How to Automatically Update Project Status by Integrating Airtable with Board

Airtable, used by many global companies, is a database tool that makes centralized information management and data updates easy. When issuing invoices and managing sales on board, updating two tools can be cumbersome. By integrating this Airtable with board, progress management through status updates is streamlined, and understanding each project becomes smoother.
Traditionally, such integration required programming, but with our Flowbot, it is now possible to achieve it with no code. We will introduce the setup methods and usage examples, so please take a look.

Two Benefits of Automating Airtable Message Notifications to Board

A reliable automation Flowbot for project managers and sales representatives. We will explain the specific benefits of its use.

Benefit 1: Automate Status Updates to Reduce Confirmation Work

Progress management, essential for project advancement, is made easier with the automation Flowbot using Airtable and board, reducing the workload of status updates. When the status of a project is updated in Airtable, it is automatically reflected in the board's project status. This maintains data consistency and prevents manual double management and update omissions.
For project managers, having Airtable's status automatically reflected in the board eliminates the need for manual information sharing when issuing invoices or delivery notes. Collaboration with each department is also strengthened, and the effect is particularly noticeable when handling multiple projects simultaneously.

Benefit 2: Improve Sales Forecast Accuracy with Automatic Status Updates

When project statuses are automatically updated, they are also automatically reflected in the sales forecast data on the board. As Airtable's status changes, the board's data is automatically updated, allowing executives to check order status in a timely manner, improving sales forecast accuracy.
Additionally, for accounting personnel, it becomes easier to grasp project progress at the time of invoice issuance, and confirmation work among personnel proceeds smoothly.

From here, we will explain the setup method for automating "notifying board when a message is received in Airtable" using Yoom's Flowbot template.

[About Yoom]

How to Create an Integration Flow to Notify Board When a Message is Received in Airtable

This time, we will explain assuming a flow where the status on the board is updated to "Ordered" when the status of the database on Airtable is changed.

Things to Prepare in Advance

We have listed the items needed for the integration work.

Airtable (OAuth)

Airtable login information
Database linked with board
- Please add a Last Modified Time field.
- To link with board projects, please add the project ID in advance. The project ID is the part "/projects/●●●●/edit" in the URL of the board's project edit page.

board

Access token (API token)
- It can be obtained from this page on the board's dashboard.
- Help: For more details, see here

Step 1: Set Up My App Integration

Here, we will set up the app information to be integrated into Yoom. Log in to Yoom's workspace and click + New Connection in the My Apps screen.

A list of apps that can be connected with Yoom will be displayed. Select the app to be connected from the search window and proceed with My App registration.

Airtable

Select Airtable from the search results.

Click Allow Access to complete the Airtable My App registration.

board

Select board from the search results. A screen will appear to enter the values you have obtained.

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The account name is an arbitrary value. Please enter an email address or similar.

Enter the access token (API token) and click the Add button to complete the board My App registration.

Step 2: Copy Yoom's Flowbot Template to My Project

Click this banner.

The template will be copied to My Project. You can access My Project from the left menu bar.

Step 3: App Trigger "When a message is received in the inbox"

Click on the first process of the template.

Retrieve the items that can be extracted from Airtable.

(1/2) Select the integration account and action

The items displayed here are already set.

Title of the app trigger
App
Account information integrated with Airtable
Trigger action

→ Click Next

(2/2) Select the integration account and action

Trigger interval
- You can select from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.

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Obtain the base ID and table ID from the database URL and enter them.

Specify the field name for Last Modified Time.
- In my created database, "Last Modified" is applicable.

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→ Click Test → Success. The acquisition of these items was confirmed in the output.

→ Click Save

Step 4: Branch "Command Operation"

Click on the second process of the template.

In this process, set up a branch to determine whether to update the board's status based on the status of Airtable.

(1/1) Specify branch conditions

Branch conditions
- Set the condition for updating the board's status to "Ordered" based on what value the status in Airtable should be. In my table, "Completed" is applicable, so I entered "Completed".

→ Click Test. → Success

→ Click Save.

Step 4: Integrate with the App "Update Project Status"

Click on the third process of the template.

(1/2) Select the integration account and action

These items are pre-configured.

Title of the app trigger
App
Account information integrated with the board
Trigger action

→ Click Next.

(2/2) API Connection Settings

API Key
- Can be obtained on the same screen as the API token on the dashboard.
- Help: How to register my app on the board
Project ID
- Embed the project ID of the board obtained from Airtable's output.

Order Status
- Can be selected from the standard statuses of the board.

→ Click Test. → Success

→ Click Save. This is the end of the settings for this flow.

Step 6: Turn ON the App Trigger

Once all processes are set, a complete screen will pop up.

Turn ON the trigger to activate the flow bot. You can switch it with the toggle switch at the top left of the template.

<span class="mark-yellow">You have set up the flow bot without programming.</span> Here is the template used this time.

Make the Most of It! 3 Ways to Automate with Board

In addition to Airtable, board can automate workflows through app integration.

1. Automate Adding Suppliers to Prevent Input Errors

When you add a supplier in Airtable, it is automatically reflected in the board's supplier list. This reduces the burden of manual input and prevents input errors and omissions. Supplier information is quickly reflected, allowing for smooth progress management.

2. Seamless Customer Information Registration

When you enter customer information into Google Sheets, it is automatically reflected in the customer information on the board. This saves the effort of data entry and maintains consistency of information. Even if different departments use different tools, information sharing can be carried out smoothly.

3. Instant Notification of New Projects to Google Chat

When a project is registered on the board, a notification is immediately sent to Google Chat. This allows the entire team to share information in a timely manner, serving as a starting point for task management. You can stay informed in real-time, even from a remote location.

Summary

By utilizing the integration flow bot between Airtable and board, project statuses are automatically updated, eliminating the need for manual information sharing during phases such as invoice and delivery note issuance. Furthermore, business owners can more easily grasp the latest sales forecasts, and accounting personnel can smoothly proceed with billing tasks. Using this flow bot can facilitate project progress, improve the accuracy of sales forecasts, and strengthen team collaboration.

<span class="mark-yellow">This automation can be implemented without programming. Why not introduce this automated flow to efficiently advance your operations?</span>

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See you again!

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