Tyler Tringas

Founder, Earnest Capital
I'm looking for different ways of having an Airtable form to create records that are associated with the right user from a User table in the same base.

Scenario:
You have a base with a Users table and an Entries table. Each User can have many Entries connected to their account.

I'd like a nice form that can be embedded on a page where User #1 can go create a new Entry that will be linked to User #1 in their table. User #2 can do the same.

Here are some ways we've looked at...

hacky pre-filled fields

You give each User a unique URL to the page with the form that includes pre-filled fields like mysite.com/entry-form?prefill_User=123 which puts 123 in a User field as text. Then use Zapier to convert the text of User 123 to actually linking to User #123.

Technically works but very easy to break, the field is exposed and editable, they always have to use that exact URL that's linked to their User ID.

Stacker

Stacker does the main thing perfectly by letting each user login and then they can fill out the form which is linked to their user account. The issue is you have to use their internal form view which is just a boring blank form. In this case it's really important that we're able to put lots of content around the form (instructions, an embedded video, etc).

Are there any other ideas or options here?
Great suggestions. We've actually solved it inside Stacker by using the "embed" option to embed an iframe to an entire web page with all the info we want to put around the form. Not idealΒ but good enough for now.
Aron Korenblit may know! Or Max Joles or Julie Gauthier Β 

Other hacky ways to do it:

Email sign-in magic links (they're weirdly popular now) using searching airtable, if user is there, generate a random number (associated to that user) via linked record, then email the prefill form with ?prefill_user etc...Β 

a version of this https://www.makerpad.co/tutorial/user-sign-in-with-zapier
Unfortunately, I think if you need/want to use Airtable forms for this, you can't get around the hidden fields limitation.

I'm guessing you're optimizing for simplicity here, but a third-party form builder is probably needed. Cognito Forms is a good value and handles hidden, linked records nicely.Β 


I frequently find myself accidentally creating two separate tables (maybe via two different forms) with various information about people. I love to be able to link them after the fact via an email field or some other exactly matching field. Kinda like a VLOOKUP in Excel/Sheets. Is this possible in Airtable or should I just be better at designing my forms?
Hey, what's up Tyler! Your best bet is to first link those 2 tables together using Airtables "Linked record" field using a unique field. Once the tables are linked, you can use Lookup and Rollup functions to pull data from one table into another.

You might have to do a bit of manual work to get the second table formatted to link with the first, but it should be possible. Happy to take a look if you can share the base you're working on.Β 

Zapier might be your friend here watching for new records in your tables and run a "find record" action in the other table using that exact matching field (email is my go-to field to mix and match).
A little late to the game here Tyler but there are a few ways do to this. You should create a contact table with email as the primary field and then turn the email field in every _other_ table to a linked record linking the new contact table.

From there you can lookup all of the information in the other tables into your new contact table.

This will _fix_ your problem but really the best thing to do here is to create a clean contact table. If you're adding new info about folks (data coming from another platform or forms) and want to add to this existing table automatically, you can use the Zapier search action.

Happy to look at your table if you need more help here!

Best
Aron

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