Using Groups in Airtable
  • 09 Sep 2022
  • 2 Minutes to read
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Using Groups in Airtable

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NOTE
In some instances, you may see the user field referred to as the collaborator field.


Groups in Airtable overview

User groups continue to be a way that Airtable users find value in creating and managing groups of individuals, allowing teams and organizations to easily share bases and workspaces.

With groups in user field, we’ve unlocked the ability for user groups created within your organization and team to be used across records, bases, interfaces, and more.


Groups in Airtable impact

Groups in user fields impacts the following areas of Airtable:

  • Cells: User groups can be added to any cell(s) as long as those cells are multiple collaborator fields; Groups are not supported in single user fields.  
  • Filters: Our new filters are designed to reflect groups and individual references, allowing users to filter by both user groups and the single users who make up those groups. 


Adding groups to a user field

To add an existing/create a user group to a multiple user field:

  1. From your Airtable homepage, open or create a base. 
  2. If one doesn’t currently exist, add a multiple user field
  3. In your multiple collaborator field, mention or create a user group. 


Filtering groups in Airtable

In user fields

To view user groups and individuals filtered by multiple user fields:

  1. Click Filter and select Name
  2. Under Name, select the multiple user field of your choice.
  3. Under Add a user, select your intended user group.
  4. Click the gear icon and a dialog box appears stating, “Also show records including people in the selected group.”

By toggling on the “Also show records including people in the selected group.” both individual users and user groups are shown where referenced in select records.

In the example below, "Kenny" is part of the "Enterprise support article documentation" group — shown above as part of the group but also as an individual because the "Also show records including people in the selected group." button is toggled on.  

In addition, these filters allow users with base access to filter for tasks assigned to only them or to anyone in a group. 

To view user groups and select individuals in multiple user fields:

  1. If you previously toggled, “Also show records including people in the selected group.” on, toggle it off.
  2. Under Name, confirm your preferred user group and click the down arrow.
  3. Select the name(s) of the individual(s) you want to appear in the associated record(s).

In interfaces

To apply filters to interfaces:

  1. From your intended base, click Interfaces.
  2. Select Start building and add a description of the interface.
  3. Choose a layout and click Next.  
  4. Under Table, confirm your intended table for your interface.
  5. Click Filter and Add condition.

 

FAQs

Can I view the existing members included in a user group?

Yes, this article highlights how to view and manage users within a user groups.

Can I add a user group or individual to a multiple collaborator field - one that isn’t a collaborator within that base?

Yes, but remember that a light gray icon will appear to the left of the user group or individual's name. But after inviting that user group or individual to the base, that light gray icon turns dark gray - indicating they are now a group collaborator.

If I update or add to a user group, are those changes automatically reflected in a multiple collaborator field?

Yes, all related bases and cells are automatically updated with those changes after adding or removing users within a user group.

Why would I need to add a user group and an individual - included in that user group - to that same multiple collaborator field?

If or when a member list changes over time, you can confirm and reference individuals who are part of that user group. 


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