This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
The Export to Airtable bot is designed to streamline data management by automating the transfer of information from completed documents into Airtable.
Use case: Imagine you work in the IT department, and you frequently handle requests for new equipment or software purchases. After receiving a completed purchase request form, you need to transfer details like the item name, quantity, cost, and requester information into an Airtable database to track all purchases. Instead of manually inputting this data for every request, you can use the Export to Airtable bot to automate the process.
How to set up
To add the bot:
1. Add a new action by clicking a plus icon.
2. Choose Bot and search for the Export field data to Airtable bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
To connect the bot to your Airtable account, select Connect in the Source section.
In the new window, grant access to your Airtable workspace and its bases.
Once done, you will see a successful connection via Airtable Auth.
Select the Airtable base, table, view you would like to work with and click Continue.
Mapping
In Data mapping, connect your record fields to document fields by clicking Map fields.
To add new table fields, select the Edit document to open the editor.
To cancel mapping, hover over the connected column name and select Unmap, or click the corresponding icon next to the mapped field in the document.
Testing
In the Test section, select Test to check how the bot works. If everything is set up correctly, you will see a success message. If there are any issues, an error message will appear.
Lookup
In the Find record section, choose the Airtable column that should match either the signer's details or a specific document field value during the signing session.
Tip: Set up the following functionality only if you need to update already existing rows in your table.
In Find record, specify how the bot will find the destination record data by matching the Airtable column to document field values, custom values, or signer details.
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
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Signer data | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Enter your text | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
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Input parameter | This option uses the predifined workflow parameters to find a corresponding record in the object. |
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Without defined conditions, the bot will default to activating whenever recipients complete the documents or the previous element (for example, another bot) finishes its job.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.