How to Connect AirTable as Data Search

Integration with AirTable is implemented as a separate Search block, which can be placed between the Source and Destination data. This will allow you to receive a string in the Data Source by a given value and pass data from the string to the Data Destination fields. Thus, through the search, you can automatically receive data from AirTable and transfer them to the services and systems that you use.

The function allows you to search the AirTable row and update the data

Navigation:

Connecting Google Sheets as a Data Source:

1. What data can be obtained from Google Sheets?
2. How to connect your Google Sheets account to ApiX-Drive?
3. Selecting the table and sheet from which rows will be exported.
4. An example of data that will be transferred from Google Sheets.

Connecting AirTable as Data Search:

1. What data can be obtained from AirTable?
2. How to connect AirTable account to ApiX-Drive?
3. How can I configure the search for data in AirTable in the selected action?
4. An example of data that will be transferred from AirTable.

Setting up row updates in Google Sheets:
1. What will the Google Sheets integration do?
2. How to connect your Google Sheets account to ApiX-Drive?
3. How to set up data transfer to Google Sheets in the selected action?
4. An example of the data that will be sent to your Google Sheets.
5. Auto-update and communication interval.

Setting Data SOURCE: Google Sheets

Let's take a look at how the Search function works, using the example of updating a Row in Google Sheets.

First, you need to create a new connection.

Select a system as the Data Source. In this case, you must specify Google Sheets.

Next, you need to specify the action "Get ROWS (all)".

The next step is to select the Google Sheets account from which the data will be uploaded.

If there are no logins connected to the system, click "Connect account".

Select which account you want to connect to ApiX-Drive and grant all permissions to work with this account.

When the connected account is displayed in the "active accounts" list, select it.

Attention! If your account is in the "inactive accounts" list, check your access to this login!

Select the Google Sheets table and sheet where the data you need is located.

At this step, you can add a data filter to load not all rows, but only those for which data needs to be updated, for example:

1. Select a column from the table in which you have the data you are looking for.

2. Select the "Does not contain" action.

3. Write a value to filter by, for example "Done".

With such a filter, you will not be unloading rows that already have this status. Why spend additional actions to overwrite this status if the deal is already closed?

Now you can see the test data for one of the rows in your Google Sheets.

If you want to update the test data - click "Load test data from Google Sheets".

If you want to change the settings - click "Edit" and you will go back one step.

Now we connect an additional Data Search block. To do this, click on the "+" and select "Add data SEARCH" from the list.

As the system in which the search will be performed, select "AirTable".

Next, select the action "Find ROW by column value".

The next step is choosing an AirTable account.

If there are no logins connected to the ApiX-Drive system, click "Connect account".

Enter E-mail and Password from your AirTable account.

Give your permission to ApiX-Drive to work with this account. To do this, click "Add a base", then select "All current and future bases in all current and future workspaces".

When the connected account is displayed in the "active accounts" list, select it for further work.

Specify the database and AirTable sheet to be searched.

Select a column to search for data.

The following types of fields are available for searching:
- singleSelect
- number
-currency
- percent
- rating
- duration
- barcode
- autoNumber
- email
-phoneNumber
- url

In the "Search" field, you must specify a variable from the Data Source in which the search data is located, that is, a variable with which the column in the Data Destination will be compared, for example, a phone number, order number or email. If a match is found, the row will be updated.

Now you see the test data for one of the Rows. You can transfer this data to your receive table.

If the test data does not appear automatically, click "Search in AirTable".

If something does not suit you - click "Edit", go back one step and change the settings for the search fields.

This completes the Data Search setup!

Now we can start setting up Google Sheets as a Data Destination system.

To do this, click "Add Data DESTINATION".

Setup Data Destination system: Google Sheets

Select the system as Data Destination. In this case, you must specify Google Sheets.

Next, you need to specify the action "Update ROW".

The next step is to select a Google Sheets account to which the status of AirTable will be sent. If this is the same account, then select it.

If you need to connect another login to the system, click "Connect account" and repeat the same steps as described when connecting Google Sheets as a Data Source.

Now you need to select the File (Table) and Sheet in which the data of the AirTable Row will be updated.

In the "Search column" field, you need to select the column by which the data will be searched. That is, where to look for data in the table.

Next, in the "Search" field, you need to select a variable from the drop-down list or enter the data manually, by which value the system will search for data to update the row you need. In our case, we select column "E", which contains data about the order number. The system will update the data in the desired row only if it matches the order number.

Also, you need to specify the Search type, in case several rows with the same numbers are found:

"Take the first found row" - searching and updating data will occur in the first found row that satisfies the search conditions.

"Take the last found row" - searching and updating data will occur in the last found row that satisfies the search conditions.

"Take all found rows" - search and update of data will be performed on all found rows that satisfy the search conditions.

Now you need to assign an order status variable, which we take from the Data Search block, to the empty column. In the future, this column will be updated with the status of your order.

After setting, click "Continue".

Thus, the Data Search block takes the field in the Data Source in which you have the order number, queries the AirTable server for the status of this order and passes this status to the Data Destination field, for example, in the "F" column.

This completes the Data Destination system setup!
Now you can start choosing the update interval and enabling auto-update.
To do this, click "Enable update".  

On the main screen, click on the gear icon to select the required update interval or set up scheduled launch. To start the connection by time, select scheduled start and specify the desired time for the connection update to fire, or add several options at once when you need the connection to fire.

Attention! In order for the scheduled run to work at the specified time, the interval between the current time and the specified time must be more than 5 minutes. For example, you select the time 12:10 and the current time is 12:08 - in this case, the automatic update of the connection will occur at 12:10 the next day. If you select the time 12:20 and the current time is 12:13 - the auto-update of the connection will work today and then every day at 12:20.

To make the current connection transmit data only after another connection, check the box "Update connection only after start other connection" and specify the connection after which the current connection will be started.

To enable auto-update, switch the slider to the position as shown in the picture.

To force the connection, click on the arrow icon.

This completes the AirTable Data Search setup!  See how easy it is!?

Now don't worry, ApiX-Drive will do everything on its own!