Gravity Connect Airtable

Terminology

Before we get started, let’s clarify a few important words we’ll use throughout this documentation.

• Base: Refers to Airtable (data)bases. It’s the base on which to build upon and also the base for the connection.
• Table: Refers to Airtable tables. Every base is organized into tables that work like sheets in a spreadsheet.
• Field: Refers to Airtable fields, which are like vertical columns in a sheet. There are different field types tailored to keep certain types of data.
• Record: Refers to Airtable records. A record is an individual entry in a table.
• Airtable Connection: Refers to this product, Gravity Connect’s Airtable Connection.
• GF: Abbreviation of “Gravity Forms.”

How do I enable this functionality?

After installing and activating the Airtable Connection, you can create Airtable feeds for any form. Use these feeds to pass data from your forms to Airtable. You can connect your Airtable account directly in the feed settings.

	Navigate to your desired form and click the “Airtable” item under the “Settings” menu.
	Click the “Add New” button to add a new Airtable feed.
	Connect your Airtable account by selecting “Authorize New Account” under the Account setting and select which bases you want to connect.
	Select which base and table to send your entries to.
	Map your form’s fields to Airtable fields.

Feed Settings

When configuring the Airtable Connection feeds, you will be presented with the following settings.

After you have connected to an Airtable base, the settings will then change to the following.

Airtable Settings

Use these settings to select an existing table. There are three steps to connecting a table to an Airtable feed.

Account: Select the Airtable account your desired base belongs to. You can authorize a new account by selecting the Authorize New Account option or select a previously authorized account.

Base: Select the base in which entry data should be captured. You have two options:

1. Connect an existing base that has not previously been connected by selecting Authorize New Base.
2. Select a previously connected base.

Table: Select the specific table in your base in which data should be captured.

On submission, a new record will be created in your selected Airtable table based on the feed configuration.

Authorize New Account

To connect an existing base to Gravity Forms, select “Authorize New Account.”

After selecting Authorize New Account, a new tab will open with a secure Airtable authorization that will allow you to select which bases you want to connect.

Authorized bases will now be available for selection on the current feed and any other feed.

After connecting and selecting a base, you will be presented with the option to select which table to use.

After Connection

Once a table is selected, you will see an option to Disconnect the table as well as a handy Insert Test Record button to confirm that everything is working as expected.

Field Mapping

Use this section to map your form fields, entry properties, or Airtable values to fields in your Airtable table. You can select existing properties or add additional properties by selecting “Add New Property” from the drop down.

New fields will have their type set to match the assigned Gravity Forms field type or entry property. You can change the names of existing fields in Airtable.

Airtable Fields Breakdown

Below is a quick guide of Airtable field types. If you’d like to know more about the fields themselves, here’s Airtable’s field type reference.

Supported Fields

Field Types	Accepted Values
Single line text Simple property: it’s just text! Ideal for short, unique pieces of text.	✓ GF Field Types: All ✓ GF Entry Properties: All ✓ Custom Value
Long text Another simple “just text” property. Ideal for notes or multiple lines of text.	✓ GF Field Types: All ✓ GF Entry Properties: All ✓ Custom Value
Attachment Share files or links to files.	✓ GF Field Types: File Upload, Website ✓ Custom Value
Multiple select Allows one or more selections from a list of options. Any new value will create a new option. (e.g. multiple checkboxes create separate options)	✓ GF Field Types: All ✓ GF Entry Properties: All ✓ Custom Value ✓ Airtable Options
Single select Allows one selection from a list of options. Any new value will create a single new option.	✓ GF Field Types: All ✓ GF Entry Properties: All ✓ Custom Value ✓ Airtable Options
Date Accepts dates.	✓ GF Field Types: Date ✓ GF Entry Properties: Entry Date ✓ Custom Value
Phone number Accepts phone numbers.	✓ GF Field Types: Phone ✓ Custom Value
Email Accepts emails.	✓ GF Field Types: Email ✓ Custom Value
URL Accepts URLs.	✓ GF Field Types: Website ✓ GF Entry Properties: Source URL ✓ Custom Value
Number General purpose field for numerical values.	✓ GF Field Types: Number ✓ GF Entry Properties: Entry ID ✓ Custom Value
Currency Formats numbers as a currency amount.	✓ GF Field Types: Number ✓ Custom Value
Percent Formats numbers as a percentage amount.	✓ GF Field Types: Number ✓ GF Entry Properties: Entry ID ✓ Custom Value
Duration Number field for use as time periods, from days to milliseconds.	✓ GF Field Types: Number ✓ GF Entry Properties: Entry ID ✓ Custom Value
Rating Five star rating field.	✓ GF Field Types: Survey Gravity Forms Survey Add-on required. Read more here.

Non-Supported Fields

Non-supported fields can be added to tables, just not mapped in the Airtable Connection.

• Link to another record
• User
• Checkbox
• Barcode
• Rollup
• Lookup

Fields that aren’t editable in Airtable

The following fields cannot be edited via Airtable’s API or via Airtable and are not mappable via the Airtable Connection.

• Formula
• Count
• Created time
• Last modified time
• Created by
• Last modified by
• Autonumber
• Button
• AI Text

Additional Options

Update & Delete Records

When this setting is active, edited entries also update the corresponding records in the connected Airtable table. Records are automatically deleted from the table when entries are moved to trash or marked as spam. If an entry is restored from trash or spam, it will be re-added to the Airtable table.

Conditional Logic

You may not want to send data from every entry to Airtable. Enable this setting to use conditional logic and filter which entries get sent over. Add as many conditions as you need.

Entry Detail Meta Box

Use the Airtable meta box on the Entry Detail view for an overview of which Airtable feeds have been processed for the entry and which were not processed, and for which base and table the entry was sent to. You can see the time the entry page was inserted into a given table and, if the Update & Delete Records option is enabled, when the entry page was last updated.

Airtable Connection Settings

The Airtable Connection plugin settings can be found under Forms › Settings › Airtable.

The settings are composed of two sections:

• GC Airtable, where you can manage your Airtable accounts.
• Issues, where you can find a summary of connection issues between your feeds and Airtable.

Manage Airtable Accounts

The GC Airtable section provides a list of authorized accounts, including the WordPress user who authorized the account and the feeds and bases connected via that account.

You can delete an Airtable account to disconnect it from the current site by clicking the Delete button. You can authorize a new Airtable account by clicking the Add Account button at the bottom of this section.

Add More Bases

If you need to authorize more bases after the first connection, there are two ways to do it.

Via Airtable (Recommended)

Click on your icon on the top right corner and go to Integrations. If you’re using an Interface, your icon will be on the bottom left corner. Under Third-party integrations, select the authorization you’d like to add more bases to.

Via Gravity Forms

In the feed settings, select Connect New Base which will take you to the GC Airtable settings page or navigate to the GC Airtable settings directly. From there, click on “Show Bases” and take note of which bases you currently have connected. Airtable will create a brand new authorization, so you will need to re-share your previously connected bases when connecting a new one.

Once you’re ready, click the Add Resource button. A new tab will open with the same Airtable authorization screen as Authorize New Account.

Troubleshooting Issues

The Issues section will give you a summary of any feeds that cannot access their configured table. A few common reasons this can happen are the associated Airtable account’s password has changed, the table or base has been deleted, or GC Airtable’s access has been manually removed from the account.

Airtable Security

Privacy and security are core tenets of our authentication flow. Your Airtable data will never touch our servers.

Our OAuth service will handle getting an access token and pass it directly back to your WordPress site. There is no database attached to the service.

You will only interact with our OAuth service during initial authentication, when using the “Authorize New Base” and “Add Account” functionalities or re-authenticating your connection. For all other requests, your site will communicate directly with the Airtable APIs.

What can the Airtable Connection access?

The Airtable Connection can only access bases that you authorize, including all its tables.

It is important to note that when you disconnect an Airtable table from a feed, this does not remove the Airtable Connection’s access to its base. You can remove the Airtable Connection’s access to a base directly in Airtable through the same steps listed here. To fully disconnect the Airtable Connection from an Airtable account, click on “Delete” in the Airtable Connection settings or “Revoke access” in your Airtable’s “Integrations” settings.

Integrations

Advanced Phone Field

GP Advanced Phone Field enchants the Phone field in Gravity Forms with automatic phone number validation and an interactive drop down for selecting country codes. US numbers’ dialing codes are automatically stripped when sent to Airtable to preserve its neat formatting.

Gravity Forms Survey Add-on

GC Airtable integrates with Gravity Forms Survey fields. Survey fields with their field type configured to Rating can be mapped to Airtable’s Rating field.

FAQ

Can I rename or reorder tables?

Yes! The Airtable Connection supports reordering and renaming tables without breaking the connection.

Known Limitations

• The Airtable Connection can’t create new Airtable bases or tables.
  • Solution: Create a new base or new table directly in Airtable and then connect it via the Airtable Connection.
• Some Airtable table fields aren’t supported.
• Every time you add a new base via the Airtable API, Airtable creates a new authorization. There’s a limit of 20 authorizations per integration per user.
  • Solution: In Airtable’s Integrations menu, go to “Third-party integrations” to see all the authorizations associated with your account. From there, you can either:
    • Add a new bases in a pre-existing authorization.
    • Revoke access to authorizations that are no longer in use.

If any of these known limitations impact your project, we’d love to hear from you. While some limitations are beyond our control, understanding how these limitations impact you is incredibly important in how we prioritize ongoing product development.

Translations

You can use the free Loco Translate plugin to create translations for any of our Perks. If you’ve never used Loco translate before, here’s a tutorial written for beginners.

Hooks

• gca_entry_added_to_airtable