Transcript of SCOM0548

[00:00:00.00] [Music]
[00:00:08.38] Hi, this is Don McAllister,
[00:00:09.85] and welcome to another edition of ScreenCastsOnline.
[00:00:13.89] This episode is another combined episode continuing our look at Airtable.
[00:00:18.46] A really great cross platform database
[00:00:20.60] that is easy to use as a spreadsheet.
[00:00:23.57] In episode 546, I looked at the basics of AirTable.
[00:00:27.34] So now it's time to look at some of the more advanced features.
[00:00:31.13] As always if you haven't seen the earlier episode I would
[00:00:33.61] recommend you take a look at that first to familiarize
[00:00:36.38] yourself with the basic principles.
[00:00:40.06] In this episode I take a more indepth look at some of the
[00:00:42.21] additional column types including the advanced column type
[00:00:45.82] such as roller and look up fields.
[00:00:48.61] Also take a look at counts, auto numbers and barcode fields.
[00:00:52.51] Grid Views are a way of filtering and sorting your
[00:00:55.45] information so I'll take a look at that and also how to share
[00:00:58.78] Grid Views with other people using links.
[00:01:02.11] A smart way to capture data for your bases is to use a thing
[00:01:05.63] called Form Views, and I go through the construction and the
[00:01:08.19] usage of Form Views.
[00:01:10.72] Collaboration is a big thing within Airtable and I'll take a
[00:01:13.81] look at Collaboration from both a base level and also at a
[00:01:16.65] team level and I also take a look at search and Snapshots to
[00:01:20.33] restore your data.
[00:01:22.84] Finishing up with a brief overview of some of the
[00:01:25.14] integrations that are available with Airtable.
[00:01:29.32] So let's start off by taking a look at some of the additional
[00:01:31.32] column types available in Airtable.
[00:01:33.82] [Music]
[00:01:37.57] As I covered in the previous episode, Airtable is a web based
[00:01:41.80] or cloud based database system.
[00:01:44.29] There are applications for iOS and also for Android in
[00:01:48.25] development, but on your mac or on a PC, you can use pretty
[00:01:51.93] much any standard browser to access the Airtable service.
[00:01:55.90] It is a free service, but there are some paid for options if
[00:01:58.52] you want to increase the number of rows per database.
[00:02:02.41] Let's go ahead and log in,
[00:02:03.83] I'm going to use the same account as I did last time.
[00:02:06.09] So I'm going to log in it's SCO Demo 2016, and I thought we'd
[00:02:10.77] start off by taking a look at some of the more advanced field types.
[00:02:15.41] Now to do that let's go ahead and open the Gadgets base that
[00:02:17.93] I created in the last episode.
[00:02:19.57] I've still got this called Table One, let me just change this.
[00:02:22.65] I'm going to rename this table
[00:02:24.45] and rename the table to something more meaningful.
[00:02:26.77] Let's call it Gadgets.
[00:02:29.57] Okay and let's go ahead and add some additional columns to
[00:02:33.21] explore some of the additional field types.
[00:02:36.05] Hit the plus button.
[00:02:37.41] Right we've seen most of these simple ones, in fact there are
[00:02:39.85] one or two of the simple ones we haven't looked at.
[00:02:42.05] For instance, the phone number, the email and the URL.
[00:02:45.27] Once you create fields with these different data types,
[00:02:48.25] they do become clickable.
[00:02:49.36] So if you do put in an email address field and you enter an
[00:02:52.61] email address, when you click that, it will actually produce
[00:02:54.85] an email for you.
[00:02:56.04] Similarly on iOS, it will allow you to dial a phone number or
[00:02:59.60] jump to a browser on the mac or iOS.
[00:03:02.85] Now there are number fields, there are currency fields.
[00:03:04.98] Let's go ahead, we haven't looked through a currency field,
[00:03:06.69] just to break us in gently.
[00:03:08.56] If I select currency, let's say this column was going to be -
[00:03:13.59] well let's say this is going to be VAT, or value added tax,
[00:03:16.25] local sales tax.
[00:03:17.49] I'm going to have it as a pound sign.
[00:03:20.81] I'm going to have precision as just two zeros.
[00:03:23.17] You can change it if you want, but two zeros for the pence is fine.
[00:03:27.56] We won't allow negative numbers, so I'll leave that unchecked
[00:03:30.73] and then all I need to do is say Save, and that's our new VAT field.
[00:03:36.14] Let me just enter some entries in here, so the VAT on eighty
[00:03:39.07] pounds was thirteen pounds 33p.
[00:03:44.05] Now the next one was sixty-six.
[00:03:47.14] And I could create formula fields to work this out for me,
[00:03:50.90] but we'll look at formula fields in a short while.
[00:03:54.18] So there's my VAT.
[00:03:55.70] I can, as before, change the width of the columns.
[00:03:59.24] I can also pick up the columns and move them around as well.
[00:04:02.83] Okay, so we've got value, we've got VAT as well.
[00:04:05.82] So that's just a pure currency field.
[00:04:07.19] Now let's add an additional field in.
[00:04:09.29] We have percentages, we have formulas.
[00:04:14.75] Let's have a look at formulas.
[00:04:15.99] So if I click on formula and you'll see it actually gives you
[00:04:19.60] four different examples of formula fields.
[00:04:22.98] So you could add two columns together, you could average
[00:04:25.74] something, you can use text as well, so you can set text into
[00:04:29.66] formulas and directive statements.
[00:04:31.65] There's a whole host of different things you can do with
[00:04:33.57] formulas and it's one of the things that makes Airtable very,
[00:04:36.29] very powerful.
[00:04:37.67] I'm going to stick with something simple at the moment.
[00:04:39.50] Let me just deduct the VAT that we've just created from the
[00:04:42.58] original value to see how much the item was without sales tax.
[00:04:47.28] So if I click in this box here, you'll see I can see my field
[00:04:50.28] names and I can scroll down.
[00:04:52.12] I can also see various functions as well.
[00:04:54.07] Now obviously I can't go through every single function.
[00:04:56.56] But if you click on this formula field reference link here,
[00:05:00.04] it will take you directly to a page that describes all the
[00:05:02.43] different functions and give you tons of help.
[00:05:05.36] So all I'm going to do, let's go back up to the top, is I'm
[00:05:08.34] going to say value, it's going to be minus VAT.
[00:05:13.50] So find the VAT field or column, and we'll say Save.
[00:05:19.37] And immediately that column is now populated with the
[00:05:22.43] calculation of eighty pounds minus thirteen thirty three
[00:05:26.41] which gives us sixty-seven.
[00:05:28.40] Now you'll notice, I'm missing the pence, we've got pounds,
[00:05:30.58] but it's being rounded to the nearest pound.
[00:05:33.36] So I need to change the formatting.
[00:05:34.85] Again, click on here, go to Configure, and this time go to Formatting.
[00:05:41.08] Okay so I actually want it to be currency.
[00:05:42.94] I'll select currency.
[00:05:45.10] The currency symbol, I want to be the pound sign, and
[00:05:48.20] position one pound zero zero which is fine.
[00:05:51.33] We'll say Save, and there it is correctly formatted.
[00:05:55.14] Last thing I could do as well, let's go ahead and rename the column.
[00:05:59.12] We'll say before VAT, and I'll just resize it.
[00:06:05.70] Now one thing to point out with these numeric columns is that
[00:06:10.21] down at the bottom in the footer we have the sum here, so the
[00:06:14.26] sum of this particular column is nine hundred.
[00:06:16.43] Now this one we could probably widen out so we can see what that is.
[00:06:19.55] There we go, sum one hundred and eighty.
[00:06:21.20] You can make additional selections so the average, the
[00:06:23.91] median, the minimum, the maximum.
[00:06:25.71] You can create a histogram.
[00:06:27.08] Also empties and non-empties, and these empties and
[00:06:30.05] non-empties also appear in the columns, it's just that
[00:06:32.78] they're hidden.
[00:06:33.26] So for this barcode column, I tap on here, you can display a
[00:06:36.97] count of those cells that are empty or not empty.
[00:06:40.39] So three non-empties, and one empty, which is this bottom row here.
[00:06:46.69] In fact that row can be deleted.
[00:06:49.02] Let's go ahead and we'll say Delete Record.
[00:06:54.12] Okay, so zero empties so I'll put that back to blank.
[00:06:58.41] Before we move on to looking at some additional field types,
[00:07:01.29] let me show you a quick tip on how you can get around some of
[00:07:03.87] the limitations of this left hand column here.
[00:07:07.27] This is the, if you think back to the previous episode, this
[00:07:09.91] is your name column and it is fixed.
[00:07:14.17] You can't really do very much with it but with formula
[00:07:15.93] fields, can actually make it more useful.
[00:07:18.37] In fact, rather than this particular base let me go back to the shows base.
[00:07:22.44] And if you remember back on the shows base on the iPad, we
[00:07:27.11] just have the show number appearing sort of like the title
[00:07:30.38] for each card but let me just pull the iPad up quickly.
[00:07:33.66] So this is the same base on my iPad, and you'll see that the
[00:07:37.46] title for each card is just the show number itself so the top
[00:07:41.42] one is SCOM0530.
[00:07:44.63] And although I have the icon I can't really see the full
[00:07:47.52] title, I'd have to go into the card itself to see the full title.
[00:07:51.08] So what I'm going to do, I'm going to create a new name field
[00:07:54.19] here so what I'm going to do is I still want to use the show
[00:07:57.38] number, so I'm going to duplicate the column, we'll say okay to that.
[00:08:03.33] I've now got a second column we'll show number copy, let's
[00:08:06.56] rename this one to Show, okay we'll save.
[00:08:13.12] And this one I will rename to Show Number.
[00:08:17.96] Okay now this one I'm going to change to Configure and then
[00:08:21.81] change this to a formula.
[00:08:25.14] And for the formula I want, if I click in here, and the
[00:08:28.14] formula I want to be the show number.
[00:08:31.67] That's the new column that we've just created.
[00:08:35.77] And we'll use an ampersand, quotation mark space dash space,
[00:08:40.14] another quotation mark and ampersand.
[00:08:42.13] So basically I'm joining two field names together with a dash.
[00:08:45.84] That's the object of this exercise.
[00:08:49.27] And then I want the title, and we'll say Save.
[00:08:53.73] And now this left hand column,
[00:08:56.48] it's got show number and the full title in as well.
[00:08:59.13] So if I go back to the iPad, now you'll see the title, or
[00:09:02.82] rather the heading, the descriptive bit for each card is now
[00:09:06.29] the full show number and title combined from our new formula field.
[00:09:12.22] Okay that's just a quick tip for you.
[00:09:14.80] Let's move on now, let's have a look at another type of
[00:09:18.30] field, let's take a look at the roll up field.
[00:09:21.33] I've come back to the Gadgets base to show you the roll up field.
[00:09:25.98] And the roll up field really is a way of sort of analysing
[00:09:29.66] your data, sort of like pivot tables in Excel.
[00:09:32.87] So for instance what I want to do here, before I actually
[00:09:35.04] show you, I haven't entered these entries here for VAT for
[00:09:38.06] these additional items I've entered.
[00:09:39.78] Rather than work it out, I'm just going to convert this to a
[00:09:42.42] calculated field or a formula field.
[00:09:45.61] So rather than currency, I go down to formula and the formula
[00:09:49.87] is it's the value - minus and then in brackets the value again
[00:09:58.32] divide it by one point two we have a twenty percent VAT
[00:10:01.93] over here, say Save, right so I just need to format that now.
[00:10:06.79] So again, configure formatting, currency, position is fine
[00:10:12.81] and I want a pound sign, say Save, and I've just got one
[00:10:18.09] arrow here because we have a blank record at the bottom but
[00:10:20.30] I'll just delete that record.
[00:10:22.46] Okay, we're good to go, right.
[00:10:23.63] So what I want to do basically here is, I have all these
[00:10:25.84] different locations, well two locations in fact.
[00:10:27.99] What I want to do is to summarize the value of equipment
[00:10:32.04] maintained at each location.
[00:10:34.73] So what I could do, I mean I could work it out manually, but
[00:10:38.21] the easiest way would be to create a new table, a new
[00:10:40.02] location table, and then use a roll up field.
[00:10:43.54] So what I'm going to do is I'm going to say Configure,
[00:10:47.52] Link to another Record.
[00:10:51.53] I'm going to create a new table.
[00:10:53.16] It's going to take all the location information and create a
[00:10:55.50] new table called Location which is fine, say Save, right.
[00:11:00.51] So here is my location, my studio, and mobile location so
[00:11:06.53] there are all the different gadgets at those locations.
[00:11:08.86] So this is well into the roll up field.
[00:11:11.46] Hit plus, go down to here, find roll up.
[00:11:18.04] Okay, start by choosing the column on this table that links
[00:11:20.31] to the records you want to summarize.
[00:11:22.20] Well it's the Gadgets table, and within the Gadgets table
[00:11:24.97] there is a value field, so value.
[00:11:28.71] And enter an aggregation function
[00:11:30.53] which rolls up the values in each link record.
[00:11:32.68] So I want this to be a sum.
[00:11:34.14] We could average or count, et cetera, but there is a sum of
[00:11:36.59] values, and we'll say Save.
[00:11:40.70] And basically what that - now that it's done the calculation
[00:11:42.80] so the total cost or the total value of all the equipment in
[00:11:46.39] the studio is four thousand one hundred and eighty and mobile
[00:11:50.23] is one thousand one hundred.
[00:11:52.63] So again, just to keep things nice and clean,
[00:11:54.93] if I Configure, and change this.
[00:11:57.56] Say this is total value the value by location formatting
[00:12:03.31] again, currency, position is fine, change the currency
[00:12:07.25] symbol, and Save.
[00:12:12.25] And now if I was to go across to Gadget, let's add a new record in.
[00:12:15.73] So in here, let's say iPad.
[00:12:19.44] Skip these, we'll do this as mobile.
[00:12:25.00] Valued at say nine hundred pounds.
[00:12:28.37] Calculates the VAT for me, works out what it is before VAT.
[00:12:31.68] Now if I go across to location table it's updated the mobile,
[00:12:35.78] added it in to my Gadgets, but it's also added it to my total
[00:12:39.60] value by location.
[00:12:43.13] Okay so that's how you'd use the roll up field and let's now
[00:12:45.34] take a look at the look up field and to do that I think I'll
[00:12:48.29] look at a brand new base, I'll use one of the sample bases
[00:12:50.72] that have been provided.
[00:12:52.40] So if I go back to Home, and let's go to new base.
[00:12:57.80] So we need to do a Products, Catalogue and Orders.
[00:12:59.76] Let's use that one and let's open that up.
[00:13:10.54] I won't go through the entire product, catalogue and orders base but,
[00:13:13.65] we've got a furniture table, we've got a vendor's table,
[00:13:17.13] we've got a client's table.
[00:13:19.01] We've got client orders and we've got order items as well,
[00:13:22.45] order line items.
[00:13:23.48] Let's say with the client orders, let's say we're using this
[00:13:26.38] as a delivery list and we wanted to put the client addresses on here.
[00:13:31.62] So we want to look up the client addresses.
[00:13:33.69] Well I could either create a brand new field and enter each
[00:13:37.20] address manually, but you wouldn't really want to do that.
[00:13:39.14] What you would do is go over to Clients.
[00:13:41.81] Now it doesn't actually already have a client address field,
[00:13:44.44] so let's do that.
[00:13:45.80] Add a new field, single line text which will be fine, we'll
[00:13:48.66] say Save, let's call this Address.
[00:13:52.18] Well in fact, let's call this Client Address.
[00:13:57.61] Can hit Save and then let's just fill a couple of sample addresses in.
[00:14:06.70] Okay so there's my addresses.
[00:14:09.18] Didn't mean to create that record there so we'll just delete that record.
[00:14:12.25] We'll go back to client orders, I want to put a new field in
[00:14:14.89] here which is the client address.
[00:14:17.00] All I need to do is select any of these initial ones go down to look up.
[00:14:23.84] Start by choosing the column of this table that links to the
[00:14:25.80] record you want to look up.
[00:14:27.95] So I'm going to look up by client, and the column of the
[00:14:31.68] client's table that you'd like to look up is my client address.
[00:14:36.70] We'll say Save, right.
[00:14:39.02] And those are actually now pasted across into here.
[00:14:44.01] Now if I were to create a brand new order, we go across to
[00:14:47.73] here, select our customer or legal partners, give it an order
[00:14:52.34] number filled by, we'll put a date in here.
[00:15:01.68] Status we leave blank, but you'll know straight away
[00:15:03.55] actually, it's looked this client's address for its legal
[00:15:06.13] partners, which is the same as this one here.
[00:15:09.70] So that's how you would configure look up fields in a column.
[00:15:13.10] We'll finish off our look at columns and fields with just the
[00:15:16.21] final three different types we haven't looked at.
[00:15:18.76] I've come back across to the Gadgets base.
[00:15:21.68] Hit plus, first one we'll look at is count.
[00:15:25.13] Say if I want to do a count of the items per location.
[00:15:29.76] All I would do would be to scroll down to count and then you
[00:15:34.29] just specify the column on the table that links to the
[00:15:37.28] records that you want to count with Gadgets.
[00:15:39.43] The only one I got available to me here, which is fine, I
[00:15:41.61] want to count the number of Gadgets, we'll say Save.
[00:15:44.51] All right so I've got four gadgets here, these four and three here.
[00:15:48.22] Let's just do another one.
[00:15:49.89] There's also the option for an auto numbering column.
[00:15:53.95] So if we go down here, here we go, auto number.
[00:15:57.34] Say Save, that will just paste a number in for you,
[00:16:00.55] automatically a sequential number.
[00:16:02.34] And finally we have the barcode now although you can create a
[00:16:06.19] barcode column in the Mac application, it's not linked to the
[00:16:10.40] camera on your Mac.
[00:16:11.71] So what you can do at this point is to enter the numeric values.
[00:16:15.92] If you do have a barcode field and then you use it across
[00:16:19.13] your iOS device you can use the camera on the iOS device to
[00:16:22.00] take a picture of the barcode and that will be translated
[00:16:24.65] into numeric values which will appear here as well.
[00:16:28.51] Okay there are the different column types that you can have a look at.
[00:16:32.09] Before we move away from column types and field types, just a
[00:16:35.66] quick word about limitations of fields on iOS.
[00:16:39.85] So looking at the shows base across on my iPad and we saw
[00:16:45.91] before that the formula field I created for my primary index
[00:16:49.56] field is displayed so there's no problems viewing these
[00:16:52.42] various types of fields across an iOS the limitations are
[00:16:55.76] when you try to edit or to create certain fields.
[00:16:59.43] For instance if I go into a record here and scroll down to
[00:17:03.29] the bottom and go in to customize fields, right.
[00:17:06.56] So here the very first field which is the show field which is
[00:17:09.02] a formula field, it's got the little formula icon.
[00:17:12.20] I tap into there, I can see the field type, I tap in, I can't
[00:17:15.80] actually edit that field type so you can't edit formula
[00:17:18.77] fields within iOS.
[00:17:21.59] So I'm just going to go ahead and say done to that and let's
[00:17:23.96] cancel that, and let's add a new field and put in the field
[00:17:29.43] name or field type.
[00:17:31.35] Tap in here can actually see the different field types available.
[00:17:34.25] So a single line long tech detachment links to records.
[00:17:39.38] Well, you can read them all for yourself.
[00:17:40.76] As I say we have the bar code that is integrated with the
[00:17:43.07] camera on the iOS device and I've got number, currency,
[00:17:46.10] percent and auto number but no formula fields and no look up
[00:17:50.32] or roll up fields either and no count fields.
[00:17:54.16] So at least at the current version you can't get access to
[00:17:56.91] those fields on the iOS device.
[00:17:59.51] You can create them on the mac or on the PC, and once they're
[00:18:03.08] created they will come across to the iOS device and they will
[00:18:06.39] work perfectly, it's just that you can't edit them or correct
[00:18:09.59] them on this device.
[00:18:12.28] Okay but I'll cancel that and we'll say Done and out we come.
[00:18:18.43] Just to prove that they do work, let's come out of here
[00:18:20.70] because we're on a cloud based system everything gets
[00:18:24.20] synchronized in the background nicely.
[00:18:25.75] So if I go across now to Gadgets.
[00:18:28.72] And if I go to the new location table that's been created, I
[00:18:32.92] can see my gadgets, my total value, the count, the auto
[00:18:37.35] number and the column five which I actually didn't - that's
[00:18:41.25] the barcode column - which I didn't actually populate that
[00:18:43.11] with any information.
[00:18:45.34] Okay, and out again.
[00:18:47.58] Okay let's go back across to the mac and have a look at some
[00:18:50.41] of the views and some sharing aspects.
[00:18:56.18] We had a brief look at Views on the previous episode looking
[00:18:59.49] at iOS, but let's have a look at our browser on the Mac.
[00:19:02.92] So let's go to the Shows base.
[00:19:06.40] Right so we have a main view.
[00:19:08.69] We also have Don's Tutorials, this is a view that was created
[00:19:12.08] across on the iPad in the previous episode.
[00:19:14.52] Let's create a similar view here on the Mac.
[00:19:17.82] I'm going to go to grid view.
[00:19:19.87] Now grid view allows you to, as it says, create a new grid
[00:19:22.57] view that you can use to configure your table and sort and
[00:19:25.00] filter your records.
[00:19:26.22] There is also a form view as well, which enables you to
[00:19:29.05] create a shareable form to send to people, send a link to
[00:19:32.46] people, and they can complete records, they can add to
[00:19:35.40] records in the database.
[00:19:38.38] Let's stick to grid view for now.
[00:19:40.23] So we get this new view.
[00:19:42.37] We can rename it at this point if we want
[00:19:44.12] so let's create a view called 2015.
[00:19:49.57] Now I can from here just change the appearance of the view
[00:19:52.45] by moving columns around.
[00:19:55.01] I can also go in and hide specific columns as well so I can
[00:19:57.98] hide all, I can show all.
[00:20:00.16] If I wanted just to have a subset of columns available, let's
[00:20:03.61] say I wanted the show number, show date and the show
[00:20:06.94] description but all the others I actually want to be hidden.
[00:20:13.68] Okay so just show number, show dates, and description and close that down.
[00:20:18.24] I now am getting an indication that I've got five hidden columns.
[00:20:22.61] I can add filters as well
[00:20:23.51] so this is where I can actually put in a date filter say.
[00:20:25.97] So if I say add filters, we'll add a filter where Show Date
[00:20:35.93] is on or before an exact date.
[00:20:37.44] Say that will be - if I want this to be 2015 record so on or
[00:20:42.73] before the 31st of December 2015.
[00:20:46.49] We'll add a secondary filter as well.
[00:20:49.09] Show date is on or after an exact dates.
[00:20:56.26] We'll have that as the 1st of January, 2015.
[00:21:03.64] Okay, once we're happy with that, we can close that down and
[00:21:05.88] we should just see those shows between those dates.
[00:21:09.17] Now I only have a subset of the year anyway but I'm seeing
[00:21:11.71] all dates for 2015, which is fine.
[00:21:15.42] I can sort as well if I wanted to sort, say by description,
[00:21:18.92] pick sort on, say description and then ascending or descending.
[00:21:25.90] I'll just say apply, and that's now resorted.
[00:21:30.48] See here that's not strictly ascending but I think that's
[00:21:32.85] because if I have actually go into here, double tap to edit
[00:21:36.26] this yea, we got some spaces so I'd really need to go in and
[00:21:39.66] sort out some spaces.
[00:21:41.71] Sort that out, I tap away, I'll need to reapply the sort for that to work.
[00:21:49.05] So now that we have our 2015 view, I can click on here.
[00:21:53.21] I've got all of view, so got main view Don's tutorials 2015 as well.
[00:21:56.69] I can actually move these to change the order in the pop display.
[00:22:02.80] Okay, let's stick with the 2015 view though.
[00:22:05.26] I'll come back to the sharing icon in a second.
[00:22:07.49] I just tap on these little three dots,
[00:22:09.34] the ellipse gives us some additional options.
[00:22:11.94] So I can rename the view, I can duplicate the view.
[00:22:14.58] I can export to CSV format so that you can get your
[00:22:18.04] information out of a table in CSV format.
[00:22:21.64] which is great for if you do have to go offline - I suppose I
[00:22:24.64] should mention as well because this is a Cloud based service
[00:22:27.18] that you do need to have an Internet connection to have a
[00:22:29.66] reliable connection to your database.
[00:22:32.42] I have noticed that on iOS that if you have a database open and
[00:22:35.99] then go offline you can still access the data but if you are
[00:22:39.58] offline you can't cache at the moment any of the tables to your
[00:22:44.78] iOS or to your Mac - you do need to have an Internet connection.
[00:22:48.29] Might be a deal breaker for some, I did contact the vendor
[00:22:50.77] and they are working on some offline solutions but they're
[00:22:53.40] not available as of yet.
[00:22:55.39] So that's exporting the data, you can also print the data as
[00:22:58.33] well in fact let's have a quick look at Print.
[00:23:00.40] If you want to Print, change the letter size, I'll go for A4,
[00:23:04.36] Portrait, Fit to Width which is fine, include row numbers,
[00:23:07.39] wrap long text onto multiple lines - we'll leave that off, Print.
[00:23:13.37] OK so there is my table that I can Print to PDF as well which
[00:23:16.24] is quite useful, Open PDF in Preview, so there is my report.
[00:23:22.81] OK let me just close that down and then finally options here
[00:23:26.51] to delete the view as well if you want, you won't delete the
[00:23:29.67] data you just delete the view.
[00:23:32.51] There are many different ways to share the information held
[00:23:35.34] within Views using Airtable, the first one being through this
[00:23:38.71] icon here, this Share View, click on here and create a
[00:23:41.51] sharable Grid View link, send a link to anyone or you can
[00:23:45.25] actually embed the view on a website as well - it gives you
[00:23:48.23] the code for that.
[00:23:49.14] Come back to the new Form View later, click on here.
[00:23:53.22] OK so there is our link, let's have a look at the link in a
[00:23:56.71] web page first, if I tap on this little icon.
[00:23:59.62] So there is the view, now this is only a narrow view so there
[00:24:02.71] are no controls to scroll across, but if you had more columns
[00:24:05.62] you would be able to scroll across to see all the columns.
[00:24:08.16] You also have options to view and hide columns but only
[00:24:12.02] those columns that you've published through the view so all
[00:24:15.61] the other hidden columns aren't displayed in this view.
[00:24:19.55] Now we can add filters, we can also I won't add filters now,
[00:24:23.14] we can also apply a sort and we also have options to export
[00:24:26.37] or to print as well, and there's also a search button to
[00:24:29.42] search the published view.
[00:24:33.30] OK so that's a web view and you can send that link to anyone,
[00:24:35.67] they don't need to log in it's a direct access to that
[00:24:38.24] particular table, you can embed the view on your site,
[00:24:41.71] gives you this embed code and quite neatly it gives you a
[00:24:44.74] view as to how it will look so this is your desktop embed preview,
[00:24:50.25] so you can see I can scroll backwards and forwards through
[00:24:52.91] the columns, this is my mobile embed preview, this is
[00:24:56.53] what it looks like.
[00:24:57.43] I click on a record that's what the record will look like so
[00:25:00.14] this is all Read-Only, if you want to publish some
[00:25:02.38] information to people in a Read-Only format you can, you can
[00:25:05.55] also use the card layout on the desktop as well so on your
[00:25:08.80] website you can have this Card View, you can click on it and
[00:25:12.19] have a look at the individual information and it's just those
[00:25:16.03] columns that you've allowed to be displayed as part of the view.
[00:25:20.27] Close that down, you can take off the view controls if you
[00:25:22.65] want but currently we're allowing filtering and sorting.
[00:25:26.09] Now basically it's just to copy this embed code onto a web
[00:25:28.94] page and that will publish it for you.
[00:25:32.12] And close that down.
[00:25:34.10] So that's if you want people to be able to read the
[00:25:35.59] information you'll notice as well as I tap away this icon is
[00:25:39.58] highlighted in blue now, before it was black, but it's blue
[00:25:42.51] because we have this link.
[00:25:44.33] If you ever want to remove the link you can just uncheck this
[00:25:46.69] box and the link will be removed.
[00:25:49.33] One other option is to refresh the link so if you don't want
[00:25:52.36] to remove the link completely but you want to give it to
[00:25:55.34] somebody else or stop someone else seeing it you just
[00:25:57.57] regenerate a new link, get rid of the old link and generate a
[00:25:59.97] new link and we'll say OK and now the old link won't work.
[00:26:05.61] So let's take a look at the options for Form Views now and
[00:26:08.83] Form Views are used when you want individuals to create
[00:26:13.12] information and send it to you so basically you create a new
[00:26:16.39] form for them to complete, send it to them, they can fill it
[00:26:19.70] out and that data is transferred across into Airtable.
[00:26:23.30] But there are 2 different ways of generating a Form View -
[00:26:26.79] it's actually the same mechanism just different ways in,
[00:26:30.25] one is through this form here, or rather this page,
[00:26:33.32] the other is through the View Option, there's Form View here as well.
[00:26:36.99] Let me select Form View from here, I think to bear in mind
[00:26:40.19] the thing with Form View if you do call it from a view
[00:26:43.68] it will still populate the form with all your fields,
[00:26:46.20] not just those fields that you've selected in the view
[00:26:49.48] so just be wary of that.
[00:26:50.62] What you might want to do is say Remove All, and that now
[00:26:54.79] gives you the option to selectively drag back in those fields
[00:26:58.11] that you want, but let's start with a description for the
[00:26:59.68] form, or rather a title.
[00:27:01.59] "New Show Page".
[00:27:04.08] Add a description and then what do we want, let's say we
[00:27:08.85] want the Show Number.
[00:27:10.93] So I can give it a label, let's leave the show number as is,
[00:27:13.28] let's say it's required.
[00:27:15.53] We'll put some help text in - enter the show number in the
[00:27:18.26] format SCOMxxx and the input box is just a plain text field
[00:27:23.76] which is fine.
[00:27:25.21] Now we'll just put one more in let's say the Title, drag that in.
[00:27:30.03] We'll give it a new label.
[00:27:34.24] Yes it's going to be required, I'll leave the help text in
[00:27:38.50] fact let's put one more, put description in.
[00:27:42.88] And in fact I'll have Show Title above there, OK so you can
[00:27:46.11] rearrange them using the grab handles, you can also delete
[00:27:48.90] them from here as well, and let's go ahead and let's give it
[00:27:53.31] a quick preview.
[00:27:57.42] OK all looking good, mind you I thought I did put Show Number
[00:28:00.77] as required, see you get the little asterisk, let me just
[00:28:03.26] check that, close the preview down, there's Show Number no I
[00:28:07.26] didn't check it I've checked it now.
[00:28:09.67] Now when you're ready to go you just say Share Form so it's a
[00:28:12.23] private link, anyone can access it using the private link so
[00:28:15.66] you need to be careful but let me just go ahead and Publish that,
[00:28:20.84] let's give it a go.
[00:28:24.46] And Submit.
[00:28:26.22] Thank you for submitting the form, if we come over here,
[00:28:29.01] let's close this down.
[00:28:32.03] Let's go to our Main View.
[00:28:35.17] And now we should see, yep, down there at the bottom it looks
[00:28:39.09] as though there are some spurious records, let's delete those
[00:28:41.46] records, but down at the bottom is the new record I created
[00:28:45.77] via the form.
[00:28:49.00] OK I'll go back to the form, and get back to it from here,
[00:28:51.90] New Show Page.
[00:28:53.99] Because you can also share the form as an embedded view on
[00:28:57.51] your site as well, so if I click on here.
[00:29:00.57] And as before we've got an i-frame that you can add to a html
[00:29:03.67] page, options to auto adjust height and then this is what
[00:29:07.26] your desktop embed preview looks like and this is what your
[00:29:10.31] mobile embed preview looks like over here as well.
[00:29:15.17] So some quite nice features, some great ways of capturing data
[00:29:18.75] for your database.
[00:29:21.66] But let's go back to the main view.
[00:29:23.59] Back over on the iPad, you'll find that there are some
[00:29:28.86] limitations to do with Form Views, one interesting thing is
[00:29:33.19] if you do actually go across to the website you actually
[00:29:36.47] can't log in, you have to use the iOS app to access Airtable
[00:29:40.29] on your iOS device.
[00:29:41.78] But unfortunately on the iOS device if I go into the Shows
[00:29:45.30] Database, or the Shows Base, we'll see down at the bottom
[00:29:48.58] we've got the new record that was added SCOM999 that's the
[00:29:53.02] new record that was added, if we go to Views though you'll
[00:29:55.87] see that the Form View doesn't actually appear on the iPad,
[00:29:59.45] now if I go into Create New View, the only views we can create
[00:30:02.96] our new Grid Views not Form Views.
[00:30:05.37] So, again just a minor irritation I don't know whether or not
[00:30:09.52] they are going to be able to bring that functionality to the
[00:30:12.12] iPad App and the iPhone App at a later date but for now
[00:30:15.21] you're restricted to creating Form Views on your Mac or PC
[00:30:19.67] using the browser.
[00:30:20.68] You can of course access Form View, so if I was to create a
[00:30:23.83] web page you still would be able to do access that using an
[00:30:26.82] iPad - you saw the mobile preview before.
[00:30:29.31] But anyway that's it, let's go back across to the Mac now and
[00:30:32.48] take a look at Collaboration.
[00:30:37.17] Sharing in Collaboration is actually built into the application -
[00:30:40.96] it's pretty much from the ground up and you can
[00:30:42.76] share or collaborate on many different facets of the app.
[00:30:46.57] So let's look at the Base Level Sharing, so I've got my Shows
[00:30:50.76] Base open, if I go to the Share button here, let's start from
[00:30:54.19] the bottom and work our way up to the top.
[00:30:56.20] So there are currently 2 Shared Table Views and Form Links in
[00:30:59.05] this base, and these are the ones that we've already created.
[00:31:01.36] Click on here, so I've got my 2015 Grid View, I've got the
[00:31:05.43] link here I can preview it, I can also get to the embed code
[00:31:08.44] from here as well, and I've got the new show page which is
[00:31:10.66] the Form View that we've just created as well.
[00:31:13.34] Again the link I can preview, I can embed.
[00:31:16.22] And I'm currently in the main view, so I can share the current
[00:31:19.08] view from here as well if I want, but let's just back out of here,
[00:31:22.75] in fact rather than close the window I'll click on Back.
[00:31:26.13] Then we have the ability to create a shared link to the whole
[00:31:29.08] base - so we can actually click on here.
[00:31:33.48] Currently Disable Link Sharing is switched on, so only signed
[00:31:36.13] in collaborators that we've added will be able to see the
[00:31:39.17] base or I can create a private Read-Only link so anyone with
[00:31:42.81] the link can view but not edit the entire base, and the base
[00:31:46.04] will be hidden publicly and not be visible to Google.
[00:31:49.18] So you can just give people a link if you want them to access
[00:31:51.93] the entire base but in Read-Only mode, but the real power
[00:31:56.05] comes with setting up these collaborators, and you can set
[00:31:59.04] the collaborators up at the base level, so you can collaborate
[00:32:01.66] on an individual base, or you can create team members that share
[00:32:05.25] an entire selection of bases.
[00:32:07.64] Let's have a look at the Base Guests to begin with so this is
[00:32:10.22] just looking at the Shows Base, if I wanted to invite more
[00:32:13.98] guest collaborators I can just put in an email address.
[00:32:18.59] So Don@ScreenCastsOnline.com - I can add a message optionally
[00:32:23.72] I can give him a role as well, so he can be a Creator,
[00:32:27.07] he can have Read-Only access, Edit-Only Access or the Creator,
[00:32:31.86] so they can create new views, they can create new form tables etc.
[00:32:35.66] Let's go with Edit-Only and then we'll send the invite.
[00:32:42.81] If I just close down this particular panel and let's go out
[00:32:46.01] to the Home Screen, you'll see that the Shows Base now has
[00:32:48.24] this little icon, and if I hover over the icon you can see
[00:32:52.31] that the Collaborator is Don McAllister.
[00:32:54.76] I can also get to the Sharing panel from here as well, which
[00:32:57.88] is sharing, we get the same panel as we had before.
[00:33:00.83] OK what I think I'll do I'll go across to my iPhone,
[00:33:04.07] my personal iPhone as Don McAllister and have a look at the
[00:33:07.16] invitation and accept the invitation to Collaborate on this base.
[00:33:14.12] So here's the email across over on the iPhone 6S Plus,
[00:33:16.84] so SCO Demo has invited me to collaborate, to accept the
[00:33:20.72] invitation click on the link, we'll tap the link.
[00:33:25.30] OK we already have the app installed so I'll say Open and
[00:33:30.68] there in my Shared Bases is Shows so if I tap on Shows,
[00:33:34.88] I can see all the shows that SCO Demo has created,
[00:33:39.32] let's go ahead and edit something, let's go ahead and
[00:33:41.54] edit this Show Date.
[00:33:44.33] Let's put that in as 1st of March 2016, we'll say Done.
[00:33:51.31] And we'll pop back out.
[00:33:54.37] OK so that's all I need to do on the iPhone, so let me come
[00:33:57.52] out of here, and let's go across back to the Mac.
[00:34:03.62] So now if I go into my Shows Database or my Shows Base,
[00:34:06.96] scroll down to the bottom there's the new show, and there is
[00:34:09.64] the date: 1st of March 2016 and I can actually pop this open,
[00:34:15.75] and in the activity panel I can see that Don McAllister has
[00:34:18.29] updated this record and changed the Show Date.
[00:34:23.03] Now there is also a way of getting notifications as well
[00:34:25.62] let me close this down.
[00:34:28.37] So now I'm across over on my personal iPad Pro, so again I'm
[00:34:32.11] logged in as Don McAllister on Airtable on the iPad Pro,
[00:34:35.59] if I go into the Shared Base and of course it's synchronised
[00:34:38.16] automatically because I've already accepted on the iPhone,
[00:34:40.95] so if I go into my Shared Base, see the information density that
[00:34:43.99] we have on the iPad Pro with it being the larger screen.
[00:34:46.59] If I go back to the Show I edited before, let's say I'm going
[00:34:50.06] to change the date so it's going to be the 3rd of March and
[00:34:53.59] we'll say Done but I want to let the organiser know that I've
[00:34:56.53] actually changed the date - I can tap up in the top corner,
[00:34:59.56] so this is the activity so I can see I originally updated the
[00:35:03.10] record and now I've updated it again, but I want to bring
[00:35:05.89] this to the attention of SCO Demo so down under Add Comment,
[00:35:09.87] I can tap the @ sign and you'll see there I've got Don
[00:35:13.65] McAllister and SCO Demo, tap SCO Demo and then just put a
[00:35:17.47] quick message in.
[00:35:21.29] Right so SCO Demo should get a notification so let's go and
[00:35:23.87] have a quick look on the Mac make sure that's come through.
[00:35:26.57] I'll put this out of the way, we'll close that down,
[00:35:29.09] right back to the Mac.
[00:35:30.91] Now over on the Mac I've gone to my Notifications - it was
[00:35:34.50] actually blue, I've just clicked it, but I just wanted to
[00:35:37.44] make sure that you could see this, I can just tap on here,
[00:35:41.64] takes me into the Base, shows me the Activity so the
[00:35:44.48] original change, the new change and then this message
[00:35:48.01] "I've changed the Show date hope this is OK".
[00:35:51.25] And if I close that down, you'll see that notifications has
[00:35:53.55] gone back to plain now, it was blue before when this was a
[00:35:57.18] new notification.
[00:35:59.21] So that's collaborating on an individual base level,
[00:36:02.31] but you can actually collaborate as a team as well.
[00:36:04.92] If I go to the Share button, you'll see I've got
[00:36:08.35] Collaborators Base Guests which we've added Don McAllister in,
[00:36:11.02] but I've also got team members here as well but you
[00:36:13.29] can't actually configure this at this level, what you
[00:36:16.03] have to do is close that down, go back out to the Home Page,
[00:36:19.87] and then your bases are sorted into Teams.
[00:36:24.15] So I have a Personal Team and a Work Team, if I wanted to
[00:36:26.59] create a new team I could add a new team here, we'll give it
[00:36:29.92] a new name and double click on here.
[00:36:32.41] Say that was the SCO Team, OK and then Add New Bases etc.
[00:36:37.85] Let's just go back up to this Personal one or rather this
[00:36:40.44] Work one here, if I wanted to add a collaborator to the Work
[00:36:44.10] Team and that would give them access to all these different
[00:36:47.32] bases, I just click on this button here, and let's go ahead
[00:36:51.26] and we'll add Don McAllister again, now because I've added
[00:36:54.37] him before he's aware of Don McAllister so I can actually go
[00:36:56.79] ahead, select that.
[00:36:58.56] Now as before I can assign roles so as well as creator
[00:37:02.53] this time I've also got the option to make him the Owner
[00:37:04.94] of the Team as well so sort of all powerful, but let's go ahead
[00:37:09.13] and make him a Creator and we'll Send Invite.
[00:37:13.79] OK so now my two team members are SCO Demo and Don McAllister.
[00:37:18.63] Close that down and I can see on the actual header of the
[00:37:21.64] Work team, I can see the individual people so Don McAllister
[00:37:24.47] who's online, and SCO Demo - this is you.
[00:37:28.15] Now I'm pleased to say that there are few restrictions,
[00:37:30.38] if any actually on iOS as far as setting up Collaborators,
[00:37:33.53] unlike the other topics that we've covered this week,
[00:37:36.30] so from the Base level if we go into Shows I'm back on my
[00:37:38.95] iPad Air as SCO Demo so I'm not as Don McAllister this time.
[00:37:44.47] And in here if I tap on the icon in the top right hand corner,
[00:37:48.46] I can see well 1 Team Collaborator, that's myself,
[00:37:51.86] I've got 1 Base Collaborator that's Don McAllister,
[00:37:55.26] I can manage that collaboration here as well, I can remove him
[00:37:58.53] and change the permissions.
[00:38:00.27] OK if I want to add additional base collaborators I can just
[00:38:04.08] tap on there, it's giving me my contact name, but I can add
[00:38:08.11] by name or email at the top.
[00:38:10.12] So that's at the base level so full functionality there,
[00:38:12.73] come out of here, if I look at my Work Team and of course
[00:38:17.41] I've added Don McAllister as a collaborator to my Work Team,
[00:38:21.04] tap on the Work icon I can see 2 collaborators: SCO Demo,
[00:38:25.76] Don McAllister, tap in here, I can add additional team
[00:38:29.76] collaborators if I want or I can go in and I can manage the
[00:38:32.81] individual team collaborators so Don McAllister I can manage,
[00:38:37.33] change his permission levels, remove collaborator as well.
[00:38:40.83] There is also a document here as well about permission levels
[00:38:43.22] which gives you a full explanation of what all the different
[00:38:46.55] permissions are so well worth taking a look at that,
[00:38:49.46] there's some more information down here as to what the
[00:38:51.19] various roles allow you to do, but I'll say Done to that.
[00:38:56.15] So full functionality on iOS in setting up collaboration.
[00:39:00.18] Let's finish off with a quick look at some of the other
[00:39:03.71] features that I've not touched on.
[00:39:05.76] One being Search, so you've got a full search capability here,
[00:39:09.84] so if I wanted to search for iCloud you can see that's
[00:39:12.58] highlighted that particular record.
[00:39:14.35] So we also have the option to Create Snapshots as well,
[00:39:20.54] so we've got a full Undo and Redo but this option here
[00:39:23.42] enables us to do a snapshot.
[00:39:25.92] So my last snapshot - and this is sort of like a backup of
[00:39:28.94] your base, my last snapshot was on the 9th of February.
[00:39:32.88] I can just go, Take Snapshot and it'll take a few minutes for
[00:39:36.65] that to appear, but I can go ahead and restore the snapshot
[00:39:40.81] at a later date.
[00:39:41.57] So this is good if you're going to do anything major to your base,
[00:39:43.99] that you might be wary of, and you want to just sort of
[00:39:47.77] keep a record of where you're up to you can take a snapshot
[00:39:50.03] and save that for later restoration.
[00:39:53.70] Now you can also as well, there is another option here to
[00:39:56.15] Enable Visual Revision History in Expanded Records - that's
[00:39:59.42] switched on, so that's the option whereby we go into here we
[00:40:03.52] see the expanded view here, so I can see all the changes,
[00:40:07.40] so you can switch that off if you don't particularly want that.
[00:40:10.40] I thought it might be interesting to go ahead and restore a
[00:40:13.08] base from a snapshot, just as part of the demo, so I'm still
[00:40:17.82] in my Shows table, or my Shows Base rather and I've left it
[00:40:22.11] 10 or 15 minutes so I'm going to go ahead and go to the
[00:40:24.85] History icon, go to Snapshots.
[00:40:27.84] Right so there's the snapshot that I did 15 minutes ago,
[00:40:31.56] or 14 minutes ago, I can select that.
[00:40:34.27] Now it doesn't actually overwrite your original base,
[00:40:36.64] it'll just make a copy, so you can choose which team you
[00:40:39.72] want it to be in Personal or Work let's leave it with Personal
[00:40:42.57] and we'll say OK.
[00:40:44.12] And there we go, there's my Shows restored from the 3rd of
[00:40:49.15] March 2016, at 11.16am.
[00:40:53.32] So now I have 2 copies of my Shows Base and the most
[00:40:56.43] up-to-date one and one that I saved as a snapshot 15 minutes ago.
[00:41:02.15] Now I did say last time that I would take a quick look at the
[00:41:04.52] integrations, to be honest there are so many integrations
[00:41:07.85] it's very very difficult but if you go across to
[00:41:10.17] Airtable.com/Integrations this takes you to a webpage that
[00:41:15.60] describes all the different integrations available to you.
[00:41:19.19] Now there are some integrations straight out of the box,
[00:41:21.82] but there is also a service called Zapier, or "Zappier" -
[00:41:25.74] this allows you to pretty much link Airtable to over 450
[00:41:30.43] different web sites and apps using this sort of like go-between.
[00:41:34.56] Again, something I need to have a look at in the future and
[00:41:37.05] perhaps explain it in a bit more detail but you'll see here
[00:41:39.65] there are lots and lots of applications that you can
[00:41:41.87] integrate Airtable with, either passing information to
[00:41:44.07] Airtable or taking information out of Airtable and putting it
[00:41:47.43] into these various applications.
[00:41:49.91] The one that comes straight out of the box, if I go back to here,
[00:41:52.68] if I go back to the Home Screen, again let's use Shows,
[00:41:56.94] you'll see there is a Slack Notifications Service here,
[00:42:00.38] so you can configure that when any changes are made to
[00:42:02.88] a base those changes are reflected over in Slack - and Slack is
[00:42:07.38] sort of like a private email system that you can use with
[00:42:11.98] many different projects and keep a handle on what's going on,
[00:42:15.40] and again I will promise to cover Slack in the not too distant future.
[00:42:19.32] [Music]
[00:42:22.72] So that's Airtable - I have to say I've been blown away by
[00:42:26.28] the functionality of the application.
[00:42:27.90] As a web service it is really powerful and I'm finding lots
[00:42:31.53] and lots of different uses for it but go ahead, have a play,
[00:42:35.86] it is free and thanks by the way to those who did subscribe
[00:42:39.82] using my referral link ScreenCastsOnline.com/Airtable -
[00:42:44.82] that's enabled me to get some credit so that although I
[00:42:47.31] don't actually need it at the moment to be honest I've been
[00:42:49.10] able to do everything I want just with the free version
[00:42:51.83] but it's nice to know I've got some credits to pay for
[00:42:55.28] some other services if I need to.
[00:42:57.05] But anyway, that rounds up my coverage of Airtable for now,
[00:42:59.48] if they do come up with any brand new features or expand the
[00:43:02.34] service significantly in the future I will of course revisit
[00:43:05.38] it at that point.
[00:43:05.89] But anyway, that's it for this week, I'll speak to you next time.
[00:43:06.89] [Music]