How can I retrieve multiple record IDs from Airtable using Make.com for records with a "New" status?

How To
1

I use Airtable and Make.com to manage and automate my process. In my Airtable base, I have a table that includes a “Status” column, which can be either “New” or “Processed.” I need to identify records with the “New” status, retrieve their Record IDs, and use these IDs in Make.com for further automation. This can be done using a webhook or any other suitable method. What is the best approach to accomplish this?

Image2
Image2656×543 40.5 KB

I am trying to make this automation in Make.com. But i think it is wrong.

ere
ere1266×640 39 KB

3

Hey @Med_FutureXAI

I think you can use the formula here like this

image
image832×325 41.5 KB

also, You can use the filter
image

I hope this will help you.

4

@ManishMandot How can I trigger automation in Airtable? When I use a webhook, it only gives me a single Record ID. The Search Record returns multiple Record IDs. How can I process all these IDs one by one?

Thanks!

5

Hi,

If you use the “Search” module, records meeting the search criteria will be returned as bundles and processed one by one (sequentially).

Keep in mind that “Search” is one of the polling methods, meaning it only works when the scenario is triggered according to your schedule, not instantly.

If you want to trigger it instantly, you can use the “Watch Responses” module to process each record one by one after form submission.

If records in your base are created not only via responses, you can try:

  1. Adding a Button to Trigger a Webhook: This will manually trigger the webhook.
  2. Adding Airtable Automation to Trigger a Webhook: This requires custom code to automate the process.
  3. Adding a “Search” Module Triggered by New Responses: This means when your scenario will be triggered by response, it will check if there are any unprocessed records at the end. This saves operations necessary for scheduling but ensure you secure data from multiple processing.

Please provide more details about your scenario and expected outcome- we will be able to suggest more tailored solution.

Have a nice day!

2 Likes
6

@mszymkowiak Thank you for these steps. I am already implementing these step, i am stuck in some place Can you please provide a example and Images for this solution?
What should be custom code for airtable automation.
When I use a webhook, it only gives me a single Record ID.

7

Please tell me more about what you want to achieve and how the scenario should work.

Right now we know:

  1. You have two statuses: new and processed.
  2. All records with the status “New” should be processed.
  3. Some records are inserted via an Airtable Form.

My questions:

  1. Is everything created via forms, or are there other ways to add records? If there are other ways, please tell us more about how they are created.
  2. How quickly should a record be processed? Instantly, or is a periodic process acceptable?
  3. Do you work on records before they are processed?
  4. What Airtable plan do you use?

It is only an assumption, but I think you want to process as much data per one execution as possible. There is no need for that, especially if all records are created by forms only. One form submission = one scenario run.

Summary. There is no golden standard to achieve what you need. As mentioned, there are a few different approaches, each with its own pros and cons. You should always choose the best one for your process.

To trigger a webhook with custom code, please refer to Instantly Trigger a Make.com Automation from Airtable.

1 Like
8
  1. Are all records created via forms, or are there other methods to add records? If there are other methods, please provide more details on how they are created.
  • All records are created via forms.
  1. How quickly should a record be processed? Should it be processed instantly, or is a periodic process acceptable?
  • Records should be processed quickly.
  1. Do you work on records before they are processed?
  • No, I do not work on records before they are processed.

Additional Requirement:

I need an interface with a button or another method that displays a list of records with the status “New.” When the button is pressed, it should trigger automation in Airtable and a webhook in Make.com (or another method). In Make.com should then get all the record IDs, which I will process one by one using an iterator in Make.com.

9

So in that case, my solution to this problem is as follows:

Option 1: Keep Your Process Simple

If all records are created via forms, do not complicate your workflow. Use the watch response module as your trigger and let Make process each record one by one. This is the simplest and most convenient way of solving this problem.

Option 2: Use Airtable Automation

If you are afraid that someone can close the form before the webhook is triggered, use Airtable Automation to trigger the webhook. This option requires a paid plan in Airtable and custom code.

Option 3: Use Airtable Interface or build it using Softr.io

If you want to complicate things, use Airtable Interface or build a platform on your data using Softr.io.

When Building an Interface Using Airtable Interfaces

  1. Create a Scenario with Webhook Trigger
    Simplymation_SC1

  2. Add an Action Button to Your Airtable Interface
    Simplymation_SC2

  3. Connect It with Make’s Webhook Created Earlier

    Simplymation_SC3
    Simplymation_SC3808×664 36.1 KB

  4. Add Airtable’s Search Module

  5. Configure Your Search Criteria

  6. Configure the Rest of the Scenario

In this option, the webhook will only trigger the search action, which should return all bundles with contacts in the status “new.” This ensures that your records are processed efficiently and effectively. But- it requires manual work.

Of course you can use option 1/2 and at the same time have option 3 as backup- in that case be sure to mark status to processed to avoid duplicated actions.