what we can do is add in only the field types that we want. So if we want to get rid of Dudate, we can go ahead and click on it. We can click the three dots right here and we can hide this field. Or alternatively, if we want to add in some other field, let's go ahead and say client, then we can do so. As you can see, when we have kind of graphs like this and pivot tables that can look at a relationship between two different fields, then that is usually going to be a better way to visualize our data than having in our list. We're not only limited to adding in our list views because what we can do is come in here. We can add in timeline views, so we get to see all this information here. We can go ahead and add in gallery views, and we have all of this information visualized for us. For the sake of keeping everything kind of concise and a clear introduction, I'm just going to get rid of these views right here because they're not helping us as much as the visualization of these graphs and numbers are here. So, right now, we have a pretty decent interface going here because we have all this information that we need. We're able to see it in a different way in a way that communicates something that is a little bit more specific because we've tailored it to be so than just looking at our plane. Another thing that we can do is how we even adding in new things right here with these plus buttons, we can do is add a group here. So if we add a group and we select tasks, this is essentially just going to show us basically the exact same thing that we have right here on our dashboard, except we're again, starting from scratch. The reason why you would want to do this is because you have multiple tables to work with. So right here, you see as I click Add Group, it gives us all of our tables. In our case, because we're only working with one table and tasks, this isn't going to be something that's necessarily benefit. And I just want to remove this, but I want to let you know that that does exist, and that's there. Now, for the next thing to note here is that within all of our interfaces, what we can do is add in more layouts than just single one within any given interface. So right now, this interface is titled Project Dashboard, right here, and you get to see that we are in our dashboard view, the same thing that you can see right here. But what I can do is add in a page interface, and we can come back to our layouts. So here we get to put in essentially everything that we want to do. So what we can do is add in a record review here. So here you have this one preview is showing all the records as employees. You're essentially able to get a bunch of different information about any one of your given fields or any one of your given records, I should say. So let's go ahead and add that in and hit next. So right now we are having it set to our task table. That's our only option. And here, we're able to set conditions as to which tasks are going to show up. We can do so here. We can use our Sort and grouping functions. These are all very familiar to you at this point. So we can now hit next, and we get to also choose the elements that are going to appear in our little summary right here to the right of our tasks. Let's go ahead and just enable everything for our sake. So now we can go ahead and hit next, and we can keep this one just as an untitled name for now. Now the reason I did this is because this isn't necessarily going to be something that's going to be giving us any kind of beneficial information. With this kind of setup of data that we have within our base, the records review of this, the layout, isn't going to be very helpful because all of these are just individual tasks. Now, if I had a separate table that was based on our clients, then that client field, having that be populated right here and have each one of these to be a client of ours, then you can see how that is a more useful use of this record layout. But this is just to show you that whenever we add in a new layout, we're able to access them right here. So this is the first one that we created, and this is the new one. And if we ever want to delete anyone, we can come here, pick the three dots. Then I can delete and just move that into the trash. Okay, now we've covered almost everything. You're essentially a pro when it comes to using these interfaces and understanding how they work. So now all that's left to do is come over here and click Publish. So now we are going to publish this, and now what we can do is share this new interface to everyone within our workspace, everyone within our base, whoever is going to be using this and whoever can kind of find this help. So we can go ahead and click Share right here, and then we have a few options here. So we can invite in our collaborators. We can invite them in by email. We can invite guest users, and we can invite by link. So again, these are the same share options that we had when inviting people into our workspace or base. But because this here is an interface, it's something that's going to be a little different, so you still do have to send out these invites. Okay, but now as we exit out, we kind of get to see the entirety of our project tracker right here. Now one thing to note is that these insights right here, they're not really clickable. Right here, if I click on completed tasks, I'm not taken to completed tasks. High priority, it's the same way, total task, tasks do today. It's the same thing. Here, we get to hover over and see a little bit extra information. But what if we want to make these clickable? Well, what we can do is come here, we can come back into the edit pages, and then Asi double click this, we can see, do you want to allow users to see the underlying records? Here I can click Allow. And then we can publish these changes. I can publish this. And then now we are here in our total tasks, and we are able to see that they have all of the tasks that are relevant to these 13 total tasks. Now, if you want to do this, every single number field that you have. So if I come back in here, I can come into high priority tasks. I can double click this and Allow and then exit out here, do the same right here. And again, right here. And now every time we make a change, we do have to make sure that we publish these changes. Now as I publish, we're taking here into our app that has all of the information. You can take your data, which is just stagnant. It's just numbers and letters into something that's actually alive. So there you have it on this lesson. I'll see you in the next. 18. Intro to Airtable Automations Step by Step: Far, throughout this course, we've seen a lot of facets of Airtable. But 1 stone that we have left uncovered is the stone of automations. Now, automations are super useful because they let Airtable watch for something specific. So like a status change, a due day or a new record, and then they automatically take an action for you. So that might be sending a teammate an email, creating a follow up task, or even posting a slack message. So the goal is simple. Instead of manually updating people or duplicating work across your tools, you can set up rules that keep everything moving in the background. In this lesson, we'll take a quick tour of the automations tab right up here and look at how triggers and actions work and walk through a couple examples so you can start to imagine how automations could save you time and prevent mistakes. So let's go ahead and click into this automations tab. So this is where all of the Air tables automation magic lives. So on the left here, you'll see a list of suggested automations and their catalog of automations. On the right here, we get to see if we want to build an automation from scratch. So before we brows through the catalog and see everything that we can do, let's actually go through and see how this works. Now, automations always follow the same kind of pattern, the same kind of formula. There's a trigger, and then this trigger is going to by its name suggests, trigger in action. These triggers are essentially what Air table listens for. Like when a record matches any conditions right here or when a form is submitted, right here. So, let's go ahead and start this automation right here. We'll start the trigger as when a record matches these certain conditions. Now, it's our turn to set what conditions those are. Now, whenever you select a trigger, you're always going to have some options or properties of that trigger right here on the right side of your screen. What follows these triggers are going to be our actions. So, this is what Airtable is going to do in response. So this is going to be sending an email, creating a new record, or posting to Slack. As you can see right here, we have a few different options. We have integrations that we can work with. We have Airtable actions that can be run. We have advanced logic, and we have a few more integrations here that we can access with an upgraded membership. So let's go ahead and look at these Airtable actions here. We have send an email action. We have a create record, update record, find records, sort list, run script, and the most fun of all generate texts with AI. We're not going to go too in deep into any of this right now in this lesson. But as you can see, we also have all these integrations. So with each one, we can hover over them, and we can see what action Airtable is essentially allowing us to do with these. So with Slack here, we can send a message or send an actionable message with Microsoft Teams message with Gmail, it's an email. We have some events for Google calendars. We can create some response forms. We can append a Rome, so change a Rome in our Google sheets. With Google Docs, we can create a doc or update a doc. And we have all of these other integrations as well. So now, for example purposes, let's just go ahead and select this action right here. One thing to note here is that each trigger doesn't have to only trigger one action. We can do is add in multiple actions right here, and we can even reorder them. So if we want one to happen before another, then we can do so. So each time we create a new one, it's just going to appear in this list. Now, one thing to note is that for each automation you create, you should 100% name it because it's easy as you create automations, get better with Air table, and more familiar with everything and find more tasks that you can go automate, sometimes you want to go back and make some tweaks and changes. So just having one kind of title that summarizes it in just a few words for each automation, that is going to be something that you will think yourself for down the road. But now let's go ahead and turn our attention to our properties tab here. Everything that's going to be involving each one of these given pieces of our automation puzzle. Right here for our trigger, we have our trigger type being when record matches certain conditions. So first, what we have to do here is set our actual table that we want this to operate in, and we have our task table because if the record is going to match some conditions, we need to make sure that it has the table where these conditions are going to apply. Now we can set our specific conditions where, again, these are going to be familiar statements to you. By now, we've worked with them so much. So here we can set anything. So let's go ahead and just put in when due day is today. There we have full trigger now completed. The same way that we have properties here, our actions also can do the same thing. So essentially, with every action, we have to choose the table where this is going to run. And again, we're able to choose our fields here. So this is going to essentially be what fields are going to be involved in this record that you are creating. And all of our options are the fields within our base. So you can create a record that only has a few fields, or you can create one that has all of them, but you can't create a record that has fields that aren't already within your base. Let's go ahead and get rid of this, create a record, and let's look at Update record. Now, update record is going to be a little bit more precise. And that's because we have something that's called a record ID. Because here with the record ID, what we have to do and ensure is that this update record is going to come as a result of the record that matches this condition that we set up here. So this is actually quite easy to do, but it's still something important to know. So we'll come here to this plus sign. We'll click it, and we want to make sure that we're going to use the data from when a record matches the conditions from our trigger. And it's going to set right here. We want to insert the value from field Airtable record ID. So this record can be updated by this action. And now what we have to do is actually select the changes that we want to be made for this record. What we can do is go ahead and choose priority, and we can make this a high priority task. So right here, this little basic automation is when a record matches the conditions of due date is today, the record priority is going to be updated to a high priority. But now one thing to kind of note here is that this automation doesn't account for the records that are due today, but they're already complete because we don't want to set the priority on high for records that have already been completed, right? Especially if we're going to be using our interface and looking at those dash so what we can do here is come back here into the trigger, and then we can change this condition. So right here, we can keep this one. So when due day is today, then we can add a condition, and then we can change this and say status is not, then done. So now what this automation is doing is that if card is due today and it's not done, then the priority is now updated to a high priority. Okay, so now this brings us into the next step of automation, which is going to be testing. So here, what we can do is just use suggested record, and you can see this doesn't really work because there is nothing that actually matches this trigger here. There's nothing that's due today and the status is not. In this case is okay because we're not looking for that. And this testing is mainly going to be used when you have some automations that are going to be much more complex. Here, because we know that all of these conditions are good and that this can, in fact, work. If we want to turn this on, we can come over here and now this automation has turned on, and now we can change this name to high priority if not done. So that's just one way that we can kind of summarize this into very easy way. Let's go ahead and create a new automation here. And let's go ahead and look through this catalog. So as you can see, there are a bunch of different automations that are here in this catalog, right? Some contain AI, which we'll go over later in this course. So don't. We have specific to our use case here. So we have marketing operations, product operations, sales and CRM operations, HR and recruiting. As you can see, each one has their own automations that are there in general here. We have managed tasks. So we have all of these here with coordinate meetings. We have all of these. So depending on your use case of air table, you can probably come into this automations catalog. Find something that at least at the bare minimum gives you some kind of inspiration as to some automations that you can create yourself and can help your workflow. So there you have it. That is your first look at Airtable automations. Even without really building one that applies to our use case, you can see how powerful this feature is. It's a simple trigger, and action can save you time and keep your team informed and prevent things from slipping through the cracks. Now, the key takeaway here is that automations transform Airtable from just a place to store data into an active assistant that can move your workflows forward automatically in the next lesson, we'll actually create some automations that can apply to our project tracker. So you can see kind of idea of how you can go ahead and create these for yourself. 19. Build and Launch Your First Automation: Now that we've got an introduction to automations, and we have at least a general idea of how they work, let's go ahead and actually create some automations for our project tracker here so we can get a deeper understanding of how they work and how you can apply them to your own basis. So let's go ahead and start here with creating a new automation. So I'm going to create automation here. And what I want the trigger to be here is the same as we had in last lesson where when a record matches certain conditions. So this is because what I want to do in this automation, when a record status is set to done, I want to go ahead and clear its priority value. Now, that's because in the interface we built, we had information regarding a task priority, right? And the priority shouldn't be something that is there if the task itself is already complete. So this automation is going to clear that priority level for us when the status is changed to done. So first, what we have to do, make sure that this trigger is selected. Going to come to table here, select our task, and now we are going to add a condition. So what we want to set here is when the status is set to done, we then want an action to be taken. So, this one is all good right here. Our trigger is set correctly. The trigger is when a status is set to done. Then we can come here into our action, and then we can come here into update record. So first, what we have to do is we have to select our table here and task then just as we did before, we're going to come to this plus sign. And then when a record matches these conditions if status is set to done, we then want to insert the value from this field, so the air table record ID in order for us to be able to change this field right here. So we're going to come to field here, and then we are going to come to priority, and then we are going to select this blank option of priority. So I'm going to select that right there. And now what it should do is get rid of the priority field on a certain record when it's set to done. So now, in order to test this, what we can do is generate a preview to make sure that this is good, so we can run this test. Now what it did right here, because this record is set to done, we get to see that it's removed this high priority label. So now what we can do is exit out of this, and then we can run as configured. So now, again, let's just run this test and we again see this status is done, this priority label was removed. So now we can turn this automation on, and now it'll run for all of them. If we go ahead and move into our data, we should see that all the priority labels for done are now taken off. And what we can do here also as another test, this one is set to review. If we set this one to done, we then see that this automation has now taken place. So now the priority is gone from that. Okay, so our first automation is good. It works. Now let's go ahead and come back into automation to make another one. So again, just as before, we're going to come in here and click Create automation. So for this next one, we are going to do the same thing as we did before in having the trigger B when a record matches certain condition. And now what I want to happen here is that when somebody is assigned to a record, that means they get an email for that record. Right now, within our data, if we have somebody assigned, we see that there is notifications. But this is only notifications within Airtable. This isn't going to be an email that they receive. So I want to come back here in automation and actually create that to be the case. So first, we are going to set our table tasks, and then we are going to add a condition here. So we'll say when assignee is not empty, then this trigger is going to start. So this is essentially saying when anyone is assigned to something, this trigger is going to happen. Now what we can do is come here into our actions, and then we can come and select Send Email. Now, there is a few things that we are going to want to pay attention to here in sending an email. These are going to be features of Air table that we haven't really went over but are quite fun once you actually get the hang of it. And these are going to be variables. So what variables are are essentially ways that Airtable can auto fill information according to our conditions that we set. So the first of which is going to be our two. So here we want to make sure that this email is going to be sent to the assignee from this record right here. So in order to do so, we are just going to come here and click the Plus button. We're going to make sure that we are going to use data from this trigger, and then we can come down here into assignee, and then we can come to email of the assignee. So, right here, this is going to be sent to the assignees email. Now, for our subject, this one doesn't have to be as complicated here. We can just say, you have a new task in Airtable. Now we're into our message. And then here is where we can use our variables here within Airtable. At a kind of fun scale here. So the most important of which, at least in regards to this automation, is going to be the name of the task in which someone is assigned to. So let's go ahead and type in a quick message. So right here, I just said, You have been assigned to, and what we want to input here in this space is going to be the task name from this trigger. So let's go ahead and here, make sure the data again is going to be from this record right here, and then select task name. So you've been assigned to task. We want to add in a greeting, we can also use variables to do that. So if we do this, I can type in Hello. And then what I can do is come here and then we can have assignee name. So then we have hello assignee name, you have been assigned to task Name. So now let's go ahead and run a preview of this. So we can see this right here. It says, Hello, Rd Air table, you have been assigned to new homepage mockup. We see Rd Airtables email has auto filled right here, and we see our subject. You have a new task here so now let's go ahead and turn this on and actually rename this automation to be something reflecting of what it is. And what I'll do is name it notification automation. Now, another thing to note here is that these automations will not work retroactively. That means that at least in this scenario, any records that match these conditions, this automation to run, it won't go ahead and send out this email. But what it will do is every single time you assign somebody to a record from this point on, that is when this automation will run. So again, these do not work retroactively. What will happen is if you go ahead and come over here into the test and you click Run as configured, and then you run the test, then we get to see that this preview email is actually something that is sent out to Ardi Airtable. It's not just a made up preview that it runs for us. So if we pull in Ardi's email right now, we get to see that Ardi actually was sent this, even though this was a task that he was assigned to days ago. Now another thing that we can do is come back here into our data, make sure that this automation is on, and we can run another test on this. So right here, we have, let's say, respond to support tickets Blog. We can go ahead and assign Ardi this and see if he receives an email. So now he has been assigned, and if we go ahead and go back into his email, we should be able to see right here Hello Arty Air table, you've been assigned to respond to support tickets Blog. So there we go. We have this automation fully fledged and running. Okay, so there you have it. This is how we could create a few automations that work directly with this project tracker that we've been building. Now, don't worry. This isn't going to be the last that we see of automation. So we will be coming back and seeing. 20. Discover What Airtable AI Can Do: This point in the course, we've already seen how Air table can organize, display, and even automate our data. But one of the newest and most exciting features is Airtable AI, which is powered by Omni. And Omni is Air table's super powerful AI engine. Now, it's not just another helper that's tucked into the corner of the app because Omni is capable of influencing your experience across Airtable, more than almost any AI assistant built into a piece of software. The very first step of actually creating your base to designing interfaces and even optimizing your workflow with automations, Omni can step in at literally every part of the process to save you time, suggest improvements, and even generate content. So instead of juggling multiple tools or spending extra time drafting and cleaning up data, Omni keeps everything in one place. Of course, this isn't about replacing your creativity or judgment. It's about having a powerful partner inside of Air table to speed up repetitive work and unlock new possibilities. So in this lesson, we'll explore the different ways that Air table AI can help from generating summaries and content to building smarter automations and even suggesting interface layouts. So you can see just how transformative Omni can be for your project. Before I get into all of the specific use cases, let's go ahead and just meet Omni for the first time and see some basic things that I can do. Okay, so here we are in our Project track, right? This is a familiar view for all of us. Now, to access Omni and all the capabilities that come with it is going to be right here in the top left corner. So this top button here is just going to take us back to home, but right below it, we have the Omni icon. So we can go ahead and open Omni, and that's going to bring us into a new chat where we can do a few things. Here we're essentially able to prompt Omi to do really whatever we could do ourselves within Airtable. But you kind of get a quick overview with just these three tabs right here. We can ask questions about our data. We can have it analyze our data, and we can have it build things for us within our base. So let's go ahead and see what we can ask. Now, below here, these are all recommended questions for each one of these tabs. So let's go ahead and click this last one right here. Summarize the types of clients for tasks do this month. Here it's giving us a kind of overview of our data. It says, Acme appears most frequently with two tasks due this month. Horizon also has two tasks scheduled. Blue Wave has one due this month, and Nova has one due. And then it goes ahead and gives us kind of overview of what these tasks are. Now, we can go ahead and open a new chat. But solely from these suggestions, we get to see the kind of things that Omni is able to do for us and solely just asking it questions. We see what are the common priorities for tasks assigned to Adam Taylor, Analyze task status is broken down by clients, and which task has the earliest due date? We have more right here. Fine tasks assigned to Adam Taylor that are in progress. List tasks for the marketing team with high priority, and what are common descriptions in tasks for the client ACM. Additional to this, we're also able to add in files to give to Omni to then work with. So, now you know where Omni lives and where you can access it. Now let's move on to one of the more common ways that Omni shows up inside Airtable, AI Field. Now, an AI field is just like any other field in your tape, except instead of holding static data, it generates or transforms content on the here are some of the most powerful things that you can do with an AI field. You can summarize. So you can take long task descriptions or meeting notes and instantly condense them into a quick summary. So these are perfect for weekly updates or dashboards. Next, you can generate content. So you can draft an email to a client, create a social media caption or brainstorm to do list for a project all based on the other fields in the same record. Next, you can transform text. So you can reword something for a different tone, turn it into a list of bullet points, or clean up inconsistent formatting. Now, because AI fields are aware of the record that they live in, you can say, based on the task name, and due date, create a reminder email, and it will dynamically pull those details from each record. So, this means that you don't need to copy and paste into another AI tool. Intelligence is directly built into your workflow. So it works with your existing data right where you're already managing your tasks. The next place OMShines is inside Airtable automation. Automations already save you time by performing actions when triggers fire, like sending an email when a record status changes. But with Omni, you can add an AI step in the middle of that workflow to make the output smarter and more personalized. For example, you can use this for client updates. So when a task moves to done, you could have an automation that uses AI to generate a polished summary of the work completed, then you can email that list summary directly to a also use it for follow ups. So when a new level is added, AI can draft a custom outreach email that's based on the leads company name and project details stored in your base. Or you can use it for data cleanup. So, if imported data looks inconsistent, then AI can reformat or rewrite fields before the automation sends them elsewhere. Using on the inside and automation is as simple as adding an AI action step between your trigger and final action. So you choose what the AI should generate or transform, reference any fields from the record, and then test it before turning the automation on. This combination of triggers actions in AI turns Air table from the passive database into an active assistant that's capable of handling repetitive communication and data prep on your behalf. Last place I want to highlight before we move into specific use cases is interface creation. So when you click to create a new interface, Air table now gives you the option to use AI instead of building everything from scratch. Now, of course, this, again, is where Omni steps in. So, it analyzes your base. It understands the fields that you've set up, and it suggests a complete layout. A list, a CvNbard or even a dashboard with charts and filters. This is incredibly helpful if you're in a hurry or if you're new to interfaces and aren't really sure how to arrange things. It really can instantly give you a polished starting point. Of course, you can always build manually if you want total control or if you're teaching yourself the details of interface design. But Amy's suggestions can not only save you time, but it can also spark idea or really just show you some layouts that you might not have even considered. So whether you're sharing your data with stakeholders, giving your team a focused view of tasks or building a client facing dashboard, Amy can get you most of the way there with just a click. Then you can tweak it and personalize it however you want. Now, let's bring all of this down to Earth with some real world examples of how Omni can help different teams. For project management, Omni can automatically summarize task updates for a weekly status report or generate follow up reminders when a task is overdue. And instead of compiling notes by hand, you get polished updates that are ready to share. For marketing teams, you can have AI draft social media captions, brainstorm ad copy variations, or even generate a short blog intro that's based on a campaign's details that are stored in your base. It's like having a creative assistant that already knows your project context. Now for sales or client work, when a new lead record is added, AI can draft a personalized outreach email that references the leads company and needs. Or after a project wraps up, it can create a professional summary of the completed work to send to the client. Across all these scenarios, the AI is embedded right where your data lives, so you're not jumping between tools or copying and pasting. So all of this working directly inside Airtable helps you save time and reduces friction overall. So that's an overview of what Airtable AI powered by Omni can do for you. From generating and transforming content with AI fields to enhancing automation and suggesting interface layouts, Omni can support you at every single stage. You're building your first base or optimizing complex workflow. Now, the big takeaway is this. Omni doesn't just add a little convenience. It can completely elevate how you work in Airtable, making your data not just organized but actively helpful. Treat it as a partner, experiment with its features, and you'll quickly find ways that it can save time and unlock new possibilities for your projects. Now, in the next lesson, we'll be diving deeper as to how we can use Omni at every step in our irritable journey. I'll see you there. 21. Add AI Fields and Field Agents Easily: Alright. Now it's time for us to have a little bit of on within our project tracker that we've been building throughout this course. And that's because it's time for us to start applying a lot of these AI capabilities through Air tables Omni to this project tracker that we've been building. And then this lesson, we're going to start off with doing that with AI field. Now, these AI fields or field agents, as you can see right here, are all going to be comprised right here. So it's right here, the same place that we can add in our standard fields, the fields that we've been working with, for the most part throughout this course. But here we can click Browse catalog we can see a little bit more of an extension of what these AI fields can do. So just like before in interfaces, we're able to see, there are suggestions that are going to be based on our specific use case. So we just general use case. We have marketing operations, product operations, sales and CRM, operations, and HR and recruiting, and above right here, we have some suggestions that are based on our now, although we see these field agents kind of broken down in all their respective categories, one thing that I still want you to know is that these aren't necessarily kind of hard lined categories, because what we're able to do is come over here into Omni. This is what the Omni is right here. And we can come here in a chat and we can essentially just talk to it. We can say, Hey, Omni, what I want you to do is create a specific field that does some specific tasks that we assign. Another thing to note in using Omni to create fields is that you don't only have to use Omi to create AI fields. What you can do is use Omi to do just about anything. So if you wanted to create multiple fields that are going to be designated by your specific clients and you want them color coded, then we can just go ahead and talk to Omni, and it can do that for you. But one kind of benefit that you have from going over here and coming under the field agents is that if you're going to use any one of these, let's go ahead and come under generate content right here, and we can browse all. We get to see that there are a lot of suggestion so not only do you kind of get inspiration from coming over here into the field agents and looking at all of these recommendations, but you also get very specific and tailored prompts that go into Omni. So let's go ahead and look through and find one that can be applicable to our project tracker that we've been building. The best use of this, at least in creating something for a project tracker is actually going to be looking at our suggestions right here, because as you can see with a lot of these, they are going to be fields that aren't necessarily going to be as applicable for our base right here and being a project tracker, because they require a lot more information to make them useful. So let's look at these suggestions here for our have here, create a field agent to generate a detailed task summary from the description in status fields, create a field agent to extract key deadlines from attachments and tasks to highlight urgent items, and here this last one, create a field agent to draft client update emails based on task name status and client fields. Right now we get to see that these client update emails are all in the process, and now they actually just finish. One thing to know is right here, we see if we expand this. It's going to say that the required fields are empty or unavailable. Now, that's because our client field right here is empty. So right here with this AI field, this wasn't able to run. And with these bottom two, we have Horizon and they didn't run. All we have to do is click on them to run the agent, and then we get to see that information now has populated within them. So let's go ahead and minimize this and let's click on this, and we can expand each one. Right here, it says, Hi Orion Team. I'm writing to update you on the implement login authentification task, which is currently in the planning stage and is scheduled to begin soon. We'll keep you informed as progress is made and notify you once development is underway. Best regards. Now, let's go ahead and look over here. We have a blog article 0N a recent patch. Right here if we go ahead and open this to see. It says, Hi Nova Retail Team. I'm pleased to inform you that the right blog article 0N recent Patch task is now complete. Please let us know if you have any feedback or require any further adjustments. Now let's go ahead and look at this one right here. It says, Hi, Horizon team. I'm writing to update you on the draft social media campaign task, which is currently in review. We're assessing the content and we'll share any feedback on our next steps shortly. So you can see from this in just a few words, what was able to happen is this entire AI field was able to be created. Now, if we come back here into our catalog, and we do go ahead and come back here into generating content, what we can see is that these are going to be very complex. Let's go ahead and look at one. So right here, we have write summaries or descriptions for knowledge based entries. Now, as you can see, before what we had was just three lines of text. This one here is a lot. We have an entire paragraph coming out of this for a prompt and creating our field. So let's go ahead and read this. It says, create a field. Identify the most relevant table with the most relevant long text or attachments column in the base that contains knowledge based entries or topic descriptions to use as so this is essentially saying that look for a table that has information, right? But here in our project tracker, we only have one table, so it automatically is going to default to this one. It says, If you cannot find a suitable column within any of the tables, then create a new one. And then following this, it says, Do not create a new input column unless you cannot find an existing suitable. So right here, what this is doing is it's creating summaries of information within our table. But what it's looking for as an input is going to be long text. So as you can see, what it did right now is it created only the summary field, which is an output field. But if we're looking at our project tracker here, then we can't see anything that is going to be used as an input field, but that's because what could be used as an input field is actually hidden. And that's because we have our description description is the only long text field that we have. And because it saw that we have this description field here, it didn't create a new input field for us to put the information that needs to be summarized. And what we can do is turn it on and we can then make this a little bit smaller to now see exactly what it would need to create these summaries. So moving on in this, it says, once the input column has been identified or created, create an AI field called summary that generates a concise summary or description of the knowledge based entry capturing the key points in the purpose of the if we want to see any more information about this AI field, what we can do is come in here and we can click Edit Field, and then we get to see the instructions and the chat GPT model that is going to be used to create this. Now, they also have other AIs as well, and these are all going to be automatic and creating this as to which one it chooses. You can also see stuff that is familiar here because we get to see the title of the field and the kind of field type it is, which is a long text field. But more interestingly, we get to see custom instructions that are based on this prompt right here. Now, as we scroll down, what we can see is that the context and data that is being used to create the output. So just as I told you before, what it had is the description field. So it's going to be using this description field, along with the attachments field to create these detailed summaries. Now, both of which just a moment ago were hidden, but now you can see that we have both of these act. If we wanted to create summaries, all we would have to do is fill in both attachment and description field, get these summaries in. As you can see, if you are going to be using your air table and putting in a lot of information, then the AI fields are going to be more and more helpful. But of course, for them to be helpful, there needs to be a lot of information for them to work with. Now, additionally to these, if we want to ever make any changes on these AI fields, then we can do is come in here. We can change the custom instructions. But if we don't want to kind of get in here and the gritty of it, we can come here and we can talk to Omni in plain language to make any changes that we want. So we were able to create these two AI fields. Now, let me go ahead and delete both of these, and let's go ahead and create a new chat and Omni able to create something that's just a little bit more simple and something that's going to be a little bit more plain and more practical use for our project tracker. So now what I want to do is create a field that counts down the days until my due date is here for any given task, and it also marks if tasks are overdue. So now I'll go ahead and type that in and I'll come back to you. So here's the prompt that I gave Omni. First off, I started off with Create Field. So it's clear as to what Omni is going to be doing. It's going to be creating a field in this table right here. So, I said, Look at the tasks due day and today's day. If the task is due today, then say due today. If the due date has already passed, say overdue by X days with the correct number of days. And if the due date is in the future, say X days remaining with the correct number of days. Okay. So now if this works correctly, then we should see an introduction of a field that we've yet to really speak about. So let's go ahead and hit Enter. So now Omni is doing its thinking, determining relevant tables and fields. And then in just a moment, now we get to see this due. So let's go ahead and hit Save. And then now we get to see all of this working just as it should. So now let's move this over here right next to the due date to see this in tandem. So today is September 14. So we can see right here, this one is September 12. This one is overdue by two days. But in two days, September 16, this one is going to be due. So there's two days remaining. It was able to create this field using formula field. So let's go ahead and edit this field. And we can see that this isn't like an AI field, right? It's not using any kind of advanced knowledge, any kind of generating of content. What it is is just implementing this formula. But as you can see, this does look a little bit complicated, although all it's doing is telling us essentially when something is due and the amount of days it's either going to be approaching or so before where you would have had to have at least intermediate level conditional statement training to be able to do this here in just a couple sentences with the power of Omni, it was able to create this all for us. So, as you can see, using Omni and our field agents gives us a lot of power within Airtable. So just to recap, by connecting Omni directly to your records, you can generate summaries, checklists, or even dynamic countdowns without leaving your base or copying data elsewhere. So this keeps your workflows faster, your data smarter, and your team focused on what matters most. So in the next lesson, we are going to move one tab over and go from data into automations and see how Omni and AI with an Air table can help us in creating these. 22. Combine Airtable AI with Automations: Alright. Now in this lesson, it's time for us to get into using Omni for our automation need. Now, the first place that I'll go to in automations as a kind of advanced approach to automation is going to be creating a new automation and looking through the catalog that they have. Again, this is going to look familiar to you because this is exactly what we deal for our field agents, our AI. Here we not only get to have some inspiration as to the things that we can automate within our air table, but we also are going to be able to use Omni for literally every single thing that we see right here. As you can see, right here, it says, choose from ready made automations, the Omni will set up for you, and we're just able to have some very detailed prompts, as opposed to us coming over here and coming into Omni and just typing in what we want. Now, of course, this is a fine approach as well. But the first step to all of this should always be kind of coming over the catalog because not only are we able to see all of these that are going to be specific for all these different use cases, but we are going to get some suggestions right away as to how we can build some automations that are going to work for the base that we already have. Everything that we do here is going to involve AI in some step of the process. Now, this here is a suggestion. This is because AI was used to create this suggestion, and AI will help us in creating this automation, but the automation itself doesn't contain any AI aspect to it, because this is going to be essentially exactly like the automation that we created right here. Where if an assignee is assigned to any given record, then they are going to receive an email. So now let's just go ahead and find some automation that's going to work well for our base. I think right away, a great automation to set up is going to be having some kind of team updates. So right here, we can come and browse all. But I think a best way to kind of use this, especially when you're first starting off, is to just send a weekly summary of updates right here. Of course, there's so many different ways that we can use these updates. As we scroll down here, we have this section that's completely dedicated to just birthday and anniversary notices. So as you can see, the use cases here are vast. But let's go ahead and come over here and click on this one. And now, as you can see, this is a huge automation here. This promptie contains a lot to it, which is kind of why you want to be able to look at these and at least gain some inspiration and just kind of using it to inspire your own prompts that you are going to be given to Am. One thing that you should immediately notice from this is that in the prompt here, it's broken up into a few different parts. First off, we have what we want to do here. What we want to do is create an automation, and then directly following this, we have the trigger. So we can see that immediately translating into the trigger right here. The trigger is schedule time, configured to run weekly at the end of every work period. So we have this here every week at Thursday at 5:00 P.M. So, of course, if we want to come in and change this, we can come and do that. But let's go ahead and look at the next steps as well. The action one here is going to be finding records. So for this first action, it is set to find records. It's saying exactly what we need it to do. So you can see that when you're prompting this, it's very useful to actually know the ins and outs of what everything is actually titled, what these trigger titles are, what these action titles are. And we learned what the triggers are and the actions are by name. So those can then help educate you to then use Omni in the most efficient for this first one right here, before we can summarize anything, we essentially have to find the records. We have to go grab the records that changed this week. And then the next action is going to be generating text with AI. So using the records, using the information that was found in action one, which were records that changed in that week, then they are going to generate this text. So right here, it says, process found records to create structured weekly summary. Then lastly, our third action here is going to be to send out the email. So uses AI generated content as email body, set the subject line reflecting the summary type adapting to actual content when the schema differs from intent. In other words, this is just saying don't just leave the subject line hard coded as weekly sales activity, for example. What this is saying is that you want to update the subject to match what you're actually summarizing. So that way, when people get the email, the subject line correctly tells them what kind of summary they're opening. So now let's actually go ahead and look at this automation and see if it actually matches up with what was intended here. So our trigger here makes sense. It's at a scheduled time. The interval is in weeks. It's every one week on Thursday at 5:00 P.M. For me, personally, I would probably change this. Instead of being Thursday, I would have this set on Friday, so it's actually at the end of the then if we look on to find records, D Day is on or before seven days ago, and status is any of to do and progress a review. So this is saying anything besides the status is done. We're going to summarize this, because the next step is generate text with AI. So it's creating a structured weekly summary of the found task records. And lastly, this email here has an error, right here, for some reason, there is an invalid value. So now, because we already know how these emails work and the lesson we went over this automations, what we can do is fix this. So we want this to send to everyone within our base. So we can do is come here, click this plus icon, and then we can come and use the data from the find record. So all of the records that are relevant here, that means that we are going to be pulling the emails. That means this email is going to go to the people that are associated with all the records that were found. So let's go ahead and come here and to find records. Then we can come down here. We can make a new list of field values and come into assignee, and then make a new list of email. So a list of assignee list of email right here. So now what we should be able to do is come down here and generate a preview. So the three tests are going to be tested out right here. Okay, so now this has been tested, and it got all the way to our preview email. So we can see right here we are previewing this email as Adam Taylor, because it seems that there was only one record that actually matched these conditions. And it was under a task that was assigned to me as Adam Taylor. So we see that there was no completed tasks to report for this week. Blockers, so things holding us back, is that there is a follow up with lead for ACME that remains overdue by nine days. So that one is still in to do, and we could view the task right here via this link, and it sets priorities, so we would need to immediately follow up with ACME lead to address overdue task and ensure outstanding sales tasks are reviewed and updated to prevent further delays. Then it gives us some next steps and the links to the relevant tasks. So this is a pretty good start. At least right here, everything that's listed here, accomplishment, blockers, priorities and next steps, and the links to the relevant task record is all great. The only thing that I would say is holding this back is that it's just not giving us that much information because our find action right here, our find records action was just using a condition that was a little bit too restrictive for what we have right now in our data in that it only had one record that was found. Okay, so now let's just go ahead and make a new automation here. So, this one, what I'm going to do is I'm just going to type out in plain text. It's not going to be as detailed as we had the other ones be, but this is just kind of to show you that we don't have to be typing like that. You can just type in plain English, and Omnis going to be able to create an automation for us that does most of the work that would be able to be done with a very tailored automation. Right here, my prompt to Omni says, create an automation. Send a daily email update to all assignees that have tasks that are listed as due today. So now let's send this in. Okay, so right now, our automation has been created. It says, When a daily trigger occurs at 9:00 A.M. The automation will find records in the task table where the due date is today and then send an email to all assignneees of those tasks with a list of tasks that are due today. Now let's actually look over at this automation to see if it translated everything properly. So at the scheduled time, every day at 9:00 A.M. This seems fine. Right here. This first trigger step is good. Now we are finding records. So we're going to find records in our table of tasks. That's good, where the record is based on condition. And here we have the condition where due date is today. And also one thing that I want to add to this condition is an statement here and status and then is not done. So this just excludes anything, any tasks that are done because we don't want to send anyone an email that they have a task to do when in reality, the task is already done. So right here, this condition now is good. So we can test this action right here. We see that there is one record that is due today, and it is assigned to me, and we see that the status here is in progress, that it's not done. Okay, so this is good. Now let's move on to this email step. So this one here is just a simple fix because what it needs is an input list. It doesn't have really anything to go off of and sending this email. So if we select the input list, we want to come here into the find records. So it's going to be using the data from these records that they found that fit the conditions that we set. So we can use this list. This means that every single record where somebody is assigned to, this is going to send this email out to them. But we don't want to do that because if somebody has multiple tasks that are due they're going to be receiving the same email twice. So instead, what I want to do is I actually want to pull out this send email and put it above right here. And then what we can do is just delete this group entirely. So again, as we go through this, we can see why it's important to have understood all of these mechanics that go into automation. The mechanics that go into creating a field like we did in the last lesson, and this will still apply in our next lesson as we go through and use AI for interfaces. So now with this send in email, if we come here, we get to see it, there is some invalid things here. There's some invalid actions and values. So we want to come over here into the plus section here. We want to make sure we're using data from the find records. As we scroll down, we want to make a new list of field values. We can come here into assignees, and then we want to use assignees email. Then for the message right here, we have another invalid value which we can get rid of and we can fix that again so we can use this. So as we come down to the message, we can see that there's an invalid value. What we can do just to make things simple is we can just get rid of value. And then now with everything in place, we can generate a preview. And then here we see that there is one preview email to Adam. Taylor says, Hello. Here's a list of tasks that are due today. The task name is draft project proposal. A due date is today. Please make sure to review and complete them as necessary, best regards. So again, we have an automation that works perfectly. We not only used AI to build it, but we also have AI as a step within the automation, as well. Okay, so there you have it. This is, again, how we can use Omni to be our best friend in optimizing and making our air table that much more efficient, at least in terms of automations. Now, in the next lesson, we are going to go over interfaces. So I'll see you then. 23. Integrate AI Directly into Interfaces: All right. Welcome to our AI lesson on interfaces. Now, the interface that we all created together is pretty decent. It has a lot of information. It visualizes a lot of our data, so it takes that data and presents it in a way that when we look at it just at a glance, we're able to see a lot of information that's important to us. But in this lesson, what we care about is, how can we use Omni to make this better or even make us some new interface from scratch? So, now that we already have this interface built, let's go ahead and just talk to Omni and ask it to look at our interface right here. And let's see if it has any suggestions as to a new interface that it could build for us. Okay, so I went ahead and just typed in basic prompt here. I said, I want you to look at my project dashboard interface and create me a new interface that visualizes my data in a different way that you deem would make sense for my base. So let's go ahead and send this in. So here we go. This is what Omni gave us. And this is essentially list layout. So we get to see everything here in a list format that is organized by both teams and clients. So if we go ahead and look through these, we get to see the team here is marketing, and next to them, they have the numbers here, so how many tasks there are. And then we get to see that breakdown even further by the clients that are under them. So we have NOVA Retail with One task. We have our Horizon right here with one task as well. We are able to see all of this information and not only that, but we are also able to edit it right here within this view. So we can add some assignees, and we can change the due date and change all this information that is viewed right here. Now, if we want to go ahead and add in more fields, then we can go ahead and do that. So let's say we want to add in the due status here to see when this is due overdue by four days. This one is 58 days remaining. All of this, again, is just created by this little prompt that we gave on oh, let's go ahead and publish these changes. Now we get to view this interface. This is kind of helpful here because we're able to make adjustments here, whereas here in our normal dashboard, we're not able to do that because everything here is just giving us numbers and giving us information where none of this is really editable. But what we are able to see here, are the tasks themselves. So this is a very helpful addition to our interface because we're granted the ability to actually make changes here. So we don't have to go all the way back in our data, and we're able to do so right here within our interface. Now let's go ahead and come back here into our air table. We'll open this back up. And what I want to do is go back and create everything from scratch. So now let's go ahead and open back Omni. And what I want to tell Omni to do is disregard any interface that I have. And what I want it to do is create an interface that it thinks will work best for my project tracker base. So again, right here, I just typed up a very basic prompt. I said, disregard my current interfaces. I want you to build a brand new interface that you believe will put my data to work in the best way. So here, we're not really giving it much guidance at all. We're essentially just saying, Hey, build a new interface. So let's see what happens with this. Okay, so right here, we get the brand new interface. So, this year is actually pretty decent. So it does look kind of similar to what I had made in the beginning right here cause we get to see our total tasks, our tasks to do this week and high priority tasks. But here, it's a little bit more specific. We get to see high priority tasks and progress. And along with each title right here, we also have subtitles, so they make them a little bit more descriptive. So our stakeholders or people on our team are going to be able to decipher this information maybe just a little bit more clear. And it's giving us a kind of different approach to the data that we have here. So, for example, this task deadlines over the next so we get to see when things are due on specific days here. So we have September 14, that's one. September 17, that's another one. But this kind of isn't the best way to visualize these tasks that are due because it's only ever taking into account the days where something is due here. This isn't just once a day on this axis. Right? It's three day gap between here, one day gap here, and then 12 day gap right here. This isn't the best kind of graph that I would use for this. So let's go ahead and change this up. So I just got rid of it, and now let's go ahead and talk to Omni as to how we can add in specific new graph to kind of replace it. So, in looking through this, we don't see anything that shows the amount of tasks that are breaking down by client name. So let's go ahead and ask Omni to create that. So I went ahead and just said in the task management overview interface, add in a color coded bar graph that shows tasks by clients. So now as a hit Enter, let's see if this appears correctly and as we wish. Okay, so right here, we get to see that we do, in fact, have new chart right here. It's a bar graph. So we have all of our people right here, all of our clients, and the number of tasks associated it's one thing that I wasn't able to do in listening to my prompt. In order to add the colors we want and to actually make them abide by the color coding that we have within our data, we can then come here into our Y axis and come down here into color, and then for our palette, we can choose use colors from base. So here, it will actually abide to those colors, and we have key right here next to it. Now this isn't very visible, at least in this view. Now, if we close things up, we get to see things a little bit better. But if we want to reorder things to make them larger and more easy to kind of understand at a glance, what we can do is pull this down and I can drag it below these two right here. And now everything is much more clear. So by this point, it should be clear how OmniaI can really help you supercharge your interface. Instead of spending all your time manually arranging every single layout and writing every label, you can lean on Omni to suggest polish designs, generate helpful instructions, and even recommend the most useful charts or filters for your data. It's really just like having a creative partner built right into the interface itself. But as you can see from this lesson, the key takeaway is balance because Omni can help you speed up the setup and inspire some ideas, but it might also require you to do some tweaks. So having that base foundational knowledge as to what everything is doing and how everything is important. Okay, well, that is it for this lesson. I will see you in the next. 24. Link Airtable Tables for Seamless Workflows: Throughout this course, we've been working entirely inside of a single table for our project tracker. That works fine when our project is small, but as your workflow grows and as your business grows and as your teams grow, you'll often need to connect different types of information. Now, this is where linking tables comes in. Linking lets you create relationships between your tables so your data stays organized and doesn't get duplicated. So instead of typing the same client name or team details into every task, you can store that information once in its own table and simply link. For our example with our Project Tracker, what I'll do is I'll create a new table that is going to be based on our clients right here. So I'm going to go ahead and click this plus up here. And now instead of starting from scratch, because we're already familiar with these fields and how we can go ahead and build a table from scratch, what I'll do is I'll build with Omni. So I just said, create a table to store client details. Now, let's go ahead and answer and see what comes out. Okay, so there we go. It's now created this new table named clients. And as we look through, we get to see that there is a lot of information here. So let's go ahead and look at these single select fields. So right here, we have status, which is active and active prospect, our priority here, high, medium and low. So you see that Omni created all of this for us in just an instant. So now let's just go ahead and close this. And now let's start adding in our clients from our tasks table. Here. So we have five different clients. We have Orion, Acme, Blue Wave, Nova Retail, and Horizon. So I'm going to go ahead and add them in right here. Okay, so right now we have five clients that are linked here. We have Acme, Orion, Nova Retail, Horizon, and Blue Wave. So now what we have to do to actually link these tables is go back here into task to do the linking. Now what we have to do is come over to our client field. We're going to right click this and then we're going to edit field. Now what we have to do is change from a single select to link to another record. So now what we have to do is choose the table where we want the linking to happen. So this is going to be clients table. So now that we have this link to clients, all we have to do is click Save here, and then we have to come over here and confirm our changes. What this is saying here is essentially that this client field was used in automations and interface elements. So this is saying in our automations, that's straightforward. It's used in one of our automations here, our weekly summary email automation and an interface element. So these are here just within our interfaces. We have client there, and this is going to change it. So we can just go ahead and confirm this change. Right here it's asking us about lookup fields. So this is essentially asking, do you want to bring over any one of your fields within your client's table into this one to be able to look up quickly and get information without having to go back into that tab. Because we have everything empty over there, I'm just going to go ahead and skip this. So now we see our client field here is now mixed. So if we were to go ahead and add in a client just like before with a single select, all we have to do is come over here and hit the plus. And here we have all of our clients from the other table. So now instead of being a single select field, it takes on a little bit of a different form, but it's essentially the exact same thing. We hit plus here, and now we have a few options to choose from. We can go ahead and select right there. So now let's go ahead and hop back over into our clients table. So we have these five clients here, and now with any given one of these clients, we can now open them up. And then if we scroll down, we are now able to see all of the tasks that are assigned to these clients because of our link so as you can see, you can create links upon links that can just give you so much information and make your workflows much easier, depending on the amount of teams that you have and the kind of information that you prioritize. So, for example, if we were to go ahead and fill out all this information here, then if we were to create AI automations, to give updates to our clients or to reach out with personalized emails, then we would now be able to do that with all of this information now for example, add in notes here that are very detailed about each client, then you can see that Omni is going to be able to create amazing emails and amazing kind of forms of communication to be able to reach out to these clients. Again, all done, completely automated. So as you guys can see, the possibilities here are endless. When it comes to using AI and linking tables, each bit of information is just going to make it better and better. So there you have it, guys. This is it for this lesson. I'll see you in the next. 25. Integrate Airtable with Your Favorite Apps: Far throughout this course, we've done a lot within Air table. But Airtable doesn't have to live in its own bubble. It can connect to other tools that your team already uses. This is exactly where integrations can come in. So we've kind of already seen this, but we don't really have a full understanding about what these integrations do because we only went over it very quickly. So let's go ahead and create a new automation because our integrations are mainly going to operate within automations within Airtable. So right here, we're going to start off basic, right? We are just going to go ahead and when a record matches a condition that we set here, this is when our trigger is going to go off. That's not as important right now. Right now, what we want to look at are these integrations. So as we go right here into our actions, we can scroll down and we can see all of our integrations right here. So within Slack, we're able to send message or send actionable messages. Within Gmail, we can send an email with Google calendar, we can create or update events. We can create Google Docs and update Google Docs, as well. There is a lot of things that we can do here with our integration. Now let's just go ahead and start off simple. Let's go with Slack integration. We can send a message within Slack. So let's go ahead and come here, link this to our task table, and then we can add in a condition here. So we can say when status is done, then we are going to send in a Slack message. So now it's time to actually activate this integration, right? Because what we have to do is actually integrate our accounts. So let's go ahead and come here into Slack account and connect a new Slacun. Now what we have to do is sign into our workspace. So let's go ahead and do that. So now we have our Slack account integrated right here, and now what we have to do is select either a channel or a user. Now, I've already made an air table log channel within my Slack, so I can go ahead and set that one. Now it's time to just draft up our message. So we can just keep this one simple. I can just go here, hit the plus. I can use the data from our trigger, and then I can come down here and select our task. Then I can just be something simple. Task Name is done. So now we can go ahead and generate a preview and run our tests. And then we get to see the message right here. Write blog article 0N recent patch is done. So now we should be able to hop back into Slack and see this message. Right here in Slack, we get to see that this message is now here. So Air table has now sent this message, write Blog article 0N recent Patch. Let's go ahead and do here, and we can turn on this automation. And now, if we come back into our data and we decide to change anything go ahead and mark this as done. If we move here, we get to see that this has now been added. Jav social media campaign is done. Of course, you can do this with essentially anything, right? You can have an Air table log within your slack, and whatever you want to log, you can go ahead and do so right here. Now let's see how we can maybe do the same thing within Google Doc. So let's go ahead and add in an action here. And instead of just sending an email, instead, what we want to do is come down here into Google Doc and we can select Update Google Doc. So now we have to connect our Google Doxycal. So just as we did before, we're going to come here and we can click Connect Google Doc ACL. Now to select the document, it's also going to be very easy. We're just going to select this button right here, and then it should take us into this. So right here, I have an Air table completion log that I can now select. Now this is here. So now what we have to do is select what we want to be updated. So I'm going to go over here and click Choose field, and then we are going to change the content of this field. Now just as we did before, we can go ahead and add in the message here. First, I want to date. So what I'm going to do is come here to This plus, and instead of using data from this, what I want to use data is from a specific time, and that's going to be the actual runtime of this. And then we get to choose how we want date to appear. And I'm just going to choose the US version here, and I can select EST, right there, and then we can insert. So now it has the date. Then I can just put a dash right here. And then essentially the same exact thing that we had right here with our Slack message, which is going to be our plus sign right here. We are going to come down here to our task name, and then we're going to say was completed. So now we have a date, and then the task was completed. So now what I can do is go ahead and test this action. Now if we go ahead and move into our document, then we can see that this is right here. So now let's go ahead and do another test. So if I come back into here, make sure that this automation is on, I come into data, and then I mark this one right here as done. If I move back into here, we should see in just a moment that this should populate. So now to actually apply this, what we're going to do is make sure that these changes are published, then we can come here into our data, and then I can come and let's go ahead and pull this one and select that as done. So now if I move into here, we see just in front of our eyes, this had just populated. Now, lastly, if we don't want to have our emails sent out by Airtable, right? Because the emails that we saw when we first created automations, we saw that they were sent from Airtable. But if we want to send and reach out to our prospects or our clients, then maybe we want to have emails come from our own email. So it looks a little bit more professional and not something that is just an automation. So what we can do for that is we can come over here, again, add in another action, come to Gmail, and then send an email. Now, for our Gmail account, we're going to do the same thing as before and connecting a new account. So in just a couple seconds, we've now added in our Gmail account. And then here, our two section, we are just going to act as if this is the same as any other email that we have created here within our automations. But now, instead of the email coming from Airtable, it is going to come from us. So now let's go ahead and send out a test email to see how this is going to look. Okay, so now we have this email integrated, and I just typed up a quick email that we can send to our friend Ardi Airtable. So now let's just run this as configured, run this test. We see that this email now has been sent to Ardi. So let's go ahead and go to his account to see how this is going to look on his end to see if we can kind of spot out any funny business that's happening. So right here within Ard's email, we see that Ardi has received an email from Adam Taylor that says, Hey, Ardi, just checking in best Adam. And we see there's no Airtable branding. There's nothing that can decipher that, Hey, this was an automatic email that was sent out. Okay. So with that, that covers essentially all the most common integrations that most of you are probably going to use. So we're able to send out slack messages, update Google Docs, and create Google Docs, and we can send out emails. Now, of course, there's also a few more integrations that we can also use. We have Google forms and sheets where we can append certain rows with the Google Sheets. We have Microsoft Team integrations, Google calendars. And, you know, there's a handful of ones out there. But just in looking at these integrations, this is going to give you enough information as to how you can integrate with other apps that you so please. Alright, that is it for this lesson signing. 26. Build a Base Faster Using AI and Templates: To wrap up this course, I kind of want to end off how we started, and that's with nothing because this entire course, we've been working essentially in this project tracker that we've been building. But now what I want to do is exit this base. And I want to look at templates because we built our base completely from scratch, and I also want to look at starting with Omni. So that's going to be using AI to create our base from each one has their own benefits. Now, of course, we started this course with our project tracker that we've been building. That's because we wanted to get foundational knowledge of everything with an air table. But now that we have that and we understand everything, we can now graduate to actually using AI from the get go to speed things up and to get inspiration. Now, that's the same exact way that we are going to approach templates because it can help us do those exact same things. It can speed up our processes, and it can inspire us as to how we might want to organize or include information within our own basis. So let's go ahead and start with Omni. And what we're going to do is use a prompt that I just pulled from ChachiBT. I just asked Chachi BT, give me a prompt that I can input in here using a screenshot of this screen to build a base from scratch with Omni. And this is what it gave me. It says, create a project management hub for a small digital agency. Include task table with fields, task name description status, due dates with priority, assignee, client and estimated hours. Add a client's table with fields, client name, contact name, contact email and notes, and then link the client field to tasks and client table. Now, as you can see, this one here is heavily inspired by what we created with our project tracker. But that's also to show us how we can just talk about what we are thinking in plain words to then see how Omni can go ahead and create it for us in an instant. So let's go ahead and see how Omni does with all of this. Now we get to see it working in action. So it just created a task table. So in these, we get to see task name, description, status, due date, priority, estimated hours, reference image in days until due. Now we get to see if it is overdue. So this is just a true false statement. Then we saw there was a task summary over there, and then now it's moving on to creating our next table, which is going to be clients. And then we also get to see that there is a linked record right here in the tasks that are linked, and now it's moving over into interfaces, and it's creating us an entire interface for. Now, right here, we see there's no information that we're able to see, but you can go ahead and come back here into our data, and we are able to see all of this example information here for us. Now, if this isn't impressive, then I don't know what it is. Because, again, with just one simple prompt that we pulled from Chachi BT, it was able to create entire app, essentially. So we have this right here. We have our tasks that are split up into different views right here, and we have our client directory and a client list right here. And you can always speak to Omni along your creation process to kind of, again, get more inspiration to speed things up, and to kind of test the limits of what Airtable is able to do. Especially super helpful in creating these interfaces because these interfaces are apps. They're where we're able to interact with our data in a way that is kind of just different than looking at them all in a rows right here. So, immediately, we're able to see how powerful Omni is and starting from scratch. Now, similarly, let's back out of here. And now let's start with a template here. We can go and explore more templates, so we get to see everything that these templates essentially have to offer. So mainly way these are broken down is going to be by teams. So you have your project management teams. You have marketing, product and design, operations, IT support, but it's not just that because we have all of these templates as well. We have by industry, education, nonprofit, real estate, media and entertainment, personal, small business, startup and venture capital. By feature, so how they are essentially mainly going to be working, and we have a few more use cases as well. So let's go ahead and do something kind of different than what we have been doing. So let's go into education and non profit year. Let's go ahead and look at this alumni directory. And we can click Use Template here, and we are going to choose our workspace to add this base so right here, we are now able to see this template come alive within our own air table. So you see how many fields there are. There's different views right here, by graduating class, by major. There's even an info form right here that you could send out to alumni as well. And there's an alumni gallery. Now, these templates are essentially endless. There's so much. As we click in here, we get to see that there is infinite for us to go ahead and use, and we even get to see which ones are powered by AI with these little badges. These are all going to be very specific to your use case in using Air table. So, I highly recommend that if you see your use case right here or industry, then you should go in and explore. And even if it's not your own industry, you can still go ahead and look through on how people are using Airtable in their own unique ways because Airtable and the way that people are using it is constantly evolving day after. With that, I want to thank you for watching this course and making it all the way here to the end. If you have any questions about Air table at any point, you can always come back to this course, ask them in the Q&A section, and my team and I will be there answering all of your questions. Alright, that is it for Air table. I'm looking forward to what you guys can create. So let me know. I want to see all of your beautiful creations.