This feature adds an extra step before the form or portal is accessed. The user would go to a login page to "look up" their own records. Each user then gets to see only their own data.
This feature is exclusive to the Advanced plan and higher.
Form
To add a login to your form, please enable this option when creating the form:
Once the form is created, you can configure your login-related settings in the Table & Login section:
Portal
Creating a portal will automatically enable the login functionality. You can access all login-related settings in the Users Table & Login section:
Which Extension should I use?
In Airtable you can have one of these two setups:
Single table (simple)
This setup is ideal if users can only have 1 record. You would use a form for this.
Use case example: one application for each applicant.
Two tables (advanced)
This setup is required if the relationship between the users and records is one-to-many. You would need to have 2 tables and use a portal extension. You need a Users table that has the login credentials, and another one that contains the record entries related to each user. Also, a linked records field that links the two tables.
Use case example: multiple orders for each customer.
⚠️ This feature allows your users to look up only their own records (without needing to create an account anywhere). What is required for login is the user information in Airtable. The user does not need a miniExtensions account.
Without the login page
The other way to share records with people is through Direct Links. In this method, you'd need to send each person a unique URL (unlike the login page which has the same single URL for all users). When someone clicks on it, they start editing the record. This process could be tricky if you need to send it to many people (this is ideal for automated emails). That’s why we built the login option.
Allow users to access all records in a form inside a portal
To allow users to browse between all records in a form inside a portal, you need to adjust the settings in the form's Record Finder Options. Here's how you can do it:
Go to the settings for the Form you would like to change.
In the Fields section, click on the field that you want to adjust.
Navigate to the Record Finder Options section.
Set Choose Records to Display to Show all records.
Note: this option is only visible for forms inside a portal