Airtable Details

Airtable is a cloud-based platform for creating and sharing relational databases. The user-friendly interface allows anyone to spin up a database in minutes. You can store, organize, and collaborate on information about anything—like employee directories, product inventories, and even apartment hunting.

How to Filter through any database in Airtable and bring results that match required criteria 

1. Once inside the database, look in the top left hand corner of the screen 
2. Click on the ‘filter’ button in this ribbon 
3. Click on ‘ + Add condition’ to create a filter for all of the data/records in the current table (corresponding to the tab you are currently viewing) 
4. Specify your condition within the ‘Where’ clause. It is possible to filter by any column and data type present in the current database 

An example of a filter would be filtering through all records and identifying only those which are listed as ‘blue’. To do this, select ‘blue’ is ‘checked’ (and make sure the green check mark shows up in the button). The database should be narrowed down to only those records which fit the given criteria. 

How to Edit Column Specifications 

1. Right-click on the column and click “Edit Field” or right-click on the table name tab and select “Manage Fields.” 
2. New tables and columns can be added by clicking the “+” sign to the right of all tables and columns on the top bar. 

How to Create Relationships between Tables 

1. Pick the Airtable base you need to link records in. Your base should contain everything related to one project. 
2. Pick the table you want your linked records to show up. 
3. Add the “Link to another record” field by clicking on the plus sign on the right side of all the columns.  
4. Pick the table you want your new link to represent. 
5. Click “Create Field”. 
6. Next, you’ll see a screen asking if you want to add lookup fields. This means you can choose multiple fields in the new table if you want to. 
7. Then, click on the field and pick the record you want to link. The fields will be automatically populated with the name of the record you’ve linked to, as well as any data you’ve chosen for lookup fields.

*You create relationships between tables by linking records across multiple tables. 

How to Import Data from Excel and other databases 

1. Click the down arrow on the AirTable tab you would like to import data into  
2. Click “Import data” and select whether it is a CSV file, Microsoft Excel or Google Sheet 
3. Select the file from your computer 
4. Click “Map Fields” in the pop-up to make sure that imported fields align with AirTable fields 
5. Make sure all import fields align with the fields in airtable 
6. Click the “Import” button in the bottom right of the pop-up 
7. If imported data is supposed to be linked to another table, you must manually link it. To do so more quickly, group the linking columns’ fields together so that those not linked yet are together at the bottom.  
8. Within the first empty cell in the linking column, click the “+” sign  
9. Select the appropriate linking record 
10. If there are multiple, press the bottom right corner of the textbox and drag down to fill all empty cells  
11. Check the aggregate 

How to Export Data to Create a Report 

1. Click on the ‘All Rows’ tab of any database with an adequate number of records on the left-hand side and then locate the drop down arrow next to “All Rows” above on the bottom-most ribbon at the top of the screen 
2. Click on “Download CSV” to generate an excel file with information 
3. Save this file to your device. This text generated report is likely more useful for grant reporting purposes than visual versions 

How to Visually Represent the Data through Interfaces 

1. Click on the ‘Interfaces’ tab on the top left-middle of the ribbon 
2. Click on the correct Demographics Database. A page of visuals shows up. 
3. Can screengrab this for external use - can only be shared with internal users (anyone with an Airtable account) 
4. Can create a ‘new page’ interfaces page by clicking on ‘New page’ in the middle, far right 
5. Lots of stuff on this page is adjustable and also goes into further detail if user hovers over the charts 
6. Another way to visualize the data is by using the Extensions in the data tab 
7. Click on “Add an extension” to add newer charts and customize in settings (icon found in the top right corner)