Getting more done in less time with automations 

For the uninitiated, Airtable Automations allow you to quickly and intuitively define the “logic” that compels Airtable to do something in the background. This could be something big, like sending an email to the entire company—or something small yet pivotal, like updating a record every time you take an action. But first, you have to define that logic. We’ll show you how.

When to automate

So, how do you define “logic” anyway? With automations, you streamline tasks by building custom trigger-and-action sequences. In other words, you define a “trigger” that starts your process, then choose which “action” should automatically take place as a result. Here’s a simple way to think about it: IF something happens, THEN something else happens—“if” is your trigger and “then” is your action. For example, IF a prospective customer fills out my Contact form, THEN I can notify the assigned Sales person (so they follow up right away!).

Both triggers and actions can be events that take place in Airtable or in third-party apps using integrations. This helps your team work more productively by automatically centralizing and sharing information between tools as needed. Airtable has pre-built integrations for popular apps including Asana, Jira, Slack, Gsuite, and Outlook, as well as a robust API for further customization.

Here are a few examples of different events you can use when building automations in Airtable: 

Common triggers

Common actions

Events in Airtable: - A new record is added - A record matches specific criteria - At a scheduled date/time Events in Airtable: - Create a record - Find records - Run a script
Events in third-party tools: - A new event is created in Google Calendar - A new email is received in Outlook Events in third-party apps: - Send a Slack or Teams message - Send an email - Create an issue in Jira - Post on Twitter, Facebook, and more

Like most things in Airtable, automations are flexible, so you can tailor them to your workflow. You can start with a single action or build an automation with up to 25 different steps. Best of all, they take just a few clicks (and no code) to set up, then your process will automatically run in perpetuity. ✨

Here are just a few examples of how automations can help you streamline common workflows: 

Publish directly from Airtable

Whether you manage a blog, publish a story, or are in charge of making changes on the website as soon as a new product is ready, it’s likely you know the importance of organization and timing for a successful launch. Airtable can streamline your production process from start to finish by serving as your single source of truth for what’s going live, when. This way, your team is always seeing the latest content and you don’t have to worry about something slipping through the cracks. 

Using Airtable’s easy-to-use automations, you can build a workflow that automatically publishes social content as soon as it's marked “approved.” Here’s how:

Manage requests and reviews 

Managing reviews and approvals is a common task, whether you’re reviewing content or getting approval for your big launch strategy. In addition to serving as a source of truth keeping everything related to your project or process organized, Airtable can help speed up approval workflows.

Let’s say you’re a design team waiting for sign off from your partners ahead of a marketing campaign. You can use Airtable to keep all assets for the campaign organized with fields for different types of assets, current status, and even full-size image previews. Rather than waiting for someone to manually send a message to your partners, streamline your review process by building an Automation that automatically notifies stakeholders. Here’s how: 

Keep everyone informed 

Last but not least, Airtable can simplify how your team runs cross-functional projects. Say you’re on a product team. You’re building a new feature, working closely with marketing and customer-facing teams ahead of the launch. It’s critical that everyone knows what’s going on behind the scenes: ie, what you’re building and when it will be available. 

Unfortunately, cross-functional projects have a way of veering from the plan, no matter how good it was. Keeping partners in the loop is a critical step, but takes time away from the actual work. That’s where Airtable comes in. 

Set up an automation to ensure team members are kept up to date with any status changes the moment they happen. This way, cross-functional partners have the latest information and don’t need to wait for a product meeting or go searching for information in your product team base. Plus, the team making the updates also saves time by not needing to send manual updates or worry about making sure the right people are informed. It’s a win-win. ✨

Here’s how you can use Airtable to set up something similar for your team: 

Trigger

Action

[Screenshot for when “Release Date” changes value] [Screenshot for sending a message in #upcoming-releases channel with a custom message showing Feature Name ____ has changed launch dates from X to Y”

☑ Your turn: Build an automation 

Now it’s your turn to automate a process for your team. Remember, you can start with a simple trigger + action and build on top of it whenever you’re ready. 

If you need any additional help getting started, check out this support article, or contact our team

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