Here’s an example to see how exactly this extension works.
People can also access your client portal with a card view style.
Both of these live demos above are using this Airtable View
Features
- Generates a unique URL for your client portal.
- It can also be embedded inside your own website (with automatic height adjustment).
- Supports 2 different view styles: Grid and Card view.
- Supports editing records via the built-in form.
- You can allow users to download records as CSV.
- Supports playing audio and video attachments!
- Supports for rendering HTML content in the card view.
- Supports direct in-line editing for checkbox, single select and multi select fields in the grid view itself.
- The ability for the client user to add new records (optional).
- Integrated Barcode and QR code scanner to lookup records
(so you can scan a barcode and see an Airtable record as a result) - Clickable linked records: now you can connect multiple tables together and navigate between them.
- Allow the portal users to create new records. They would be automatically linked to their creators.
Advanced Features
- Browse Tab: show the portal users the records they are linked to, but also show them all the records.
- Linking Records: allow the portal users to link themselves to other records with 1-click.
💡This extension is ideal for sharing data with clients without having to create an Airtable view for each client.
This extension can be used in 2 different ways:
1. Client Portal
You can also use this as a customer or member portal. Where they can login and see some specific data that you allow them to see. This tool is particularly useful if you have clients/employees/students and you only want them to be able to see the records that they are associated with (e.g. profile/membership page), and none of the other records in your base. It’s ideal to allow your clients to login and see/update their data. They would only be able to see their own data, not anyone else. You can control which fields are shown and which are used for search. Also, you can either share it as a link with your clients or you can embed it in your website.
2. Automatic View Generator
Instead of manually creating a view for each client or employee, you can use this extension to share their data with a very minimal effort. Just decide which field(s) they can access. Then you can share the search results page URL with them and they’ll be skipping the search page, and taken directly to the generated view. The portal allows direct access to the view (results page) URL, skipping the login (search) page.
Can you set up the portal for Airtable so that the user’s changes first have to be approved before they are released?
No, having changes to go through approval before they go live is not possible currently.
Client portal card-view says “ideal for few records”. Does that mean few records in the whole base, or few records for searching in portal at a given time?
It means that the card view is better for fewer records displayed on the screen, not in general!
We want to have the same view sorted by date, is that possible?
Yes, to sort the records, please select the view that you’ve setup for sorting in Airtable.
Can the portal be accessed without a password? I just want to give my customer a link that redirect to the portal without needing a password. Is that possible?
Also, is there any way for me to pass the “login details” programmatically? Instead of asking the user to enter it? The reason I ask this is that I already have implemented a login for users so that they can access other functionalities (not related to Airtable). I have their details and can pass those details to the login form. Is that a possibility?
Yes, there’s an option to add a formula that generates a unique URL for every record in your table. Allowing users to skip the login page and go directly to their personal view. You can find it in the bottom of the extension settings page.
We have vendors who need to update their insurance documents regularly. Automation in Airtable triggers email with request to do this when the renewal date is approaching. We want vendors to login with their business number and then a 4 digit pin and then be able to upload new documents.
If you would like your users to login and see/update their existing records and add new ones, then our portal extension would be a good fit.
Can I have multiple tables in a portal?
Currently that’s not supported out of the box. But it’s possible by combing multiple portals together using the Page Header feature.
Can the client portal be setup to refresh in real-time?
No, due to Airtable API limitation, we cannot auto-detect when changes are made. However, the portal is auto-refreshed every 1 min. And if you make changes through the editing feature of the portal, then it’s refreshed immediately.
Can I sort or group records based on the view in Airtable?
Yes, you can sort records based on a certain view if you select that view from the extension settings page. Records grouping feature is not supported currently.
Some records are missing. I only see a few records while there are many more in Airtable.
The portal extension is only meant for showing records that are associated with certain users. If you would like to show all the records, then you would use another extension: The view editor.
Why don’t I see any records in the Profile Tab?
The profile tab is meant to contain records that are linked to the logged-in user. If there are no records linked to the logged-in user, then none will be shown there.
How do I set login password for client portal?
The password (or any login field) would be a column in your users table. So you would make your own logins in Airtable. That information would be used to lookup records and would not be provided by the extension itself.
In Airtable you can add a formula field for password and use it as a lookup field. That way anyone who uses your client portal would have to enter that password correctly or otherwise the client portal won’t work. But normally our client portal customers would allow each user to have a different password. You’d add a new text field for passwords in the users table. That way every user could login using their own password.
Is there a way for a user to log-in with one user name/password and be able to click different tabs to see data linked to that user on each of the different tabs within that base? We have a tab for each part of their purchase process and it would be great for them to be able to log in and just click between the tabs to check the status of each part of the purchase process.
It’s not possible to show different tables in the portal extension. But in the user view, it’s possible to make the linked records clickable. So the user would be able to see data from other tables not by switching between tabs -like Airtable- but by clicking on individual records. You can find this option by going to any linked records field settings.
Can I use my custom domain for the portal?
It’s not currently possible to set up a custom domain for our extensions, but we made them in a way so that they’re easy to embed in any webpage.
I want to use the Portal for our customers to see their records in our newsletter. For this I have a “Customer” Table in another Airtable base. I sync this table to my Newsletter Base and link to this table by choosing the customer. Now I want to make the data accessible for this customer. So my question is: Is it possible to use a synced table with the Portal?
It is not possible to set up the portal extension on a synced table. It has to be set up on the main original table. If setting up the portal on the original table is not possible in your case, another option would be to use our search page extension. That extension can be set up on the synced table. It has different features though, but it might work just as well in your case.
Can the date be formatted “DD.MM.YYYY”?
The date field is formatted based on the field settings in Airtable. To change how it looks, go to the field settings in Airtable and change it to ‘international’. Please make sure to re-sync your base to see the updated version after.
How do I setup Users Linked Records Field? The linked records field that links to the users table. No fields to select. I can’t open the drop down. I don’t know what am I missing.
In order to select a field in this step, you would have to create a linked records field for the portal “users” in your main table. If you did that already, you would need to run the script to re-sync your base again.
Which fields are possible for inline editing in a portal/grid-view?
The field types that support inline editing in grid view are: checkbox, single select and multi-select options.
Can I integrate the portal with my website so that users don’t have to login?
Yes, our portal can be used as a dynamic view generator that can be embedded inside your website. The implementation is just a matter of passing the “lookup” parameters in the URL itself.
e.g. app.miniextensions.com/grid-portal/bRcsC6zNDi2fxqE8hmRx/result?query=%7B%22ID%22%3A%22
{userID}%22%7DSome fields are not showing up in the fields list, why?
Field names are imported automatically when you run the script. However, if you added new fields later on, you’d have to run the syncing script again.
How can I change the fields order?
Field names are not automatically sorted like Airtable, but you can re-order them manually by drag and drop.
Some records are not showing up in the user results, why?
One possible reason is that they are filtered out because the view settings.
How to allow portal users to setup their own passwords?
In your users table, you can allow each user to have a different password. You’d add a new text field for passwords, and in your login page add it as a lookup field. That way every user could login using their own password.
Does the portal have the ability to show different views depending on who is logging into the login page?
No, in that case you would have to create multiple portals for different type of users.
Do you have a way of combining records from several tables into 1 table? but by keeping the other steps in place so that they can continue to be updated accurately. i.e. I’d like to make an Airtable table that the CEO can look at the progress on each project by accessing the main status of the other tables in the bases.
Yes, if you have linked records in your portal, they can be made clickable so you can see more information from other tables as well.
Is there any way to remove the “back” button on the embed page?
Yes, you can hide the back button by going to:
Step 3 view records > advanced > page header > Hide Back Button on Results Screen.
I would like to create a sales recording base for my company’s distributor and also they take up new clients to supply every month. Now I was wondering if it would be possible to have the distributors use this portal to record sales and as well as register new clients/locations? Perhaps have two tabs on the sign in page to direct them to either client registration or record sales?
Yes, that’s possible. They would be able to record new sales and in the form they would be able to create new clients, locations, etc (as a linked record in another table).
Does the portal tool allow for filtering/sorting of fields?
Filtering is possible in any grid extension. You would just need to enable this function from the ‘advanced’ options section.However, sorting records is only possible by selecting existing Airtable views with preset sorting configurations.
I would like to select a look up field instead of linked records field for login. But it’s not in the field listing.
In this case you would use our search page extension.
Is there an extension similar to the Portal that does not require logging in (linking to the records) I have employees that need to view information in a table (view) that they are not linked to. E.g. Superintendent needs to view daily work reports, but the superintendent isn’t linked to the project, the field techs are. The need for the grid view is for each superintendent to view specific notes pertaining to multiple jobs they are over.
Yes, in this use case it would make sense to use our view editor extension.