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Airtable

Airtable is a relational database software featuring intuitive interfaces that enable teams to create custom apps tailored to their specific workflows.

Airtable has been DocsAutomator’s first integration. It's the most powerful & intuitive way of turning your Airtable data into PDF and Google Doc. Let's dive in!

New to DocsAutomator? The fastest way to get started with Airtable is our quick start guide: Quickstart Guide

Overview

The Airtable x DocsAutomator integration works on a main table and linked table basis. Documents are printed from records in your main table, while lists of data ("line items") can be added to documents from linked fields / tables. This allows for almost any document to be created based on your Airtable data.

Created PDFs and Google Docs are automatically saved to specified fields in your Airtable base and table.

Triggering document creation happens via a simple Webhook (useful for formula and button fields) or via easy-to-implement scripts (no coding knowledge required).

Integration Service

Step by step guide

1. Create automation

The first step is to create a new automation in your DocsAutomator account.

2. Select Airtable as your data source

Please select Airtable as your data source.

3. Select your Google Doc template

Every automation in DocsAutomator needs a Google Doc template to create documents from. Please visit our Google Doc Template Guidefor all the options on how to get started. If you just want to test DocsAutomator, a good starting point is the Playground Template, which you can add in your automation.

4. Select base and table

Select the base and primary table you would like to use.

Set your base and table

5. Set name, attachment and (optionally) Google Doc field

Next, you will need to set a few more options:

  • Document name field: This determines how generated documents will be called (pro tip: use a formula field to give documents a unique name based on data in your records)

  • Attachment field: This determined where generated PDFs will be stored. select "Overwrite attachment" if you want to overwrite the entire field every time a PDF is generated for a specific record. Overwriting is the default.

  • Google Doc URL field: This field only appears if you enabled "Save Google Doc" further above in template settings. It determines where to store the URL for the generated Google Doc (to continue editing a generated document, collaborate on it with team members, etc.).

6. Map fields + (optionally) line items

Now it's time to map all your fields and (optionally) your line items. You will be able to map any applicable field from your Airtable table. In case of image placeholders, an attachment field has to be mapped.

Primary Table Fields Mapping

Line items will appear further down if correctly defined in your template and if your table contains linked fields.

You select the linked field you would like to use and a view. The set view determines the sorting order of printed line item records. The field mapping contains the placeholders defined in your line items table and fields in the selected linked table (via the linked field).

Line Item Mapping

7. Create previews

Having mapped all data, it's time to create previews on the right side. 50 records are loaded automatically and you can search among all your Airtable records to generate a preview for a specific record.

8. Start sending requests from Airtable

Finally, it's time to set up document creation from Airtable. Here you have three options:

  1. Automation Script (paid Airtable accounts only)

  2. Scripting Extension (paid Airtable accounts only)

  3. Webhook (added to a formula or button field; available on free accounts)

Automation Script

Use the automation script for full flexibility, if you want to automate document creation in the background, from an interface button or if you generally use DocsAutomator in your existing Airtable automations setups.

Click to copy the script at the bottom of your automation:

In Airtable automations, add a script action:

Paste the copied into the script editor:

Airtable automation script

Last step is to define the Record ID ("recId") parameter on the left side. The value is the passed record id from the automation trigger.

Feel free to expand the script if you're comfortable with Javascript and reach out if you have any questions.

Field reference

See below how DocsAutomator handles Airtable's field types including print examples and comments.

Field Type
Print Example
Description / Comments

Single line text

Just some text

Unmodified

Long text

Lorem Ipsum is simply dummy text of the printing and typesetting industry. Lorem Ipsum has been the industry's standard dummy text ever since the 1500s, ...

Unmodified

Long text (rich text)

Lorem Ipsum is simply dummy text of the printing and typesetting industry.

Headline

Lorem Ipsum has been the industry's standard dummy text ever since the 1500s, ...

Rich text is printed with applied formatting, yet still in beta. In certain cases, it won't print 100% as seen in Airtable.

Attachment

[Image(s)]

Attachment fields are used for {{image_placeholders}}. Supported file types are automatically converted. See Dynamic Imagesfor a detailed guide and all options.

Checkbox

✅ or ❌

Icon depending on state (checked or unchecked)

Multiple select

To-Do, Doing, Done

Comma-separated list of items (including a space in front of every item)

Single select

To-Do

Unmodified

User (single)

Ford Prefect

Unmodified

User (multiple)

Ford Prefect, Arthur Dent

Comma-separated list of items (including a space in front of every item)

Date

21/05/2024

Printed according to date settings in automation; time included if selected in Airtable

Phone number

(415) 2512 2412

Unmodified

Email

ford@docsautomator.co

Unmodified

URL

https://docsautomator.co

Unmodified

Number

299.99

Selected precision is respected; Comma or dot notation according to locale settings (if enabled in automation under Template / Document Generation Options)

Currency

$299.99

Selected precision and currency symbol is respected; Comma or dot notation according to locale settings under automation template settings

Percent

99.99%

Unmodified

Duration

2:50:52

Unmodified

Rating

⭐⭐⭐⭐⭐

Icon as selected in Airtable, color varies

Formula

[Depends on formatting / type]

Every formula formatting option is handled (text, number, currency, percent, date, ...). See reference field for specific formatting.

Rollup

[Depends on formatting / type]

Every rollup formatting option is handled (text, number, currency, percent, date, ...). See reference field for specific formatting.

Count

50

Unmodified

Lookup

[Depends on formatting / type]

Every rollup formatting option is handled (text, number, currency, percent, date, ...) including images in case of image placeholders. See reference field for specific formatting.

Created time

03.02.2023 08:53

Printed according to date settings in automation; time included if selected in Airtable

Last modified time

03.02.2023 08:53

Printed according to date settings in automation; time included if selected in Airtable

Created by

Ford Prefect

Unmodified

Last modified by

Ford Prefect

Unmodified

Autonumer

255

Unmodified

FAQs

Do I need a paid Airtable account?

Not necessarily. On the free plan, you can use DocsAutomator's webhook to trigger document creation via a formula or button. If however, you want to automate document creation in the background via Airtable automations, you would indeed need a paid account (action scripts are not available on the free plan).

I can't select all my bases. How can I add them?

Please go to settings, disconnect your Airtable account and connect again, making sure you're selecting all bases you want to use (or just all bases in your workspace). This won't remove existing mapping from your automations.

Where can I find the Record ID of a specific Airtable record?

There are two ways.

  1. Expand the record and grab the record id from the URL bar (id starts with "rec"):

  1. Add a formula field to your table and add the RECORD_ID() method:

How can I sort line items?

Sorting line items happens via the specified view in your line item settings. The sort order of the view will be respected for your line items.

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