3 workflows to help you be an Airtable expert

Nick Moore
Nick Moore / Published August 10, 2020

Most people have a love-hate relationship with spreadsheets. Few tools are quite as customizable, but even fewer elicit as much frustration and headache.

A spreadsheet expert can implement all kinds of formulas, create conditional formatting, and easily sort complex sets of information. The non-intuitive user interface leaves most users feeling stranded, however, and inexperienced users can get stuck just trying to enter data.

Airtable promises users an easier user experience and features that give them more ways to use the data they're entering. The company's focus on adding the right features helped them build a devoted following.

Users who want even more from Airtable can use Zapier to connect it with the other apps you use. If you like how Airtable organizes information, connect it to your calendar and run your meetings through Airtable. If you like using Airtable's processes but hate entering data, hook it up to a form tool and make data entry automatic.

Here are a few automated workflows—we call them Zaps—that will make Airtable even more useful.

Track important information in Airtable

Airtable is your home for the information that's most important to your business. But entering that data can be a pain. It's repetitive, error-prone, and boring. And if you're behind, the thought of entering more data is even more overwhelming than before. It's easy to fall behind and can be a struggle to catch up.

But with these Zaps, you can automate most of the data entry involved in maintaining your Airtable bases.

Use these Zaps to automatically import your contacts from Google Contacts and Gmail into an Airtable base.

Airtable has a built-in form function, but if you're using another form tool, Zapier can help you automatically import submissions into Airtable. That way you can use the right form for the job, and make sure the info is stored where you need it.

You can also use Zapier to add emails, RSS items, and WordPress posts to your Airtable base, making it the ultimate archive for your most important information.

Get notifications for activity in your Airtable base

One of Airtable's best selling points is how it enables whole teams to collaborate within a database. But involving more people can sometimes make it hard to keep track of new entries.

These Zaps automatically send email notifications when someone creates or modifies Airtable base records. Keep an eye on entries flowing in and ensure that your data-import processes are sending you the information you need.

If you need even faster notifications, you can integrate Airtable with your team chat app. These Zaps provide you with instant notifications when there are new Airtable records.

Create backup databases and spreadsheets

Smart business owners take disaster recovery seriously. Disasters can range from short outages to total system failure, from natural causes like storms to artificial ones like cyberattacks.

Cloud-based tools offer a layer of security, but it's always smart to make backup databases, just in case.

Use these Zaps to automatically create redundant databases in Google Sheets.

If you're managing multiple databases, data entry can quickly become a burden. But you can make this management almost effortless, without more copying and pasting.

Use these Zaps to keep your information in sync across other databases, including Google Sheets and different Airtable bases.

Make your data accessible with Airtable automation

There are so many ways you can use Airtable. Use these automated workflows to take advantage of its full potential. The more you can streamline your data entry and data usage, the more usable your Airtable bases will become.

Don't catch yourself using spreadsheets to keep track of your spreadsheets. Centralize all your data with Airtable, and make it easy to enter that data and use it with Zapier.

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