Zapier Airtable

  1. Zapier Airtable Send Email
  2. Zapier Airtable Triggers
  3. Zapier Airtable
  4. Zapier Airtable Google Calendar
  5. How Does Zapier Work
  6. Zapier Airtable Update Record
07/10/17 12:03 Filed in: Airtable Zapier How To Workflow
Checklists are a common requirement within many business applications - from Project Management to HR, etc.

Zapier is a third-party service that connects Airtable to many other apps and services. This article is specifically designed to teach you how to create a Zap which will automatically send you an email notification every time that a new record is created in an Airtable base. Connects to Airtable via iPaaS using: Zapier, Workato, Automate.io Love it or hate it, email is a necessary part of every workflow. Just like with Gmail (Google Workspace), you can integrate your inbox with your Airtable bases to automate almost any repetitive operation. Select Airtable in the Choose App field. In the Choose Action Event field, choose Find Record from the drop-down menu. Click the CONTINUE button. If you have already connected your Airtable account to your Zapier, you should see your Airtable account as an option in the drop-down menu. If you need to connect to services you know and love, Zapier's your best friend, and now you can use Zapier to connect Slack and Airtable more closely than ever before. With Zapier's new Slack Action, you can push any Slack message to Airtable in just a few clicks without ever leaving Slack—ensuring that your ideas, action items, and tasks.

So, in this Article, we are going to go through the process of automatically creating task lists in Airtable - with the automation handled through Zapier. In order to copy this you will need an Airtable account and a Paid Zapier account (all the features required are not available in a Free account).
First Let's Create the Base in Airtable
In this example, we're going to work on the basis of a project app. When a new project is created we are going to enter a checklist (from a lookup table) and Zapier will then create the tasks from the entered checklist.
The Project Table
Here's how the project table is setup:
This is all quite straightforward - with the only unusual item being the lookup field called Checklist Items - this is a field from the Checklist table listing the items which the checklist will generate.
Checklists
This table simply contains a Name field and then shows which Checklist Items are linked to it and also which Projects. Generally I prefer to create these links in the Many (or child) side of a one to many relationship.
Checklist Items
This table contains a Name field, who to assign the task to (a Collaborator field), a number of days after today that the task is due and which Checklist it forms a part of. The ItemID field will be used later to enable Zapier to search for this record so that we can get other information from it.
With all this information, we are now in a position where Airtable has all the information it needs to generate a task and assign it to a project and collaborator.
The Tasks Table

Here we see the Tasks table containing 4 tasks (which were generated by Zapier from the Checklist). I've implemented this table so that manually entered tasks can also be input (not from checklist items. If you enter a value in the Brief description field rather than the Checklist Item, then the Task field (Name field) will show the description rather than the Checklist item - the formula is:
So, that's the Airtable side of things. Now let's look at how Zapier takes this and generates the tasks automatically…
Building the Zap
Firstly, the Zap is going to be triggered by a New Record in the Project table - as you can see above. One of the fields returned by this step is going to contain a comma separated list of the Checklist Items associated with the Checklist (from the Project's [Checklist Items] field. On screen, this looks as though it contains the names of the items - however in Zapier we get a list of the Checklist Items' IDs - which is much more useful.
In the previous Blog post I wrote about sending reminders from Airtable, we discussed how Zapier doesn't appear to be able to loop through things (like a list of Checklist Items) - but that it is possible to get Zapier to do this by using some code to turn the list into an Array of Objects. What happens when you do this is that Zapier will perform any subsequent step for each Object…
Here's how it's done in Zapier (using Javascript):
I don't intend to explain the code in detail - but it is pretty generic and will convert any comma separated list (as you get from an Airtable field of this sort) into an Array of Objects. If you want to try it yourself, here's the code in a copyable format:
//this code is required to turn the string containing record IDs into
//an array of objects. Because the output is an array of objects the following
//steps will run for each record found.
if (inputData.csString null) {
var listArray = [];
} else {
var listArray = inputData.csString.split(',');
}
var output = [];
var arrayNos = listArray.length;
var i=0;
do {

Zapier Airtable Send Email


Airtable var thisItem = new String(listArray[i]);
var thisItemObj = {};
thisItemObj.record = thisItem;
output.push({thisItemObj});

Zapier Airtable Triggers

i++;
}
while (i < arrayNos);
So, the following steps will now run for each Item in the Checklist:
First we're going to lookup the Checklist Item from the database (because we need several fields from its record):
Note that we're searching by ItemID - which is a field we created for this purpose when we created the Checklist Items table.
I decided to use the following step (using Zapier's Formatter 'app') to calculate the Due date of the task list item. It's more flexible than trying to do this in the final step where the Task itself is created.Airtable
What's happening here is that the Created time of the project record (from Zap step 1) is going to have the Due After (Days) field from Checklist Steps added to it (in Days) - and then the result will be formatted as shown. The latter is often useful as it avoids ambiguities between US and European date formats.
Finally, we need to take the data and create new records in the Tasks table in our Base (I haven't shown the left hand column for this zap - but it's an Airtable 'Create Record' action):
Summary
So, there we have the complete process where, for every new project, Zapier will create tasks based on the Checklist selected and assign them to the project and user!
Final Note…
There is a limitation in this - Zapier will only Loop around 25 records in an array like this and so if there are more than this number it could fail. However, there is a way around this - and it just adds one more code step to the Zap.

Zapier Airtable

I hope you've found this article useful and please feel free to make any comments or suggestions!
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With the new Zapier Slack Action, you can instantly send important ideas, tasks, files, and more to Airtable without leaving Slack.

If you need to connect to services you know and love, Zapier's your best friend, and now you can use Zapier to connect Slack and Airtable more closely than ever before. With Zapier's new Slack Action, you can push any Slack message to Airtable in just a few clicks without ever leaving Slack—ensuring that your ideas, action items, and tasks don't get lost in the shuffle.

After setting up the Zap using Zapier's New Pushed Message trigger, all you need to do is click the .. (ellipsis) button that appears beside any Slack message, then select the 'Push to Zapier' option. The message contents—along with other helpful information like the channel name, username, and any optional text you might want to add—is sent over to Airtable to create a new record.

This opens a lot of great ways to expedite different types of workflows, from idea generation to task management. Keep reading for some ideas you can use right now that will hopefully help to inspire a few of your own, too.

Great ideas come up in conversation but often get lost in memory. While Slack does a great job of keeping track of everything you say in chat so you can look it up later, you have to actually remember what you're looking for in order to find it. So when a great idea comes up—whether you're brainstorming potential projects, next week's tweets, or new guests for your podcast—you can avoid losing it by telling Zapier to log it as an Airtable record.

Nyu midterms. If you get a great pitch during a Slack brainstorming session, you don't have to stop the flow to save it for later. Just push the message to Zapier, add any notes that may come in handy, and you'll have a new article idea already in the editorial queue.

Slack is a great way to share inspirational content with the rest of your team. If your team is constantly dropping interesting and discussion-worthy links, news, videos, and files in Slack, you can save the best of the best in an Airtable base with just a few clicks.

Zapier Airtable Google Calendar

If you're already using Zapier to automatically put relevant social media posts into Slack—for example, if you've got a Slack channel set up to share new Twitter mentions of your brand, or if you get Slack notifications for new Instagram photos and videos using a certain hashtag—you can easily save your favorite social posts for later with a Zapier Slack action.

Many companies use Slack to communicate with customers directly and to create a community. When customers give you product feedback in your Slack community, you can log it in your customer feedback base without leaving the conversation or performing any tedious copying and pasting.

When a teammate surfaces a bug or an issue in Slack, you can save yourself a lot of work by implementing a Zapier Slack Action that lets you log product issues straight to your Airtable bug tracker. Add your own notes with the additional text box Zapier provides.

Zapier airtable google sheets

How Does Zapier Work

These are just a handful of ideas to inspire you to make great use of this new Zapier integration and save yourself a lot of time, but you're not limited to these suggestions. If you have a particular workflow in mind, give it a try! Anything you can say in Slack, you can add to Airtable with Zapier.

Zapier Airtable Update Record

And since Zapier connects to over a thousand apps, you can use the Zapier Slack Action to save Slack messages to Evernote, or to create personal tasks in Todoist. You can even chain together many different apps with Zapier's Multi-Step Zaps!

Ready to get started? We've got a tutorial to help you. It only takes a few minutes to set up a Zap, so you'll be working more efficiently before you know it.