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welcome back to the BuiltOnAir podcast
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we are in season twenty three episode two
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and uh as i mentioned last week we’re
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kind of changing our format we’re gonna um
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just kind of be here we don’t have
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any slides or anything to kick us off
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or anything but uh last week we went
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through got you up to date on everything
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in the world of Airtable
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And this week,
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we’re going to do a deep dive and
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spend some time really learning the ins
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and outs of Airtable with the use case.
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And so, yeah,
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I don’t think there is any big news,
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anything worth mentioning,
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relatively quiet week.
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Yeah, nothing new.
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Yeah,
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I think all of the good stuff happened
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while we were gone.
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And now it’s kind of like a little
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bit back to basics.
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Digesting everything.
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So cool.
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With that,
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so Kamille is going to walk us through
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a demo and talk us through it.
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And we’re going to go deep into this.
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So I’ll share your screen on here.
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And go for it.
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All right.
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So this kind of use case came to
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me just as a like, oh,
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I wonder if I could do this without
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a script.
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It’s come up a couple of times in
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the forums and a couple other places where
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people have the need for records that are
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based on some sort of date to repeat
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over a specific event.
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interval.
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And that interval can be simple,
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like do this every Monday,
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or it could be a little bit more
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complex of do this every Monday, Tuesday,
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Wednesday, or at the end of every month,
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etc.
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And I think I had done this previously
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in the past with a script.
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And yeah,
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I was really curious what I could do
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if I said nope,
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we’re gonna do it all in formulas.
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And
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as few automations as possible.
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So with that,
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what we’re currently looking at is a very
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simple interface I threw together.
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And the example use case I came up
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with was a habit tracker.
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So I used to have an app on
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my phone that was supposed to keep you
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honest on the stuff that you’re supposed
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to do frequently.
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And I put together a list of chores
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and then set them on a schedule.
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So
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I’m a millennial,
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so all of the mail that I get
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is just junk mail.
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So I really only check my mail like
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at the end of the month,
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to be honest.
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So if I expand my settings section,
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I have it set up where each one
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of these records can have a repeating
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schedule attached to it.
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This is kind of where I miss the
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ability to hide
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have conditional visibility on interface
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sections.
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Not every one of these sections settings
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over to the right are relevant for all
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of these,
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but just to read out some of the
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ones that I’ve already baked in here at
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a set interval would let me do the
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first two.
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So I could do any number of days,
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weeks, months.
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I could have expanded to quarters and
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years,
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but didn’t think that was necessary for
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this demo.
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on specific weekdays would be just this
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one here, where I’m linking to Sunday,
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Monday, Tuesday through Saturday.
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And I’ll talk about why that is a
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linked record field instead of a
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multi-select field as we sort of get
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deeper into the
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how I set all of this up.
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And then the last two,
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fairly straightforward,
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on the first day of the month or
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on the last day of the month.
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And with this example,
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it’s set to on the last day of
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the month.
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I also added in the ability to have
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habit streaks.
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So if you do your chores or whatever
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these records are called,
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every record in a row,
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you add on to a streak.
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But if you miss one,
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it starts a new streak.
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And then if I scroll down to the
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calendar,
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you can see that the fourth time that
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this chore was supposed to happen was at
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the end of last month, which is December,
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twenty twenty five.
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And then the next one coming up is
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January thirty first.
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And if I scroll back,
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these are color coded.
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So green means I did it when I
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was supposed to.
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And light green means I did it,
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but late.
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And I think gray means that it just
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hasn’t happened yet.
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So that’s my way of visually taking track
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of those streaks.
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And the last thing that’s on this
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interface is this automatic button here.
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If I scroll,
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you’ll see that my records sort of stop
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in January and then I don’t have any
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more after that.
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There’s none for the end of February.
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If I click this button,
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it’s going to run an automation that’s
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going to
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create all of the next set of chores.
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I stopped at five and you’ll see why
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I stopped at five when we get to
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the automation that controls this.
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It goes all the way to the tenth,
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which would put us in June and I
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can keep clicking this and it would create
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the next five always popping on when the
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date should actually be.
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You can see it’s still going and then
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it’s done.
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So that is the general setup of what
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this looks like.
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And it works the same,
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let me go back to today,
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for the more complicated ones,
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like do this on specific weekdays.
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Like I said,
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there’s some good reasoning as to why this
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is a linked record field instead of a
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multi-select field,
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mostly because I wanted to be able to
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handle,
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I’ve conveniently
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linked Monday, Wednesday,
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Friday in the order in which they appear
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in a week.
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But what if I didn’t link these in
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the actual order?
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So if I did Sunday and then Tuesday,
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I wanted the formula behind the scenes to
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be able to account for
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Yes, you put in all the days,
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but you didn’t put them in in the
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right order.
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That’s easier to do with a linked record
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field.
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If I scroll down,
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it’s going to take into account whatever
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you had selected at the time,
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and it’s going to count going forward.
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Monday already happened in this week.
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So it started with the next day in
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the cycle, which would have been tomorrow,
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which is a Wednesday and then Friday.
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And then next week there is a Monday
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that’s eligible.
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So Monday, Wednesday, Friday.
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And if I run this again,
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the next time it goes,
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it’s going to do Sunday and Tuesday as
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well.
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and then the more simple example is on
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a set interval repeat every three days so
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those are all of the different um
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configurations that i’ve set up and now we
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can kind of talk about my way of
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doing this now you could do this in
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a considerably different manner than i did
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this but
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I wanted to make this hopefully easy to
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understand.
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And then I gave up after a while
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because it’s I think it’s easy to
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understand,
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but you really have to look at it
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for a while.
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At least that’s my interpretation of it.
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So to start with.
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It’s you start with the questions you want
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to ask.
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How often does this thing repeat?
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And so the first thing I had to
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grapple with is what are the scenarios
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that I even wanted to cover?
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There’s several other types of repetition
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that are not in this space,
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but could be like do this on every
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third Thursday, for example.
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That’s not something that this base can do
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quite yet,
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but it’s something that I could add.
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And then
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We need things to repeat.
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So I’m linking to another table called
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tasks, which is just pretty simple.
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It’s a link of what the chore is
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or the habit.
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And then a number to indicate this is
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the first time, the second time,
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the third time when it’s due.
[00:08:27]
We’ll talk about streaks later.
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And then a simple status of yes,
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it was done or no,
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it hasn’t been done yet.
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And then from there,
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now we need specific information about
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that repetition.
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So if you chose a set interval,
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I need to know a number of times
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to like skip.
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So this is what this field is,
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the repeat interval number,
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simple number field, nothing special.
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And then repeat interval period,
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simple single select field.
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Like I said before, you could do,
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Hours, if you wanted,
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you could do quarters or years.
[00:09:09]
I stuck with days, weeks, and months.
[00:09:11]
The process is going to be the same
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no matter what you pick.
[00:09:15]
And then for that,
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I’m going to kind of scroll to the
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right and you can kind of preview.
[00:09:21]
It takes a couple of different formulas
[00:09:24]
for this to work in the way that
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I wanted it to work.
[00:09:29]
And it all kind of culminates in this
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one field called next due date.
[00:09:36]
In order to do this and keep it
[00:09:37]
clean,
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I have the simple overarching formula here
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of depending on what your when to repeat
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is, your schedule,
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it will output the date of some of
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these more
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more complicated, more specific formulas.
[00:09:56]
That way,
[00:09:56]
this formula remains pretty legible.
[00:10:00]
So at a set interval,
[00:10:02]
we want to take the last due date
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and add this number of periods.
[00:10:08]
So the date add field is pretty great
[00:10:11]
in that all it needs is a starting
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date, a number,
[00:10:14]
and whether it’s
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days, weeks, months.
[00:10:17]
And that’s why I formatted those other two
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fields in that way.
[00:10:20]
So the date add portion of it could
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be pretty straightforward.
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You just plug in those days.
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The other ones needed a little bit more
[00:10:30]
help.
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So they are all based off of the
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latest due date,
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which is taking all of the records from
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the task table that are linked to that
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habit or chore.
[00:10:43]
And they’re trying to find, well,
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what is the latest due date?
[00:10:47]
And if there isn’t one,
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this is just a roll-up field with max
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as the aggregation.
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If there isn’t one, just use today.
[00:10:56]
So we don’t have any errors in any
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of our date calculation.
[00:11:00]
We need to give it something.
[00:11:03]
The most complicated interval to go over
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is on specific weekdays.
[00:11:10]
This one took the majority of my time
[00:11:13]
to figure out.
[00:11:15]
Like I said before,
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it’s based off of a table of weekdays.
[00:11:20]
Also,
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I could have a sort or a number
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field associated with each of them.
[00:11:25]
And that allows me to more easily add
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or subtract days depending on when we need
[00:11:31]
to offset.
[00:11:33]
So if I scroll,
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it takes several formulas to get to where
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I need to go.
[00:11:41]
Starting with latest weekday,
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we take the latest due date,
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which is the one that we just went
[00:11:45]
over, and we format it as a day.
[00:11:49]
Or it’s a weekday.
[00:11:50]
So starts pretty simple.
[00:11:52]
One date time format.
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And again, this is why we output today.
[00:12:00]
Why we output today if we don’t have
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any tasks yet.
[00:12:03]
It’s so that all the remaining formulas
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don’t need that if clause of if date,
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then calculate.
[00:12:09]
If not, leave empty.
[00:12:11]
This just lets all of the remaining
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formulas, and there’s a couple,
[00:12:15]
be as simple as they can be.
[00:12:18]
So now we need to know what is
[00:12:21]
the position of the latest weekday.
[00:12:25]
And when we say position,
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we’re talking about this formula.
[00:12:30]
This is the most hacky portion, I think,
[00:12:33]
of my implementation that I’ve done.
[00:12:35]
It’s all of the weekdays in the
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three-letter format and then repeated
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twice.
[00:12:42]
The reason being is because if you have
[00:12:46]
something repeat, say, Monday, Wednesday,
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Saturday,
[00:12:51]
and
[00:12:51]
It was very difficult for me to write
[00:12:54]
a formula that says, well,
[00:12:56]
if today is Saturday,
[00:12:58]
the next thing in the sequence should be
[00:13:00]
Monday.
[00:13:01]
And if I stopped the sequence at Saturday,
[00:13:05]
there would be nothing left in the
[00:13:06]
sequence.
[00:13:07]
So.
[00:13:09]
if i repeat it twice if today is
[00:13:11]
saturday it can keep going and say it’s
[00:13:14]
monday you don’t need to keep repeating it
[00:13:17]
infinitely because if you’re using the
[00:13:20]
find function in a formula it’s going to
[00:13:22]
find the first time saturday appears so
[00:13:25]
we’re actually never going to get to the
[00:13:27]
second saturday we’re always going to
[00:13:28]
start here and then it’s able to skip
[00:13:30]
forward and say oh the next thing in
[00:13:32]
the sequence is monday
[00:13:34]
So is there another way to do that?
[00:13:36]
Probably.
[00:13:37]
This is the way I did it.
[00:13:39]
So that’s the position of where,
[00:13:44]
in this case,
[00:13:45]
Friday is in this very long string of
[00:13:49]
every weekday repeated twice.
[00:13:52]
Now we need to know when the next
[00:13:53]
weekday is in the sequence.
[00:13:57]
So
[00:13:59]
This is where it starts to get a
[00:14:00]
little bit complicated.
[00:14:01]
So what we need to do is take
[00:14:04]
if the current or the latest weekday in
[00:14:07]
the sequence of all the tasks that we
[00:14:09]
have is Friday,
[00:14:11]
we need to know what the next one
[00:14:13]
in the sequence is.
[00:14:15]
If you’ve only set one day that it
[00:14:19]
repeats on, it repeats every Friday.
[00:14:21]
Well, then you can just say, all right,
[00:14:23]
well,
[00:14:23]
then the next weekday is whatever the
[00:14:25]
latest weekday is.
[00:14:26]
That’s this first condition kind of gets
[00:14:29]
you out of doing all of this complicated
[00:14:30]
logic.
[00:14:32]
And then, like I said before,
[00:14:35]
I did this where Sunday is the start
[00:14:38]
of the week.
[00:14:38]
If you want to replicate this where Monday
[00:14:41]
is the start of the week,
[00:14:42]
you would adjust what your special day is.
[00:14:45]
For me, my special day is Saturday,
[00:14:47]
which is the end of the week.
[00:14:50]
If the latest weekday is Saturday,
[00:14:53]
then you know that the next weekday is
[00:14:57]
whatever the first day in the sequence is.
[00:15:00]
That’s what this is because the week is
[00:15:02]
over.
[00:15:02]
It’s going to be whatever the next day
[00:15:04]
is.
[00:15:06]
And then all of the other ones are
[00:15:10]
a calculation of find today or what the
[00:15:15]
latest weekday is in the sequence and then
[00:15:19]
find what the next one is and then
[00:15:23]
calculate the distance between them.
[00:15:26]
The reason why the number three is all
[00:15:27]
over the place and then it increments
[00:15:30]
three, six, nine,
[00:15:31]
twelve is because of the way I formatted
[00:15:34]
all of the names of the days.
[00:15:36]
Sun is three characters long.
[00:15:39]
That’s why three was all over that
[00:15:42]
formula.
[00:15:44]
All of that gives me enough information to
[00:15:46]
calculate what the next weekday is.
[00:15:51]
So I can plug it into the overall
[00:15:54]
formula of on specific weekdays.
[00:15:58]
I now know how many days to add
[00:16:00]
to my latest due date.
[00:16:03]
And it’s always going to be adding days.
[00:16:06]
The next two, much more straightforward.
[00:16:09]
First day of the month and last day
[00:16:10]
of the month.
[00:16:12]
Go back to the long formula,
[00:16:15]
not the switch, but the, yeah, this one.
[00:16:21]
Well, no.
[00:16:22]
This one.
[00:16:23]
Okay.
[00:16:24]
So when you get a formula like this,
[00:16:26]
where there’s lots of stuff going on,
[00:16:29]
how do you debug this?
[00:16:30]
How do you get this working?
[00:16:31]
What are some tips and tricks to get
[00:16:34]
a complex formula like this?
[00:16:36]
Yeah.
[00:16:37]
So originally I came up with a formula
[00:16:40]
that worked in the test scenario that I
[00:16:43]
came up with.
[00:16:44]
And then I kept testing and realized it
[00:16:46]
didn’t work at all if the last day
[00:16:48]
was Saturday.
[00:16:49]
So I had to add extra stuff at
[00:16:51]
the top.
[00:16:52]
So really what helped with writing this
[00:16:55]
was coming up with a couple of different
[00:16:57]
scenarios I wanted to test for.
[00:16:59]
I wanted to test
[00:17:02]
How simple could the formula be if you
[00:17:05]
know you were repeating on one weekday?
[00:17:07]
Right.
[00:17:08]
then you don’t need all of this
[00:17:10]
complicated logic about the sequence or
[00:17:12]
anything.
[00:17:12]
If it’s the same weekday,
[00:17:14]
then it’s just add seven days to whatever
[00:17:17]
the last one is.
[00:17:19]
And then I had to figure out what
[00:17:22]
to do Saturday, and then I realized, well,
[00:17:25]
if I order all of the weekdays,
[00:17:28]
one through seven,
[00:17:30]
and I know that Saturday is the last
[00:17:32]
one, then…
[00:17:34]
what if I have my weekdays in the
[00:17:36]
sequence,
[00:17:36]
the next one is gonna be whatever the
[00:17:38]
first one is.
[00:17:39]
So that’s how I came up with like
[00:17:41]
this workaround.
[00:17:42]
And then this was all about repetition.
[00:17:45]
Well, this is kind of long.
[00:17:47]
This is the same formula,
[00:17:49]
Over and over and over again,
[00:17:51]
where the only difference is where you
[00:17:53]
start from three, six, nine, twelve, etc.
[00:17:57]
So I really had to think through I
[00:17:59]
try to put it in words of what
[00:18:02]
I was trying to do and what I
[00:18:04]
was trying to do.
[00:18:07]
Was I know that the latest weekday is
[00:18:11]
this field and I wanted to find where’s
[00:18:14]
the first time this word appears in this
[00:18:17]
sequence.
[00:18:18]
And then I know the next thing I’m
[00:18:21]
looking for.
[00:18:24]
based on the weekdays that I’m repeating.
[00:18:28]
So I want to get from here to
[00:18:30]
where the next word appears in that
[00:18:32]
sequence.
[00:18:33]
So talking it out kind of helped me
[00:18:36]
figure out what I needed to write.
[00:18:38]
And then it was just a lot of
[00:18:40]
tweaking, at least for me.
[00:18:43]
of, like,
[00:18:45]
now that I have it in words that
[00:18:47]
at least I understand,
[00:18:49]
I need to find a way to make
[00:18:50]
it repeatable so that if I need to
[00:18:52]
change this going forward,
[00:18:55]
I might have to make several changes,
[00:18:56]
but they’re predictable changes.
[00:18:58]
So in this case, right,
[00:19:00]
if I wanted to move from weeks start
[00:19:04]
on Sunday to weeks start on Monday,
[00:19:06]
all of the
[00:19:08]
numbers can remain the same but i’d have
[00:19:10]
to change saturday to sunday instead
[00:19:15]
because that would be when the weeks end
[00:19:17]
now yeah so those are the kind of
[00:19:19]
things that i like started to think
[00:19:21]
through and the reason why i have multiple
[00:19:25]
formulas you could in theory have done
[00:19:28]
this all in one big formula but then
[00:19:30]
it would have been really really really
[00:19:32]
hard to read
[00:19:33]
So I took it where each of my
[00:19:36]
repetition intervals had their own set of
[00:19:39]
formulas if they needed them.
[00:19:41]
That way,
[00:19:42]
if I wanted to tweak how first day
[00:19:44]
of the month worked, for example,
[00:19:46]
I can go to just the formula that
[00:19:48]
controls that one and not have to dig
[00:19:51]
through a very long formula that controls
[00:19:53]
all of them.
[00:19:56]
Ali,
[00:19:56]
any other tips or tricks with debugging
[00:19:59]
complex formulas?
[00:20:02]
Yeah, I mean, just in general,
[00:20:04]
I typically duplicate the field,
[00:20:07]
especially if it’s a formula that’s like
[00:20:09]
already being used and has dependencies.
[00:20:11]
So always duplicate it first.
[00:20:13]
And then the first thing I do is
[00:20:15]
I put a little test tube emoji in
[00:20:17]
front of the field name so that when
[00:20:19]
I’m looking at it,
[00:20:20]
I know which one’s my test one and
[00:20:21]
which one is the real one.
[00:20:25]
breaking it out into several different
[00:20:26]
formulas like Kamille was just touching on
[00:20:29]
is my number one tip, I think,
[00:20:31]
for debugging formulas.
[00:20:32]
And if you’re having trouble,
[00:20:34]
it’s like you might not know if you’ve
[00:20:36]
got a lot of nested pieces of that
[00:20:39]
function,
[00:20:40]
you really need to know like which part
[00:20:42]
of it is throwing off the rest.
[00:20:44]
So breaking it out into its smallest
[00:20:47]
components and kind of working from there
[00:20:49]
is, in my opinion,
[00:20:50]
the best and easiest way to debug.
[00:20:53]
I also had a couple of like temporary
[00:20:55]
formula fields.
[00:20:56]
Like when I was doing, not this one,
[00:20:59]
this one, at the beginning,
[00:21:04]
the first version of this formula,
[00:21:06]
it was take this and then do this
[00:21:08]
and then do this and then do that.
[00:21:10]
And it wasn’t coming up with what I
[00:21:11]
wanted.
[00:21:12]
So I had a separate formula field where
[00:21:16]
I would test each of those thises
[00:21:18]
where I found what the output of just
[00:21:21]
this part of the formula was,
[00:21:24]
and that helped me figure out, oh, okay,
[00:21:26]
well,
[00:21:26]
the first three steps of this formula are
[00:21:28]
doing what they’re supposed to,
[00:21:29]
but the fourth step,
[00:21:31]
I did something wrong there.
[00:21:32]
It’s outputting, you know,
[00:21:34]
it’s not outputting a string,
[00:21:35]
it’s outputting a number.
[00:21:36]
So I need to figure out what I
[00:21:38]
can do to just this part to get
[00:21:40]
it back into the format that I’m expecting
[00:21:42]
so that steps five, six, et cetera,
[00:21:44]
can work the way that they need to.
[00:21:46]
So having those temporary separate
[00:21:49]
formulas help you do that debugging as
[00:21:52]
well.
[00:21:52]
And once you’ve figured it out,
[00:21:54]
you can get rid of them and they’re
[00:21:55]
out of the way.
[00:21:56]
Similar to Ali about adding a specific
[00:21:59]
emoji to the start,
[00:22:01]
you’ll notice that some of my formulas
[00:22:04]
have this sort of white dot and some
[00:22:06]
of them don’t.
[00:22:06]
have this gear icon in front of them.
[00:22:09]
That’s more kind of like naming convention
[00:22:11]
to help me understand the difference
[00:22:13]
between a lot of these fields that are
[00:22:15]
going to have similar names because
[00:22:18]
they’re like helper fields for another
[00:22:20]
field, if that makes sense.
[00:22:22]
So in this instance,
[00:22:24]
all of the gear icons are like,
[00:22:26]
this is a setting that should be displayed
[00:22:28]
to the user.
[00:22:29]
So we want people to go back and
[00:22:31]
edit how many days are in between the
[00:22:34]
repetitions or what weekdays,
[00:22:36]
so they get the gear icon.
[00:22:38]
And then the white dots are more like,
[00:22:40]
well,
[00:22:40]
these are all helper fields that you don’t
[00:22:43]
really need to look at.
[00:22:44]
Once you’ve written out all of these
[00:22:46]
formulas,
[00:22:47]
you don’t need to look at them again
[00:22:49]
until you want to change something
[00:22:51]
foundationally about the date calculation.
[00:22:54]
And then the last field that is actually
[00:22:57]
used for creating these new records,
[00:23:00]
it doesn’t have any emoji at the start.
[00:23:02]
It’s a simple formula that outputs the
[00:23:05]
desired end result.
[00:23:07]
And then, um,
[00:23:11]
One thing I started doing with switch
[00:23:13]
statements.
[00:23:14]
Um, and if,
[00:23:15]
so if you’re not familiar with the switch
[00:23:16]
statement, it’s essentially like a big,
[00:23:18]
if else, if,
[00:23:19]
if you said the first value and then.
[00:23:23]
It’s kind of a weird one because it’s
[00:23:25]
like the first one is what you’re
[00:23:26]
basically looking on and then you’re
[00:23:28]
comparing that with the second and then
[00:23:31]
third.
[00:23:32]
So it’s like every other entry is a
[00:23:37]
comparison on the first entry.
[00:23:39]
Anyways,
[00:23:41]
one thing I started doing with something
[00:23:42]
like this is
[00:23:44]
using linked records for the values
[00:23:47]
instead of a dropdown and then using the
[00:23:49]
record IDs.
[00:23:51]
So that, you know, cause my biggest fear,
[00:23:53]
especially in formulas, if you’re using,
[00:23:55]
if you’re comparing any field with a value
[00:23:59]
of a dropdown,
[00:24:00]
that somebody is gonna change the value of
[00:24:02]
that dropdown.
[00:24:04]
And then it messes up all your formulas.
[00:24:08]
I sometimes will use emojis in like those
[00:24:12]
drop down values.
[00:24:13]
So like if it’s like, you know,
[00:24:15]
say to do in progress done,
[00:24:17]
I might have like an X,
[00:24:19]
a
[00:24:20]
So long as they don’t change the… Yeah,
[00:24:23]
exactly.
[00:24:23]
And I tell them, like,
[00:24:24]
you can change what the words are,
[00:24:25]
but don’t change the emoji or something
[00:24:28]
like that, just so it’s… Yeah.
[00:24:30]
But then it wouldn’t work in a switch.
[00:24:32]
The switch has to be the full value.
[00:24:33]
You could choose the first part to say,
[00:24:37]
like, left one of the thing.
[00:24:41]
So it’s whatever the first character is
[00:24:43]
and make that that.
[00:24:45]
But yeah,
[00:24:46]
both of those great solutions for the
[00:24:49]
switch because I’m terrible at spelling
[00:24:51]
apparently.
[00:24:52]
So it is often the case where like
[00:24:55]
the logic is fine and then it will
[00:24:57]
output nothing or whatever the default is.
[00:25:00]
And then I’ll look back and it’s like,
[00:25:01]
oh,
[00:25:01]
I added two ends to the word month
[00:25:04]
for whatever reason in the dropdown.
[00:25:07]
And so you have to go back and
[00:25:08]
rename it and make sure that your formula,
[00:25:11]
which is dependent on it,
[00:25:13]
they have to match spelling.
[00:25:15]
So another thing with the switch as well,
[00:25:20]
sometimes it’s helpful to wrap whatever
[00:25:22]
you’re sending in as lower so that you
[00:25:27]
don’t have to worry about cases matching.
[00:25:30]
I accidentally wrote this as a lowercase
[00:25:32]
a,
[00:25:32]
if you wrap whatever your comparison value
[00:25:35]
is up at the top in lower or
[00:25:38]
upper, if you would prefer,
[00:25:39]
then you can know that what you’re typing
[00:25:42]
in for what to compare it against is
[00:25:44]
going to match at least on that front.
[00:25:46]
Yeah.
[00:25:47]
And then trim.
[00:25:48]
If you want to be really, really careful,
[00:25:51]
you’d wrap whatever it is in whatever
[00:25:54]
tricks you’re doing and then wrap the
[00:25:55]
whole thing in trim so that you know
[00:25:58]
whether you’ve added an extra space or not
[00:26:00]
to your comparison values.
[00:26:02]
And then having it in trim,
[00:26:03]
make sure that whatever you’re comparing
[00:26:05]
it against also doesn’t have that extra
[00:26:08]
space at the end.
[00:26:09]
Very true.
[00:26:11]
And also one of the cool things,
[00:26:14]
it’s been a year or two that they
[00:26:16]
added the formatting so you can actually
[00:26:19]
format it like a dropdown of these values.
[00:26:23]
But that becomes tricky if you’re
[00:26:25]
dependent on those and you get the wrong
[00:26:27]
one and it goes to the default state
[00:26:30]
and then I’ve had it mess up automations
[00:26:34]
because the spelling wasn’t the same as
[00:26:37]
what the output was.
[00:26:40]
yeah um the format formula as drop downs
[00:26:44]
and check boxes i use all the time
[00:26:46]
they’re i think they’re one of my favorite
[00:26:49]
little adjustments um in recent Airtable
[00:26:52]
history um they’re not as relevant for
[00:26:56]
this workflow here i don’t know if i’ve
[00:26:58]
used that anywhere in this space but
[00:27:01]
It is, they are so helpful,
[00:27:04]
but you do kind of run into that
[00:27:05]
same sort of, it’s not a trap,
[00:27:08]
but the same sort of potential outcome of
[00:27:10]
if your thing doesn’t match,
[00:27:13]
Airtable is not going to do what you
[00:27:15]
would hope it does.
[00:27:16]
I had the funniest or it ended up
[00:27:19]
being a funny situation.
[00:27:20]
I was banging my head against the wall
[00:27:22]
for a while over it involving those single
[00:27:25]
select formatted formula fields.
[00:27:29]
I had I was trying to update the
[00:27:30]
formula.
[00:27:31]
So I had duplicated the field,
[00:27:33]
redid the formula, saved it.
[00:27:35]
And then what I always do is I
[00:27:36]
do a comparison formula.
[00:27:38]
So I
[00:27:39]
I do a new field and say,
[00:27:40]
if this one does not equal this one,
[00:27:43]
throw a value.
[00:27:44]
And I compare them to make sure.
[00:27:46]
I look at the records that are about
[00:27:47]
to change and make sure I agree, yes,
[00:27:49]
those are the ones that should be changing
[00:27:50]
values.
[00:27:52]
So all of them had the x.
[00:27:54]
They all were like,
[00:27:54]
these are all different.
[00:27:55]
But I was looking at them,
[00:27:56]
and I’m like,
[00:27:57]
they all look exactly the same to me.
[00:27:59]
I was staring at it for probably a
[00:28:02]
couple of days.
[00:28:02]
I kept coming back to it, being like,
[00:28:04]
it’s the same thing.
[00:28:06]
It’s literally the same thing.
[00:28:10]
They finally figured out.
[00:28:11]
I had set the default value to one
[00:28:14]
of the values on the list,
[00:28:17]
and it had the shrug emoji in it,
[00:28:19]
like somebody being like, hmm.
[00:28:21]
And in my new formula,
[00:28:23]
when I had typed the shrug emoji,
[00:28:24]
I chose the little brown,
[00:28:27]
it had black hair, the little figure.
[00:28:32]
But in the other formula,
[00:28:34]
it had blonde hair.
[00:28:35]
And it was the default was set to
[00:28:38]
the one with blonde hair.
[00:28:39]
And I was like, literally,
[00:28:40]
it was just the different color hair
[00:28:42]
emoji.
[00:28:42]
Wow.
[00:28:44]
Be very careful with the people ones
[00:28:46]
because they all there’s so many
[00:28:47]
variations, and you know,
[00:28:49]
hard to even tell which one it is.
[00:28:51]
So long story,
[00:28:52]
but I thought that was kind of funny.
[00:28:54]
I was like, Oh, it’s relevant.
[00:28:57]
If they don’t match.
[00:28:58]
Cool, cool.
[00:29:02]
Yeah.
[00:29:03]
Also, Kamille,
[00:29:03]
this is such a creative solution.
[00:29:06]
Like I love having the,
[00:29:08]
how you did the thing with the weekdays
[00:29:09]
all out the two weeks in a row
[00:29:12]
helper field.
[00:29:12]
Like that had,
[00:29:13]
that just gave me a bunch of ideas
[00:29:15]
too.
[00:29:16]
Like I once, once upon a time,
[00:29:19]
like one of the very first projects I
[00:29:20]
ever did, somebody asked me if they could,
[00:29:23]
if I could write a formula to figure
[00:29:25]
out how many Fridays fell in between two
[00:29:28]
dates, which I don’t know.
[00:29:33]
I went to the forum,
[00:29:34]
someone gave me a formula and I thought
[00:29:37]
it worked,
[00:29:37]
but years later I revisited it and I
[00:29:39]
was like, this does not work.
[00:29:42]
But I wonder if you could do something
[00:29:44]
using this technique.
[00:29:46]
You probably can.
[00:29:47]
It’s like you have…
[00:29:52]
It sounds like a simple question,
[00:29:54]
but it’s tougher than it sounds because
[00:29:57]
first you need to figure out how many
[00:29:58]
weeks are between the two dates that you
[00:30:00]
have.
[00:30:01]
And then you have to figure out, well,
[00:30:03]
what is the weekday of both the start
[00:30:06]
and the end?
[00:30:07]
And that will tell you if the start
[00:30:11]
date is a Saturday, for example,
[00:30:12]
that’s one fewer Friday that could be
[00:30:16]
between those two dates.
[00:30:18]
And if the end date is a Thursday,
[00:30:21]
that’s another fewer Fridays that could be
[00:30:24]
between those two dates.
[00:30:25]
So that’s why the weekday of the start
[00:30:28]
and end are important to know.
[00:30:31]
But if, you know…
[00:30:33]
If you start on a Thursday and end
[00:30:35]
on a Saturday,
[00:30:36]
that’s two extra Fridays that are between
[00:30:38]
those dates.
[00:30:39]
So you have to first figure out that,
[00:30:42]
and then you figure out how many weeks
[00:30:44]
are between the start and the end date,
[00:30:47]
and then you just subtract that.
[00:30:49]
is somewhere between zero and four.
[00:30:52]
So it’s like,
[00:30:56]
you have to answer a couple of questions
[00:30:57]
before you can answer that question.
[00:30:59]
And this workaround, I thought of,
[00:31:04]
it wasn’t the first thing I thought of,
[00:31:05]
it was like the second thing I thought
[00:31:06]
of.
[00:31:06]
And I was like, no,
[00:31:08]
I don’t have to resort to that.
[00:31:09]
I’ll figure it out.
[00:31:10]
And then I spent another maybe hour and
[00:31:13]
a half
[00:31:14]
really digging through that other formula
[00:31:16]
and trying to think through every possible
[00:31:20]
you know, like edge case.
[00:31:25]
And then I was like, well,
[00:31:26]
unfortunately this solves all of them.
[00:31:29]
It’s like, you can’t,
[00:31:31]
you’re never going to have more than two
[00:31:35]
weeks at a time that you need to
[00:31:37]
take into account for what my formula is
[00:31:40]
trying to do.
[00:31:41]
And this formula is just me typing this
[00:31:45]
twice.
[00:31:45]
Yeah.
[00:31:47]
It feels so silly.
[00:31:48]
And again,
[00:31:49]
the reason why this is a separate formula
[00:31:52]
is so that I don’t have to type
[00:31:53]
that string seven times in that other
[00:31:56]
formula.
[00:31:57]
I can just refer to it multiple times
[00:32:00]
and it keeps the other formulas shorter.
[00:32:04]
I love it.
[00:32:05]
It’s like simple, brilliant.
[00:32:07]
Yeah.
[00:32:07]
Yeah,
[00:32:10]
I wouldn’t have come up with that idea.
[00:32:13]
It took a while.
[00:32:14]
But that’s the explanation of how all of
[00:32:17]
the formulas work.
[00:32:19]
The last bit is the automation piece.
[00:32:23]
So there’s two automations,
[00:32:25]
and that’s it for this space.
[00:32:28]
Let me collapse things down a little bit.
[00:32:32]
If I go back to the interface really
[00:32:34]
quick,
[00:32:34]
that button in the top right triggers the
[00:32:37]
first automation,
[00:32:38]
which creates the next set of tasks.
[00:32:43]
The reason why I did it this way
[00:32:46]
is, again,
[00:32:46]
I was trying to avoid a script.
[00:32:48]
If I had a script in here,
[00:32:50]
I could make it do thirty new tasks
[00:32:54]
at a time, fifty, a hundred.
[00:32:57]
But because I’m not using a script,
[00:32:59]
you have to have separate create record
[00:33:01]
steps for each new task that you’re trying
[00:33:05]
to create.
[00:33:08]
And there is a workaround that I was
[00:33:10]
considering and ended up not doing to make
[00:33:13]
this more than five in a way that’s
[00:33:16]
not annoying to do.
[00:33:18]
And I’ll talk about that later.
[00:33:20]
But broadly,
[00:33:21]
what this is doing is that button on
[00:33:24]
that interface checks a checkbox.
[00:33:27]
And whenever that checkbox is checked,
[00:33:29]
this automation will run.
[00:33:31]
So there’s a simple condition at the top.
[00:33:34]
um in order to create the next task
[00:33:36]
i need to know when the next due
[00:33:38]
date is which was the result of all
[00:33:41]
of those formulas we just went over so
[00:33:44]
take that next due date and create a
[00:33:48]
new record where the due date is that
[00:33:50]
date
[00:33:51]
And then I didn’t show it,
[00:33:52]
but there’s a,
[00:33:55]
I call the field an auto number.
[00:33:56]
It’s not.
[00:33:57]
It’s a number field that I’m auto
[00:33:59]
incrementing by just taking whatever the
[00:34:02]
max number is and adding one.
[00:34:04]
That way each task has their own auto
[00:34:06]
number.
[00:34:08]
that they don’t run all together,
[00:34:12]
this task can have one through ten and
[00:34:14]
the other task can have one through ten.
[00:34:17]
So the first one is simple.
[00:34:20]
And the second one,
[00:34:22]
while this looks pretty similar,
[00:34:25]
it is doing something similar,
[00:34:27]
except it’s not reading from the trigger
[00:34:29]
anymore.
[00:34:30]
It’s reading from the previous output.
[00:34:32]
So these are created in a defined
[00:34:35]
sequence,
[00:34:37]
where first it’s going to create this
[00:34:40]
record,
[00:34:40]
and then it’s going to create this record.
[00:34:42]
And that allows me to say,
[00:34:45]
the due date of this second task should
[00:34:51]
be based on the first task that I
[00:34:54]
created.
[00:34:55]
The formulas that we went over already are
[00:34:59]
going to calculate again because the
[00:35:02]
roll-up field would have updated itself
[00:35:05]
and then all of the formulas I talked
[00:35:07]
about are going to do their calculation
[00:35:09]
and figure out what the now next due
[00:35:11]
date is.
[00:35:12]
And I’m bringing that in as a rollup.
[00:35:15]
So after this first task is created,
[00:35:19]
the rollup gets updated and I can bring
[00:35:21]
that in.
[00:35:22]
And same thing with the next auto number.
[00:35:24]
So this task is now reading from the
[00:35:28]
second task that’s created.
[00:35:31]
Now that the second task is created,
[00:35:33]
the due date updated again.
[00:35:34]
So pull that in and that’s what the
[00:35:37]
next due date is.
[00:35:39]
So I could have kept going.
[00:35:41]
The limit of steps, I think,
[00:35:43]
is twenty five for an automation.
[00:35:48]
So I could do twenty five minus two
[00:35:50]
because of these two other steps that I
[00:35:52]
needed to do.
[00:35:54]
I didn’t want to.
[00:35:55]
So I stopped at five.
[00:35:58]
And then at the end of it all,
[00:36:00]
I’m just clearing that checkbox.
[00:36:02]
And this other condition,
[00:36:04]
if I don’t have a next due date,
[00:36:06]
that’s after today.
[00:36:08]
it’s doing the same thing of clearing the
[00:36:10]
checkbox.
[00:36:11]
If I can’t calculate the next due date,
[00:36:14]
don’t even bother.
[00:36:15]
Don’t create new tasks,
[00:36:16]
there’s something wrong.
[00:36:17]
So that’s what this automation is doing.
[00:36:22]
The potential workaround I was considering
[00:36:25]
was if on the interface I had somewhere
[00:36:29]
where you could put in a number field
[00:36:32]
of create,
[00:36:34]
this many tasks,
[00:36:38]
I could have the automation create just
[00:36:44]
one task and then decrement that number
[00:36:49]
that you entered.
[00:36:49]
If you put in ten,
[00:36:51]
decrement that number by one,
[00:36:53]
so it puts in nine.
[00:36:55]
But then I was having an issue where
[00:36:58]
I could have the automation be triggered
[00:37:02]
whenever that number field is updated,
[00:37:06]
create a new task.
[00:37:07]
And I just didn’t want it to run
[00:37:09]
one extra time because it’s going to get
[00:37:12]
down to updating the number field to zero.
[00:37:16]
And then it would run again because it
[00:37:18]
was just updated.
[00:37:19]
And I just felt that would be sloppy.
[00:37:21]
I could do it.
[00:37:22]
There’s no real reason not to do it.
[00:37:24]
And that does make it more flexible,
[00:37:26]
but it would chew through your automation
[00:37:29]
runs like crazy.
[00:37:30]
So just something to consider.
[00:37:34]
This is where.
[00:37:35]
I think last week we talked about like,
[00:37:36]
man,
[00:37:37]
if they could just have a conditional,
[00:37:39]
a loop that was sequential,
[00:37:43]
then you could do this in an easy
[00:37:45]
loop where you just, you know,
[00:37:47]
say just set up a loop of five
[00:37:49]
or however many you want to run.
[00:37:51]
And you wouldn’t have to,
[00:37:52]
you would just have one create record
[00:37:53]
inside of a loop.
[00:37:55]
I went through the whole motion of
[00:37:57]
creating a multi-select field that was
[00:38:01]
like a
[00:38:04]
it was multi-select and the values of each
[00:38:07]
of them were one, two, three, four, five.
[00:38:10]
And I would loop through,
[00:38:12]
if you chose four,
[00:38:15]
you would have to choose one, two, three,
[00:38:16]
four,
[00:38:17]
and it would loop through each of those
[00:38:19]
and create these five records at a time.
[00:38:22]
But I wouldn’t be able to
[00:38:24]
to know when the first loop finished or
[00:38:28]
even when the first loop started so you
[00:38:30]
had to you have to structure it so
[00:38:33]
one loop ends definitively and then you
[00:38:36]
start the next loop which you can’t do
[00:38:39]
really in the um loop setup that air
[00:38:45]
table has natively you kind of have to
[00:38:46]
create your own loop and then that’s when
[00:38:49]
i was like yeah let’s just do five
[00:38:50]
at a time
[00:38:51]
yeah so it’s so frustrating like sometimes
[00:38:55]
i’ll have like a like a second like
[00:38:58]
account field and like you know a roll
[00:39:00]
up to be like how many of these
[00:39:01]
records that are linked to this record
[00:39:03]
have been processed by the loop so i
[00:39:05]
can know when all of them have been
[00:39:07]
but like that’s not reliable because that
[00:39:09]
doesn’t mean like if one of them failed
[00:39:12]
like i still want to know that the
[00:39:13]
loop is over and i would never know
[00:39:15]
in that case yeah yeah
[00:39:20]
Someday, maybe.
[00:39:24]
Maybe.
[00:39:24]
The last thing,
[00:39:25]
and I’ll go through this part really
[00:39:27]
quickly, is the notion of streak.
[00:39:29]
So let’s look at the data structure really
[00:39:31]
quickly.
[00:39:32]
Each of these tasks,
[00:39:34]
which are repeated elements of that first
[00:39:37]
table with all the crazy formulas,
[00:39:39]
can be linked to a streak.
[00:39:41]
And then there’s a status, and then…
[00:39:45]
This is just to help you know,
[00:39:48]
or help the automation know rather,
[00:39:50]
if we’re on like the fifth instance,
[00:39:52]
for example,
[00:39:54]
we want to check if the previous instance
[00:39:59]
has completed.
[00:40:01]
So in this case,
[00:40:01]
the previous instance was four,
[00:40:04]
it was completed.
[00:40:05]
So if I do the fifth one on
[00:40:06]
time, I’m continuing that streak.
[00:40:09]
But if the fourth one wasn’t completed on
[00:40:12]
time,
[00:40:13]
then this should be its own new streak.
[00:40:16]
And then the streaks table,
[00:40:18]
I’m linking to the overall record as the
[00:40:21]
individual tasks that are relevant for
[00:40:25]
this streak.
[00:40:26]
And then a couple helper fields to give
[00:40:29]
it a name that sort of matters.
[00:40:31]
So the first week was from instance one
[00:40:34]
through two,
[00:40:35]
and then I messed up one month and
[00:40:37]
now it’s just,
[00:40:38]
we’re on the fourth one and let’s see
[00:40:41]
if we do the fifth one in time.
[00:40:43]
So the way that automation is running of
[00:40:45]
whenever a task is complete,
[00:40:48]
we get the previous task using that
[00:40:50]
previous calculation,
[00:40:52]
which is just what’s this number minus one
[00:40:55]
and making sure that it’s part of the
[00:40:57]
same habit.
[00:40:59]
And if there is a…
[00:41:05]
If there is a matching record, well,
[00:41:08]
then we want to attach this task that
[00:41:11]
just completed to the same streak as the
[00:41:14]
previous one.
[00:41:15]
If not,
[00:41:16]
we want to create a brand new streak
[00:41:18]
that is linked to whatever tasks just got
[00:41:20]
completed.
[00:41:21]
So this one actually relatively
[00:41:23]
straightforward.
[00:41:24]
And I know it’s a little early for
[00:41:27]
this one,
[00:41:28]
but if I were to go in
[00:41:31]
for January and mark this as complete,
[00:41:36]
what that should do is update the streak.
[00:41:39]
So I’m currently two instances in a row.
[00:41:44]
And then if I go back and look
[00:41:46]
at my data,
[00:41:47]
check mail instances four through five.
[00:41:52]
Just checking it from the other end.
[00:41:53]
Yep, January,
[00:41:55]
which is the one that I just updated
[00:41:57]
was attached to the same streak as the
[00:41:59]
previous record.
[00:42:03]
Very cool.
[00:42:06]
Maybe I’d love to look at the interface.
[00:42:09]
Let’s talk a little bit about building out
[00:42:11]
the interface.
[00:42:13]
Sure.
[00:42:14]
Okay.
[00:42:14]
So what kind of page format are we
[00:42:16]
using here?
[00:42:17]
This is the record review.
[00:42:19]
The actual like overall page that I used
[00:42:23]
doesn’t,
[00:42:25]
I didn’t put too much thought into it.
[00:42:28]
I think I had that old app I
[00:42:30]
was using in mind where you could kind
[00:42:32]
of easily switch back and forth between
[00:42:35]
the different chores or habits that you
[00:42:38]
were tracking.
[00:42:39]
And record review is kind of the only
[00:42:43]
modern one that lets you see the detail
[00:42:46]
page pretty easily with whatever list
[00:42:51]
you’re looking at without taking up too
[00:42:53]
much space.
[00:42:54]
So if I…
[00:42:55]
get out of preview mode,
[00:42:56]
the detail page takes up the majority of
[00:42:59]
the screen real estate.
[00:43:01]
And then I’m doing this on the team
[00:43:04]
plan,
[00:43:05]
which means I don’t have conditional
[00:43:07]
visibility available.
[00:43:09]
But I do, I mean everyone does,
[00:43:12]
the ability to have collapsible sections.
[00:43:14]
So I took all of the settings fields
[00:43:17]
and put them together up at the top.
[00:43:20]
So if I don’t need to edit my
[00:43:21]
settings,
[00:43:21]
which you rarely do after you set up
[00:43:23]
your habit, you can just hide them away.
[00:43:26]
So they’re not completely hidden,
[00:43:28]
but they don’t take up too much space.
[00:43:30]
The next section was about the streaks,
[00:43:33]
which are pretty simple of just two
[00:43:37]
numbers up at the top, which have some,
[00:43:41]
like they’re looking at the same field,
[00:43:43]
except for this one has a condition.
[00:43:45]
Is current streak being true or not?
[00:43:49]
And then this has all of the streaks
[00:43:54]
formatted as a chart.
[00:43:56]
This one,
[00:43:57]
I don’t know how useful this would be
[00:43:59]
in practicality,
[00:44:01]
but it’s every streak that’s relevant for
[00:44:03]
this habit.
[00:44:05]
with the day that streak started and how
[00:44:07]
many times in a row it happened.
[00:44:10]
So would this be useful?
[00:44:12]
I don’t know,
[00:44:13]
but I added it in because I thought
[00:44:15]
it’d be a nice visual.
[00:44:16]
And the last bit is put every task
[00:44:19]
on a calendar.
[00:44:20]
There’s only one due date.
[00:44:21]
So this one was fairly straightforward and
[00:44:24]
I have coloring on by status.
[00:44:27]
So it just takes the color of that
[00:44:29]
status field.
[00:44:33]
Cool.
[00:44:36]
love it awesome this is great hopefully uh
[00:44:39]
you all enjoy this new format we go
[00:44:42]
much deeper than we have in the past
[00:44:43]
talking about some real world use cases
[00:44:46]
and some tips and tricks that hopefully
[00:44:48]
help you all out in your Airtable
[00:44:50]
building and we’ll do it again next week
[00:44:53]
as well we’ll do another demo
[00:44:55]
And yeah,
[00:44:56]
so if you have not joined our community,
[00:44:58]
join us,
[00:44:59]
builtonair.com slash join gets you into an
[00:45:01]
amazing community of Airtable users
[00:45:04]
talking daily about Airtable.
[00:45:07]
And we are also looking for guests to
[00:45:09]
come on and showcase what you’ve built as
[00:45:11]
well, even as early as in two weeks.
[00:45:15]
So if you would like to reach out
[00:45:18]
to me,
[00:45:19]
you can DM me in the community.
[00:45:20]
I’ll post also a link to the signup
[00:45:23]
form as well.
[00:45:24]
and get some guests on um so that
[00:45:27]
is today’s show and we will see you
[00:45:29]
next week take care thank you