Airtable For Business Creates Personal CRM From Scratch

 Airtable App For Business Creates Personal CRM From Scratch

Hi friends, I help people unlock the full potential of airtable. I have a small consulting firm called gap consulting and That business started about a year ago and about six months into that journey I started releasing these tutorials on an airtable and it really started to take off from there And so basically what I do is I just help people Visualize the different things that are possible in air table by building them here in this post And that's what brings me to you all here today so in this post, we're going to do a review on how to build a CRM for use inside of air table. I'm going to be going through this step-by-step and the part that makes air table so useful is that you can Really? I mean, it's so modular that you can make changes wherever you see fit.

So if you follow along on this website and build this for yourself, and then you say hey Maybe I don't need that or maybe I want something else instead totally possible very easy to do so With without further ado, let's jump on into this and take a look alright, so when you first log in to air table, and I should point out that This is a free account that I am sharing with you here You'll see a screen very similar to this when you are ready to create a new space It's called a base and that is short for the database so inside here We're just going to click add a base and you'll see that we can start with a template and if we select to start with a template it's going to take us to our Table universe which has just a list of all these different templates that other people have built and shared but for this case, We're actually going to start from scratch.

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You see that you also have an option of course of importing a spreadsheet So if you already have some sort of data that you've been tracking in a spreadsheet you could actually start from there But I'm going to start from scratch for this example Hahnemann just calls this the example CRM and you'll see that you can also pick You to know a logo or something to kind of identify this space. So, let's see I know that there's a people logo find that one and you can change the color. It's all very custom So now we've got this built. Let's go ahead and jump into it and take a look at how that is set up so when we go inside you'll see that we have one table here table is like a tab in Excel and And then we have these three Fields and fields are columns. So real quick rewind here. There are some air tables. There are some air table Features you need to know Field is a column record is a row and a table is essentially a tab and All of the tables can be linked together so that they share information between them and I will show you An awesome use case for that in this post So let's go ahead and rename this table and we're going to call this our contacts and So what different pieces of data are we going to collect on every contact? Well? I'm gonna make this very generic and of course as I mentioned you can customize this for yourself However you need but we're going to have a full name here I'll just keep its name and I'm going to get rid of these notes and attachments fields and A very common use case would be to have a first name and the last name.

You get that setup right here and We can actually build it so that name is you know The full name and that this is going to be a formula that adds the first and last name together So, let's see how we would do that What I'm doing here is selecting the type of data that lives in this field so you see that the you have a list of different types of data that can be selected and we're going to go ahead and select the formula and for this one we're going to use a concatenate formula and Inside these parentheses is where we're going to tell it what different pieces of data we want to string together in this case we're going to string together the first name and then we separate each field by a comma and then I'm going to put a space and I need to surround it in these quotations so that it recognizes that that's a space and Then we're going to put the last name So that's very similar syntax to what you would write in Excel except you don't need an equal sign in front of it You just begin typing the formula And so that's it. That's how you would write these formulas and let's make it let's do a quick test run Let's say we had Wyatt Earp in here.
If we enter that name And we give our table a moment to think it will populate perfect Now we need to start thinking about the different things that we want to collect the different data points that we collect for all of our different contacts very standard one would be email and You see that the default field type is a single line text. Well now we are going to actually select this two email and a quick sidenote You'll notice that there are many many different types of field types here that we're not visible when I was showing you the formula earlier So really quickly, let me select that email, but then I'm gonna jump into this other one We're gonna look at the different field types here this is a much shorter list and this is because this first field is called the primary field and There are a limited number of different types of fields that you can have here Because it's the primary field. This is what I will derive all of the connections that we build into this table And so it needs to be a unique name in as many cases as possible So just bear that in mind when you're setting up the architecture for your own space You can see that I'm also very easily resizing these columns or fields and so I'm trying to keep it nice and tidy and So here's where you know, we might have different Email information All right, and so what other fields might we have well we might need a phone number And You again?

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You see I think the point here is just to show you that you can really easily Customize the type of data that lives here if you are In based in the US this phone number in this phone number field works really well and Otherwise It might be a little difficult to get it to set up I've worked with clients in the past that are not us-based and their formula their phone never always comes in a little funky. So just bear that in mind. This is set up to have you know a ten-digit phone number And so you can just add all these different things into this database anything that you want you could add notes you could add, you know a status maybe like a lead status like You know hot-cold something like that. All of this is very easily customizable inside of air table What we're actually going to do is build another table that we're going to connect Into the contacts and that table is going to be our interactions So this is how in a CRM this is the basic functionality We need to store the data of individuals and organizations. And then we also need to store the information about how we have interacted with those individuals. And so that's what we're going to have here so we're going to create a new table and We're going to name this table interaction and You see that the table starts off with the same three Fields that the last one did we're going to get rid of all of these And I'm just going to call this the interaction ID and I'm going to keep it a single I'm going to keep it single line text for now, and I'm going to change that in a moment and We're going to have a type of interaction. And for this one.

We actually use the single select option and The single select option is like a drop-down essentially. So let's take a look at what that might look like Different types of interactions we could have would be emailed in-person phone and you can you know to add new task types as you see fit here and then over here we're going to have any notes from this and this would be a long text field and Of course most importantly we need to record who we have that interaction with and when the interaction is so this is going to be where we start linking tables and You'll see that you have an option to link to another record And we can choose are we linking to a record inside the Interactions table or are we linking to a record in a different table, in this case, the contacts table and that's what we want so we're going to select that and we're going to save and We're going to add one more thing and that will be the date of interaction All right, so let's see and lastly, of course, I want to make this a unique interaction ID. And so I'm going to write a quick formula for this And you'll see that when we first write this, of course, This is going to flash as an error because we don't have the data in the fields so let's go ahead and throw some data in these fields and set up an example just To test this all out and It looks great so I'm going to get rid of these so effectively what we have here is you know, this is recording the interaction and it's getting the name of both the type the contact and the date and the nice thing about that is It is going to be easy to see when we jump back into contacts so let's see what the reciprocal of this relationship is because now we built this relationship between the interactions in the Contacts and so not only does the contact live on the interface of the table But the interface now live on the contacts table.

the reason that we want to give that a Primary field remembers the primary field is the far left column the reason we want that to be such a unique name is that Now we can very easily see what this interaction is by that name and That's it. So as you You know build this out for yourself, of course as I've said multiple times already you will want to change This and customize it for your own personal needs however, in this case This is just a really simple basic layout for how you would build both contacts and then also interrelate them with interactions So before we sign off here, I'm just going to show you how you would enter new data into this of course the advanced use case would be using an zapier automation so that this information was being taken from some part of your business and and entered into this database automatically But if we're not that advanced we can do this manually So we start off by clicking that plus to add a new record and of course, we don't need to type the full name That's going to be assumed automatically Let's go ahead with a doc holliday And we have to give our table a moment to catch up and there it's filled out the name for us any information that we put in here will be recorded for Doc and So now jumping back into our interactions if we had an interaction with Doc that we wanted to record we would click the plus down here adding a new record and We would add the date for that. Let's suppose that was today And of course, we need to select who we had the contact with and you'll see that whereas before we just saw Wyatt Earp now, we see Doc Holliday here.

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Whatever type of interaction that was maybe that was on the phone and any notes that we wanted to take we could just start typing and There we are. And if we jump back into our contacts, we will see that we had this last contact here the last piece that I want to leave you with is how you could add multiple contacts or multiple interactions and then Pull back information that showed you when you had your last contact So let's build an old one for Doc Holliday as well here Let's suppose that we had spoken to Doc Holliday in early December as well, so we have two interactions for Doc. We have one on the 11th and one on the 30th So jumping forward in two contacts, we would see now both of those interactions are recorded What we want to do is bring in a new field that is going to show us the most recent interaction date And this is called a rollup field and What it's going to do it's going to look at all of those interactions on the interaction table and we want it to tell us Which one is the latest date so we look at the interactions table? We want to look at the date and we want to know what the light the latest one is, which is a max values function Once we've done that you'll see that we don't see that 12:11 Recording. We only see the date for the most recent interaction that we recorded with Doc Holliday and with quieter so this is pertaining directly to these interactions here and it's doing the math basics and finding out which of these is The is the interaction that is the most recent So I will leave you with that if you have any further questions or want to learn air table in greater detail I welcome you to swing by my website I put out a lot of content at new content every week to help people really unlock the full potential of this software So I hope to see you there and thanks for your time You.

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