Limiting linked record selection to a view in Airtable

Linked records are a huge part of the fundamental power of Airtable. They exist to link one record to another record in a way that allows information to be easily accessed across your base from one table to another. Another way to say it would be that linked records represent your data’s relationships within a base. You can learn more about linked records here.

Views allow you to manipulate the information in a table in a way that makes sense for a particular use case. For example, a task tracking table might have 4 views: one that shows all tasks, one that shows completed tasks, another that shows tasks with a deadline within the next week, and finally, one that shows overdue tasks.

1. Visit your Airtable homepage.

2. Open your preferred base.

3. Click the ⌄ icon next your preferred linked record field.

4. Click Edit field.

5. Toggle ON “Limit record selection to a view.”

6. Click the ⌄ icon next to “Select a view.”

7. Click Save.

NOTE

• The "Limit record selection to a view" toggle does not allow you to limit the linked records shown in your table based on another table's view.

• The "Limit record selection to a view" toggle limits "record selection" in the record selection interface only.

• The "Limit record selection to a view" toggle does not filter out the appearance of linked records based on another view's configuration.

NOTE

 Example scenario: You are linking records and rolling up values from those identical records from a number field on another table. Locating and understanding the rollup field error is challenging because all of your linked records aren't displayed. 

NOTE

In this example, a small start-up company is tracking some bugs in an "Issues" table. The base contains another table where employee information resides. We want to assign an engineering employee to each issue that is filed via a linked record field, but currently, all of the employees show up in the record picker.

This filtered view in the "Employees" table will be used to limit the record selection in the "Issues" table.

Now, we need to limit the record selection to the view we just created in the "Employees" table.

As you can see below, the record selection window will now only show employee records that reside in the "Engineering" view on the "Employees" table.