Using the view share menu in Airtable
- 31 May 2023
- 5 Minutes to read
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Using the view share menu in Airtable
- Updated on 31 May 2023
- 5 Minutes to read
- Print
- DarkLight
Article Summary
The view share menu allows users to configure multiple settings that allow information held in that view to be shared in and outside of Airtable. Learn more about the options that the view share menu contains in this article.
Introduction
| Plan availability | All plan types |
| Permissions |
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| Platform(s) | Web/Browser, Mac app, and Windows app |
| Related reading |
Accessing share and sync
To access the share and sync window
- Visit your Airtable homepage.
- Open your preferred base.
- Once inside your base, the Share and sync button is visible above your base’s tables.
- Click Share and sync and select Copy link.
Note
Before sharing your view link with anyone, we recommend reviewing your link's enabled permissions in Link settings.
Link settings overview
To access the link settings window
- Open your preferred base.
- Click Share and sync and select Copy link.
- Click Link settings.
- After opening your link settings, a menu with permissions opens for you to manage.
Managing link settings
- By toggling on/off the link settings you can manage the following restrictions:
- Allow viewers to copy data out of this view
- Show all fields in expanded records
- Restrict access to enterprise email domains
- Restrict access with a password
- Restrict access to an email domain
Note
The link settings window also allows you to generate a new link or disable your most recently created one.
Link security and access
Understanding how to keep your links secure is an important aspect of data management. Below is a description of individual link settings and how they might impact your organization:
- Allow viewers to copy data out of this view - Permitting anyone with access to this link to copy data from the shared view
- Show all fields in expanded records - Leaving all your data visible to the individual(s) with access to the shared view
- Restrict access to enterprise email domains - Blocking view access to specific enterprise email domains that your designate
- Restrict access with a password - Offering the ability to password-protect the shared view
- Restrict access to an email domain - Similar to blocking access to enterprise email access, block view access of any email domain
- Generate new link - Generating a new link creates a replacement link for a view, making the previously created link no longer usable
- Disable link - Disabling a link makes the previously created link no longer usable
Syncing data to another base
When you select Sync data to another base, a new tab appears offering the Allow data in this view to be synced to other bases option.
By toggling on Allow data in this view to be synced to other bases, you’ll see these additional options:
- Allow data in this view to be synced to other bases
- Allow data in this view to be synced to bases outside of Airtable
- Sync this view
- View sync activity
- Copy shared view link
Sync this view
After clicking Sync this view, a new tab opens, allowing you to start the sync setup process.
View sync activity
The View sync activity setting gives you visibility into your views:
- Destination base(s)
- Sync creator(s)
- Sync activity
Publishing to a data library
By choosing to publish a data set, it can be shared with other people in your organization so that they can find and use it when creating new tables. You can learn more about publishing data sets by reviewing our verified data overview article.
Embedding a view
To embed a view
- Click Share and sync.
- Select Embed view.
- A new tab opens the embed code to be used on your website.
- Copy and paste the embed code into your preferred location.
Note
From the grid view, you can toggle on/off:
- Use card layout on desktop
- Show view controls
Creating a form view
To embed a view
- Click Share and sync.
- Select Create a form view.
- Review our Creating a form in Airtable article.
Hidden fields in view share links
By default, view share links will not show hidden fields in the view that is being shared, even if you expand a record in the view share link. However, please be aware that there are some exceptions to this:
- In a grouped grid view, the field that is being used to group the records will always be visible.
- In a calendar view, the date field(s) that the view uses to display records will always be visible.
- In a gallery or kanban view, whichever attachment field has been designated as the cover field will always be visible.
- In a kanban view, the field that is being used to stack the records will always be visible.
- Also note that if you change what fields are visible in the view in Airtable, the view share link will automatically update in real time to show the most up-to-date version of the view.
- Additionally, when configuring your view share links, you have the option to show all fields in expanded records. This means that even if you have certain fields hidden in the view, all fields will be made visible when records are expanded in the view share link.
FAQs
Is the share link URL generated private?
The URL itself is randomly generated, but anyone that has the link can access the view or base that you've shared, unless a password and/or domain restriction has been set up.
Can I generate a new URL for the share link?
Yes. Click the Generate new link button to generate a new URL for your view share link. If you refresh the share link, it will invalidate all previous links to this shared view.
Can I disable a shared link so it's no longer accessible?
Yes. Click Disable link to disable the link.
Are share links accessible by search engines?
Pages for share links are not publicly accessible through search engines.
Do shared views support using Internet Explorer 11?
No, Airtable's shared views do not support IE11.
Can you create new view share links via Airtable's Meta API ?
We do not currently support creating new view share links via our API.
If I filter a view share link and then download it as a CSV, will the CSV reflect the filters I have set up?
No. If a viewer of a view share link applies a filter to the link and uses the download CSV button, the CSV downloaded will NOT take into account any of the filters applied. The CSV will reflect the records from the original view that was shared. To create a filtered CSV, first download the CSV from the original share view. Then import that CSV to your own Airtable base, apply the filters there, and then export that filtered view as a CSV.
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