I needed your assistance with an issue.
I have an Airtable base with two tables: Requirements and Clients.
The Requirements table receives orders, even from Contacts who are not in our Client list yet. Once they put in a Requirement, we use Zap to create a new entry for them in the Client table.
Since the Client entries are made dynamically, we cannot pre-populate the Client table. As a result, all the requirements that come through require Zap to be linked from the Requirements table to the Clients table.
Now the issue is that even thoguh the Requirements column on the clients table is a field that allows linking to multiple data entries, Zap does not update the Requirements column on the clients table with multiple fields. It always replaces the old Requirement links/entries associated with any Client, with the Requirement ID for a new Requirement made by the client.
I want the field to hold multiple entries for the older ones, on the basis of their business name and email. The Zap filter is working fine. I just need some advice as to how I can get Zap to update the Airtable field with multiple values instead of replacing the old values.
Best answer by Mitch
How I’ve got about it is….
‘INVOICENUMBER’ is in my first column which will be linking tab A to tab B (my unique identifier)
Tab A - create a Linked field colum to tab B for the example I’ve called it ‘TAB B LINK’
Tab A - you need to do a Record_ID () formula - for namesake I’ve called it ‘REC’
Tab B - you need to look up that column of Record_ID () - called ‘LookUpREC’ - then….
Create a formula column and = the ‘lookupRecID’ column - called ‘LookUpRECString’
Make a 3 stage Zap.
Step 1 - create record in Airtable (where your Tab A info feeds in)
Step 2 - Find or Create record in Airtable (TAB B Info)
Search by field will be ‘INVOICENUMBER’ and search value will be the ‘INVOICENUMBER’ column from Step 1 (Tick the ‘create Airtable Record if it doesn’t exist yet?’ box if it’s relevant to you) - again, you need to fill the ‘INVOICENUMBER’ record from Step 1
Step 3 - Update Record in Airtable (TAB A)
In the ‘Record’ selection, use the ID from Step 2.
In the ‘TAB B LINK’ selection, use the ‘INVOICENUMBER’ selection from Step 1.
When new information enters Tab A, it will now find Tab B, see if the ‘INVOICENUMBER’ exists, if it doesn’t it will create a record in Tab B. It will then add the ‘INVOICENUMBER’ in to the linked column of Tab A.
You can hide the ‘LookUpREC’ and ‘LookUpRECString’ columns now as they will effectively be working in the background of your zap.
Sounds a bit complicated but the process is actually very easy once you know how to do it. It doesn’t quite make sense to me how this is the only work around (that i have found) but it’s been working for me ever since :)
Happy to explain any of the steps further if you need more help & hope that makes sense…