There are a few possible reasons for missing records in your portal:
1. Filtered view (most common)
If records are missing, check the selected view’s Filter and Sort source: confirm that the records are included in the selected Airtable view or match the custom filter. See Configuring predefined views for the setup. Also check any active end-user filters or search, the personal-record/all-record setting, and Conditional Table or Conditional View rules. Removing an Airtable view does not remove other active filters or personal-record restrictions.
💡 It's common for an employee to change the filter configurations by mistake if it's not locked.
2. Records created in Airtable are not linked to users
If you're creating new records in Airtable, and they're not displaying in the portal, make sure that they are being linked to the appropriate portal user. Meaning, the linked records field has to be filled with the user value. This part is the core of how our portal works. The portal extension is meant to show records that are associated with the user. If the records are not linked to the logged in user, they will not show up (by default, see #5 on how to change that).
3. Duplicate user record
You might have two records in the user table that match the value you entered during login. The portal shows the connected records for the first found user record and in this case, the records expected to show up in the portal might be linked to the second user record. You can do one of the following to make this work:
Use a different login field that is unique for each record in the users table.
Add a second login field that can trim down the record since the first login field is not unique. Set this up so that the combination of the two login fields is unique.
Delete the duplicate record.
4. Looking at the wrong linked record field
Sometimes, your users table may have multiple fields with similar names. You might be selecting a linked record field in the portal settings and linking records in a different field in Airtable. You need to make sure to add the linked record field to the portal that is actually populated for your users. You may also have multiple linked record fields linking from your users table to the same data table. For example, if you have created a copy of a field, you may have added "table for portal 2" to your portal instead of "table for portal".
5. Should enable 'Show all records' option
In case you're trying to see all records in a given table regardless of whether they're linked to a specific user or not, then you should enable this option.