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Airtable Integration

Connect Gdocify to Airtable to use your database records for document generation. Perfect for teams using Airtable for project management and data organization.

Overview​

Airtable integration lets you:

  • Connect to any Airtable base
  • Select specific tables and views
  • Use linked records and formulas
  • Leverage Airtable's powerful data structure

Connecting Your Airtable Account​

Before you can use Airtable, you need to authorize Gdocify:

  1. Go to Settings → Integrations in Gdocify
  2. Find Airtable
  3. Click "Connect Account"
  4. Sign in with your Airtable account
  5. Grant Gdocify permission to read data from your bases

Gdocify uses OAuth for secure authentication and only requests read access to your data.

Selecting a Base​

Airtable organizes data into bases (workspaces). When configuring your data source:

  1. Click "Datasource Config" in your automation
  2. Select "Airtable" as the data source type
  3. Choose your Base from the dropdown
  4. All tables in that base will be available

Choosing a Table​

Each base contains one or more tables:

  1. After selecting a base, choose the Table dropdown
  2. Select the specific table you want to use
  3. Only records from that table will be used

Using Views (Optional)​

Views in Airtable let you filter and sort records:

  1. After selecting a table, choose a View (optional)
  2. Only records visible in that view will be used
  3. This is useful for:
    • Filtering by status or category
    • Sorting records in a specific order
    • Using filtered subsets of your data

Understanding Airtable Field Types​

Airtable has different field types. Gdocify handles them as follows:

  • Single line text: Used as-is
  • Long text: Used as-is (supports markdown if enabled)
  • Number: Converted to text
  • Date: Formatted as text
  • Checkbox: "Yes" or "No"
  • Single select: The selected option
  • Multiple select: Comma-separated list
  • Link to another record: The linked record's name or ID
  • Attachment: URLs to attached files
  • Formula: The calculated result

Selecting a Key Field​

A key field is a unique identifier for each record. Choose a field that:

  • Has unique values for every record
  • Won't change over time
  • Is easy to identify

Good key fields:

  • Email addresses
  • Record IDs (auto-generated)
  • Unique codes
  • Employee numbers

Avoid:

  • Names (can have duplicates)
  • Dates
  • Status fields

Working with Linked Records​

If your table has linked records:

  1. Gdocify can access fields from linked records
  2. Use dot notation: {{linkedTable.fieldName}}
  3. For multiple linked records, the first one is used

Example: If "Project" links to a Projects table, you can use:

  • {{Project.Name}} - The project name
  • {{Project.Status}} - The project status

Refreshing Your Data​

If you update your Airtable base:

  1. Click "Refresh" in the datasource config
  2. Gdocify will reload the data
  3. New fields will appear automatically
  4. Updated values will be used in next generation

Permissions and Access​

Gdocify needs:

  • Read access to your Airtable base
  • Permission to view the selected table

Gdocify cannot:

  • Modify your Airtable records
  • Create or delete records
  • Access bases you haven't authorized

Troubleshooting​

"Base not found"​

  • Make sure you've authorized Gdocify to access Airtable
  • Check that the base exists and is accessible to your account

"No records found"​

  • Verify your table has records
  • Check if you've selected a view that filters out all records
  • Ensure the table is not empty

"Field not available"​

  • Refresh the datasource to reload fields
  • Check that the field exists in your table
  • Verify you've selected the correct table

"Permission denied"​

  • Re-authorize Airtable in Settings → Integrations
  • Check that your Airtable account has access to the base

Best Practices​

  • Use clear field names: "Candidate Name" is better than "Name1"
  • Keep data consistent: Use the same format across records
  • Use views for filtering: Create views for different document types
  • Test with a view first: Use a filtered view to test before processing all records
  • Leverage formulas: Use Airtable formulas to prepare data before generation

Airtable Triggers​

Airtable integration supports special triggers:

  • Button trigger: Add a button field in Airtable to generate documents on-demand
  • Script trigger: Use Airtable scripts for advanced automation
  • Email trigger: Generate documents when records are emailed

Learn more in the Triggers section.

Next Steps​

Once your Airtable base is connected:

  1. Add placeholders to your template
  2. Map placeholders to your Airtable fields
  3. Configure result settings
  4. Set up Airtable triggers for automation
  5. Generate documents