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How to Display Records in a Table List

How to Display Records in a Table List

🔴 On2Air Forms has been shutdown to focus on our On2Air Backups Airtable app Learn more about automated Airtable backups - on2air.com

With On2Air Forms, you can display your Airtable records in a table-like format. In this tutorial, we’ll show you how to add a list of Airtable records in a table format.

In this example, we want to display a table listing of all Employees from the Employees table.

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In this tutorial

Create the Main Form

To create a table list, you’ll need to create your main form based on a linked record field to the Employee table, such as your Departments table, or just create a new table called Display Table and link it to the Employees. You won’t have to display any data from the linked table.

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Add your Linked Record

  • Next, add your Employees linked record field to your form by clicking Add/Manage Fields
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  • Click on the Employees field and a menu on the left side will be displayed
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Tip: At this point, it helps to switch your form to Preview mode while you’re editing the field settings, so you can see what it looks like
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Use a Field to Filter Records Displayed

In your Linked Record field, we’ll use the URL Linked Field option in the Field Configuration menu. This allows us to choose a field to filter (match) for the records we want displayed on the table.

  • In this instance, we want to display all Employees with the Status of Active
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  • In the Employees field > Field Configuration menu > URL Linked Field option, we choose the Status field. In your setup, choose the field you need to filter with.
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  • Click Set Prefill
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  • In the Employees prefill settings, type the word Active and click Done

This will match any Employee who has a Status of Active and add them to the table

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In the Preview, you should now see a list of Employees

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Enable or Disable Editing Records from the Table

By default, the edit option is available to edit the records on the table (after you set up the Subform)

  • You can disable this by disabling all Permissions in the Subform Configuration menu
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  • Once you do this, all editing/updating/searching icons are removed
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  • If you want to allow Editing and Updating from the table, leave the Permission as-is and you will see various editing/deleting options

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  • In Subforms Configuration, click Manage Subform

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Disable Submission Button

To display your list of Employees as a table, you’ll want to disable the Submit button

  • Click Page > Submission Page
  • Then click Hide Submission
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  • The Submit button is removed
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Customize Your Table

Now that your table is created, you can customize it to display different fields

In Display Configuration, click Add/Remove Fields

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  • Choose the fields you want displayed on your table by clicking on the field name then clicking the blue arrow over
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  • Now, I can see the Name, Image, and Email on the table
  • But in this example, I need to fix the image size on the table

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  • We can do this by clicking on the Image field in the settings.
  • Each field has options where you can customize it further. You can change the Column Header title, add a Display Template, and choose the Lookup Display Position (Lookup Display not relevant in this tutorial)
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  • In Image settings, scroll down and click Advanced Format Options
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  • Click table then columns. In the width field, enter 50px. This will limit the image size to 50px

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  • You can now see the image sizes fit correctly in the table
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Change the Layout Width of Your Table

By default, a form’s max width is set to 760 pixels.

You can expand the width of the table by updating the width of the form

To change the default width:

  • Click the Open Grid Options icon in the Form Designer
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  • Enter the maximum width of your form in pixels
    • Default max size pixels: 760px
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  • Click Save

Set Permissions to Enable/Disable Record Creating, Update, or Lookup for the Linked Records

  • You can further limit how the form user can interact with the records in the Linked Record Forms Configuration
    • By default, all options for creating, updating, and looking up are enabled
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Permissions Available

Allow Create New - Allow a form user to create new records (in this case, create new Employee records)

Allow Update of Existing - Allow a form user to update existing records

Allow Bulk Updates - Allow a form user to bulk update records

Allow Lookup Existing - Allow a form user to lookup existing records (determined by your filter or lookup all records if no filter enabled)

Allow Removal of Existing - Allow a form user to remove existing records from the table listing

All Bulk Removes - Allow a form user to bulk remove existing records from the table listing

Allow Ordering - Allow a form user to reorder records on the table listing

In this example, I only have Allow Lookup Existing enabled which means someone can lookup records from this table or from the filter.

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You can do more with your linked records table by Editing the Subform - Learn: Create and Edit Linked Records with Subforms (Update Multiple Tables from 1 Form)Create and Edit Linked Records with Subforms (Update Multiple Tables from 1 Form)