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

If you need help integrating DocsAutomator into your existing Airtable workflows, please reach out to support for our Integration Service (service fee applies).

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.

DocsAutomator's Airtable integration differentiates between a primary table and linked tables. Think of an invoice and line items. The invoice would be a record on your primary table (with data like invoice date, recipient name, etc.), whereas line items live in a separate, related table.

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

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.

Scripting Extension

Use the Scripting Extension if you want to trigger documents from buttons in Airtable. The benefit over the webhook is that clicking the button won't open a browser window (yet it will open the extension sidebar and the specified extension script).

The scripting extension is entirely copy / paste. Just click to copy the script:

Airtable Scripting Extension

Add an extension in Airtable extensions

Select "Scripting":

Paste your copied script into the editor:

No, you can inititate document creation via the "Run" button:

Or you add a button and select "Run Script" (this will automatically pass the record id of the triggering record):

Webhook

The third option is to trigger document creation via a simple webhook. This webhook passes all necessary details and can be added to a formula or button field in Airtable.

Just copy the url:

DocsAutomator Webhook

And add to a formula or button field:

As you can see in the URL, it dynamically adds the Record ID as a URL parameter. So if you want to use this webhook from anywhere else, you would have to make sure that Record ID is passed as well.

When triggering this webhook, a new browser window will open sending the request. The PDF will appear after a few seconds in your browser and it will be stored in Airtable as well.

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	[e-mail]	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.

I can't select any bases even though I gave access

The only known issue that would cause this is if your Airtable workspace is on an Enterprise plan where connected apps have to be whitelisted. Please see here: https://airtable.com/developers/web/api/oauth-reference#enterprise-restrictions

In this case, please reach out for the "client id" of the DocsAutomator integration and contact a workspace admin to whitelist the integration.