Configuring Airtable Automations: The Easy Way

on Automation, CRM Automation, Data Automation, Data Processing, Marketing Automation, SaaS, Tutorials • July 19th, 2021

Airtable Automations

Getting more done on Airtable means more tasks, more checklists and these days you have less time to achieve it all. But worry not, this is where Airtable Workflow Automation comes into the picture, to help you. It is the process of converting large & repetitive manual Business Processes and Workflows into faster and smoother Digital Workflows. 

Airtable Automations allows automating tasks with tools, and technology to achieve your goals efficiently, consistently and accurately. With Airtable Automations, you can build custom, Automated Workflows to generate reports or perform other repetitive steps. You can do a lot of that through Airtable’s Graphical User Interface or use JavaScript to build your Custom Flows and Integrations, too. When Airtable Automations provide such benefits on a regular basis, they become much more effective. As a result, you’ll be able to save a few hours every week. The more you can Automate Data entry and Data consumption, the more useful your Airtable Bases will become.

This guide will help you create Airtabe Automations for your repetitive tasks on your Airtable Base with simple to follow through steps.

Table of Contents

Introduction to Airtable

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Airtable is a Spreadsheet-Database Hybrid that combines the best of both worlds. While working with Databases might seem intimidating, Airtable with its No-Code Tools gives you the power to work on a Relational Database with a Spreadsheet UI. You don’t even have to learn SQL queries. Airtable is simple, user-friendly, and allows anyone to quickly create and work on a Database.

With Airtable’s powerful Remote Collaboration and Project Management Tools, Airtable is a valuable tool for many businesses, owing to its intuitive capabilities. You can use Airtable to manage work, like updating Content on Channels, Marketing Campaign Management, Tracking and Organizing Inventories, Event Planning, Bug Tracking, and much more.

Airtable comes with a useful set of templates to collaborate with. There is a large selection to pick from, and they can handle almost any type of project you may have.

Airtable Automations: Get More Done

Airtable Workflow Automations can help you centralize, speed up and take control of your Workflow. You can customize and create your own Airtable Actions like:

  • Send emails using Airtable
  • Sync Airtable to Google Calendar
  • Update records based on changes in other applications
  • Send messages in Slack/Microsoft Teams
  • Schedule tweets
  • Register payments using Stripe
  • Manage files with Dropbox/Box
  • Create a post-action for Facebook Pages
  • And many more!

Custom trigger-action processes may be configured right inside your Airtable Base using Automations. By automating repetitive activities, boosting communication efficiency, and lowering the total margin of error, you and your team can save an immense amount of time.

You can also stay on top of incoming requests with tailored notifications. Configuring Airtable Automations will send you notifications on your workspaces, like Slack, to help you stay updated and take necessary actions.

Advantages of Airtable Automations

Airtable Automations come with a lot of user offered advantages:

  • Airtable Automations adapt to your changing demands. Even if the amount of data rises over time, they remain stable.
  • They can also help optimise your processes, for example, if it is discovered during the construction of Automation that a prior process is inefficient, you can recreate and optimise new processes.
  • You avoid doing the unpopular legwork; because copying and pasting are probably not one of your favourite things to do, Airtable Automates it for you.

Key Features and Functionalities of Airtable

  • Integrations: Airtable has built-in support for many popular apps and a robust API. You can use Airtable to connect with Asana, Box, Google Drive, Basecamp, SMS, Salesforce, Zendesk, GitHub, Trello, and even Social Networking Apps like Facebook, Twitter and Instagram.
  • Simple yet Powerful Database Tool: Airtable is undoubtedly by far one of the most user-friendly Database Management tools you’ll ever encounter. With simple-to-use UI, No code tools, Collaborative Workflow, diversity of templates to manage projects and Automations, you can stay on top of your game.
  • Airtable Apps Marketplace: You can analyze, enrich, and take action on your data with Airtable Apps. With features and functionalities of Gantt Charts, Pivot Tables, Time-tracker, Page designing app, URL Preview, and Jira Cloud, you can even remix Open-Source apps and customise them to fit your own Workflow. 
  • Collaboration Tools: Airtable collaborators can be given specific permissions that determine what they can and cannot edit in a Workspace or Base. With the right permissions, you can ensure that only certain people are permitted to change the information on your Airtable Base. 
    • Owner/Creator: Owner/Creator has full access to the database, including the ability to add, delete, modify records, lock and unlock views or move Workspaces from one place to another.
    • Commentor: Commentor can access and view the entire database, but can only comment on records. They cannot make any changes.
    • Read-only: Readers can only view the database and records, but cannot make any changes or add comments.
  • Pricing: Airtable offers four different plans:
    • Free: Free plan includes unlimited bases and important features such as 1,200 records and 2 GB of attachment storage per Base, with Grid, Calendar, Kanban, Form, & Gallery views. 
    • Plus: Plus plan shares the same features as the free plan, but in addition, it offers 5,000 records and 5 GB of attachment storage per Base, 6-month revision & snapshot history, 1 synced table per base and a custom automatic table syncing.
    • Pro: Pro plan includes unlimited apps, 50,000 records and 20 GB of attachment storage per Base, 1-year revision & snapshot history, Personal & Locked views with field & table editing permissions.
    • Enterprise: Enterprise plan comes with unlimited Workspaces per organization, 100,000 records and 1,000 GB of attachment storage per Base, 3-year revision & snapshot history, and additional essential features like SAML-based Single Sign-On, Enterprise-wide Admin Panel, Salesforce external source syncing and much more.

With Hevo’s No-code Data Pipeline, you can Simplify your Data Analysis

A fully managed No-code Data Pipeline, such as Hevo, enables you to easily integrate and load data from 100+ different sources, such as Airtable, to a destination of your choosing in real-time. Moreover, Hevo’s plan also offers you 30+ Free Data Sources to create Data Pipelines.

Hevo, with its small learning curve, can be set up in a matter of minutes, allowing users to load data without sacrificing speed. Its excellent connectivity with a plethora of sources enables users to seamlessly pull in data of all types without having to code a single line.

Check out some of the cool features of Hevo:

  • Completely Automated: The Hevo platform can be set up in just a few minutes and requires minimal maintenance.
  • Transformations: Hevo provides preload transformations through Python code. It also allows you to run transformation code for each event in the pipelines you set up. You need to edit the event object’s properties received in the transform method as a parameter to carry out the transformation. Hevo also offers drag and drop transformations like Date and Control Functions, JSON, and Event Manipulation to name a few. These can be configured and tested before putting them to use.
  • Connectors: Hevo supports 100+ integrations to SaaS platforms like Airtable, files, databases, analytics, and BI tools. It supports various destinations including Google BigQuery, Amazon Redshift, Snowflake Data Warehouses, Amazon S3 Data Lakes; and MySQL, SQL Server, TokuDB, DynamoDB, PostgreSQL databases to name a few.  
  • Real-Time Data Transfer: Hevo provides real-time Data Migration, so you can have analysis-ready data always.
  • 100% Complete & Accurate Data Transfer: Hevo’s robust infrastructure ensures reliable data transfer with zero data loss.
  • Scalable Infrastructure: Hevo has in-built integrations for 100+ sources that can help you scale your data Infrastructure as required.
  • 24/7 Live Support: The Hevo team is available round the clock to extend exceptional support to you through chat, email, and support calls.
  • Schema Management: Hevo takes away the tedious task of Schema Management & automatically detects the schema of incoming data and maps it to the destination schema.
  • Live Monitoring: Hevo allows you to monitor the data flow so you can check where your data is at a particular point in time.

You can try Hevo for free by signing up for a 14-day free trial.

Guide to Create Automations in Airtable

A) Setting up Airtable Automations

Here’s how you can start working with Airtable Automations:

Step 1: Go to the upper right corner of your screen and select “Automations.”

Step 2: To get started, choose any of your available templates from the preset collection of mentioned Automations. You can still customize each Trigger and Action within the template. 

Creating Custom Airtable Automations

If you’d rather build an Automation from scratch, click “Create a custom automation” to get started. You may rename the Automation or add a description right away to make it easier to understand what it does.

Step 3: All Automations start with a trigger that will prompt subsequent actions, so next, you will need to click “Choose a trigger”.

Step 4: If you choose the “When a record enters a view” trigger, you must also select a view. This view should ideally be one you generated particularly for this Airtable Automation. You must also choose your preferable table for this Automation.

Step 5: If you accidentally selected the wrong trigger or want to test a different trigger type for your Automation, you may change your trigger type by selecting another choice from the “Trigger type” menu.

B) Testing Airtable Automations

Testing your Airtable Automation Workflow is critical to ensure the action is performed correctly every subsequent time the Automation is triggered.

To test your Airtable Automations:

Step 1: Choose “Run test” to fetch a test record and its values.

Step 2: When the test is finished, the results will be presented, including the test record values that prompted the Automation. If you come across a problem while testing, Airtable Automation troubleshooting guide may be of assistance.

C) Adding Airtable Automation Actions

After you have successfully configured the testing results, you need to define the Automation Action. Here’s how you can do it:

Step 1: Click on the “Action type” drop-down to add your Automation Action.

Step 2: This step involves choosing your Action. In this case, we will select “Send an email“. After selecting this action, you will be able to add recipients, a subject line, and the message body for the first time.

Step 3: The content in the message’s body can be a combination of static text and data from the triggering record. To add values from the triggering record, click the blue and white + symbol. You may also access and pull more data by clicking the “Field values” drop-down arrow.

Step 4: You may modify four more parts of the Automated Emails you send by clicking on the “Show more choices” drop-down arrow, which includes “CC“, “BCC“, “From name“, and “Reply to“.

Ensure to Test your Airtable Action

To ensure that the process is successful, test it. Again, testing each stage of the Airtable Automation process guarantees that your Automation will function properly. To examine the values being retrieved from any records linked to your Automation, click the drop-down menu next to the test result. 

During testing, if you find a need to make a change to the table by adding or altering fields, you can do that by simply modifying your table entries. Retest all the stages to ensure that your changes are properly reflected in the Automation’s settings.

Understanding Automation Run Limits in Airtable

You can add up to 25 Automations to an Airtable Base if you like. You may also build up to 25 Actions in Single Automation.

The current run limits on Airtable Automations are as follows:

Workspace PlanAutomation runs (per month, per workspace)Automation run historyNotes
Enterprise500,0003 years
Pro50,0001 year
Plus5,0006 months“Send email” action can only email collaborators on the base, not arbitrary email addresses
Free1002 weeks“Run a script” action is unavailable
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Conclusion

This easy to follow guide presented steps that you can enact to enable your Airtable Workflow Automation, hence saving you time and resources to engage on more important tasks. Airtable Automations run depends on your Workspace plans and can be modified according to your growing needs.

If you wish to integrate data into your preferred Database/destination, Hevo is the right choice for you. Hevo allows moving data from databases or SaaS apps like Airtable into your Data Warehouse, where it can be presented in a business intelligence tool, easily. You won’t have to write any code because Hevo is entirely automated and with over 100 pre-built connectors to select from.

Hevo will simplify your life and make data transfer a breeze. It’s simple to use, dependable, and safe. Details about pricing may be found here. Sign up for a 14-day free trial of Hevo and experience the difference!

No-code Data Pipeline for Airtable