Kuovonne's Guide to Airtable

Pages
- Kuovonne's Guide to Airtable
  Fields
  Overview of fields types
  Editable Field Types
  Computed Field Types
  Field Types by Formula Data Type
  Field Types in Scripting
  Specific field types
  Formula fields
  Demystifying Formulas (DareTable 2022)
  Rollup fields
  Select fields
  Attachment fields
  Uploading Attachments
  Attachment Size
  Attachment URLS
  Thumbnails
  Converting Field Types
  Naming fields
  Metadata fields
  Simple Metadata Fields
  Data Validation
  Additional Dependencies
  Original Record URL (Thumbprint) Field
  Column Divider Fields
  DareTable 2023 Presentation
  Field dependencies
  Formulas
  Formula Field Reference
  Writing Formulas
  Using AI to Write Formulas
  General tips for writing formulas
  Testing for Blank Values
  Drafting Formulas in Parts
  Function versus Operator
  Typing Special Characters
  Commenting Formulas
  Formulas to avoid
  Formatting Formulas
  Basic Rules
  Nested IF formulas
  SWITCH Formulas
  Operators
  Specific Formulas
  Ranges of Numbers Values
  Comma Separated List of Fields Values with Optional Fields
  Earliest / latest date across columns
  List Fields Values (one per line) with Optional Fields
  Rounding a date to the half year
  Url of Interface Page for a record
  Removing varying items from a list
  Data Type Conversion in Formulas
  Text to Numbers
  Numbers to Text
  Data type conversions with Dates
  Troubleshooting Formulas
  Formulas that won't save
  Hiding or showing #ERROR!
  Troubleshooting date/time/duration formulas
  Troubleshooting numeric formulas
  Troubleshooting formulas with lookups
  Troubleshooting text formulas
  Automations
  Triggering automations
  Triggering automations for typed values
  Triggering automations on existing records
  Sending Emails
  Ways to send emails
  Using links in emails
  Emailing Attachments
  Accessing updated record values
  Third party automations
  Managing automation runs
  Templates
  Templates for record values
  Templates using field values
  Controlling Access
  Sharing a base
  Access control considerations
  Techniques for limited access
  Airtable interface
  Share link access
  Synced table
  Prefilled forms + Automations
  3rd party portal
  3rd party webhook
  Preventing base duplication
  Specific Solutions
  Most recent form submission for ermail
  Email digest of a person’s records
  Sum of Multiple Select choices
  Link to multiple records based on select choices
  Dropping Lowest Score (top 4 of 5)
  Identify the position of a record in a linked record field (top 4 of 6)
  Sequential Numbering of Records
  Ending a list of rollup items with ", and"
  Table ID in a formula
  Latest/earliest date across several fields
  Associating People with Records
  First Tuesday of the Previous Month
  Miscellaneous
  Web API Calls for External Integrations
  Getting paid to work with Airtable
  Hiring a consultant
  Airtable Communities
  Making major changes to a base
  Suggestion for this guide

Kuovonne's Guide to Airtable

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3rd party portal

Explore

3rd party portal

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Use a third party system to create “portal access” to your data.

Pros

There are many portal systems available at different price points

You typically pay a flat monthly fee instead of a per user rate (but not always).

Far more styling options to make your portal pretty.

You can control if you want to require users to log in or allow anonymous edits.

You can set the domain name for the website of the portal.

Users can edit any field type, including attachments, rich text fields, etc.

Cons

Monthly third party fees can be expensive

Record history does not show who actually made the edits

Limited ability to see formula results or possible side-effects when viewing formula results

List of third party portal systems

The arena of third party portal systems is a fast-paced one. New portal systems come out and existing ones change features and pricing frequently.

I have not used some of these systems, and it has been a while since I have used others, so please do your own research to see what is the best fit for you.

Table

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Consideration for choosing a system

Monthly Price. These systems have monthly subscription fees.

Consultant recommendation. If you are working with a consultant, what does your consultant recommend? If you want to use a system that your consultant has not worked with yet, do you have the patience for your consultant to learn the system?

Look and feel. Are you okay with limited choices on customizing the look and feel of the portal? Do you have a developer with the ability to take advantage of advanced features like custom html or css?

Mobile experience. Do you need a system that works on mobile, desktop, or both?

Level of access control. Do you need edit access? Do different types of users need different levels of edit access? Do you need edit access by users who are not logged in?

Number of users. How many external users will you have? Most systems have different pricing levels for different number of users.

Number of developers. Will you need only one person with access to developing your system? Or will you need multiple users, such as you and a consultant?

Support & community. What level of support do you need?

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