Airtable
The Airtable integration adds a new record to an Airtable table every time someone submits your form. You choose the base and table, then decide which Airtable field each answer is written to, so responses land in a table you already work in.
Setting it up
- Create or open the Airtable base you want responses to go to
- In FormGrid, open your form and go to the Connect tab
- Click Connect next to Airtable
- Log in to Airtable and grant FormGrid access to that base
- Back in FormGrid, pick your Airtable base and Table
- Map each form field to an Airtable field, then click Save
The integration stays off until you have picked a table and mapped at least one field.
Choosing a base and table
The integration writes to a table that already exists. It does not create bases, tables, or fields, so set your table up in Airtable first and grant access to its base while connecting.
Only bases you granted access to appear in the dropdown, and bases you can only read are left out since responses cannot be written to them. To add more later, click Connect next to Airtable again.
Mapping fields
Each row of the mapping connects one form field to one Airtable field. Click Add field to map another.
Only fields the answer can actually be written to are offered, so a file upload will not list a Number field. An Airtable field can hold one form field, so a field already in use disappears from the other rows.
Alongside your form’s own fields you can also map:
- Submitted at, the time the response came in
- Response ID, the ID FormGrid gave the response
Fields you do not map are not sent to Airtable.
Questions inside a repeat group
A question inside a repeat group is answered once per repetition, so the picker labels it (all repetitions). Every answer goes into the one field, separated by commas: Ada, Grace, Alan.
The mapping targets the question rather than any single repetition, because how many repetitions a response has is only known once it arrives: a repeat’s count can be a fixed number or an answer to an earlier question.
Note: since the answers are joined into one value, a repeated number or date no longer fits a Number or Date field and leaves it empty. Map those to a text field instead.
What each field type can be mapped to
| Form field | Airtable field |
|---|---|
| Short answer | Single line text, Long text, Rich text, Single select, Multiple select, Email, Phone number, URL |
| Long answer | Long text, Rich text, Single line text |
| Email, Single line text, Long text | |
| Phone | Phone number, Single line text, Long text |
| Number | Number, Percent, Currency, Duration, Rating, Single line text |
| Rating, linear scale | Rating, Number, Single line text, Single select |
| Multiple choice, country | Multiple select, Single select, Single line text, Long text |
| Ranking | Long text, Single line text, Multiple select |
| File upload | Attachment, URL, Long text |
| Signature | Attachment, URL, Single line text |
| Hidden field | Single line text, Long text, Single select, Multiple select, Number, Email, Phone number, URL |
| Variable | Number, Single line text, Percent, Currency, Single select |
| Submitted at | Date and time, Date, Single line text |
| Response ID | Single line text, Long text |
Computed fields can’t be mapped, because Airtable works them out for itself and rejects anything written to them. That covers Formula, Rollup, Count, Lookup, Auto number, Created time and Last modified time. Collaborator and Linked record fields can’t be mapped either, since they need IDs that only exist inside Airtable.
Note: a Single select or Multiple select answer that doesn’t match an existing option adds that option to the field.
How it works
Every time someone submits your form:
- FormGrid creates a new record in your table
- Each mapped answer is written to its field
- The record appears in Airtable in near real-time
FormGrid only adds records. It never renames, adds, or deletes fields in your table. Renaming a field in Airtable keeps the mapping intact, but deleting one breaks it, so open Configure fields and map that field again.
Uploaded files
A file mapped to an Attachment field is downloaded by Airtable, which keeps its own copy. The attachment belongs to your base from then on and stays there even if the response is later deleted in FormGrid.
Note: a URL or text field gets a link to the file in FormGrid instead, which never expires but only opens for someone signed in with access to the form. A text field lists every uploaded file, a URL field holds only the first.
Changing the mapping
Open the … menu next to the integration and choose Configure fields to switch tables or change the mapping at any time. Changes apply to new responses only.
If you add a question to your form after setting the integration up, map it there too. New questions are not mapped automatically.
Event log
Every write is logged. Open the … menu and choose Event log to see whether records were created and what went wrong when they weren’t. Errors name the field they are about, so you can tell which mapping to fix.
Common causes are a deleted table or field, a value that doesn’t fit the field it was mapped to, and access that was revoked in Airtable.
Disconnecting
Turn the integration off with its toggle to stop sending new responses. The records already in your table stay where they are. Turn it back on to resume.