Airtable AI Is Here 🤖 🪄
Summary
TLDRThis video introduces new AI features in Airtable, focusing on automation improvements and AI-generated text. Dan Leman from Automation Helpers explains how AI can link communication records to ship names in logistics, streamline workflows, generate tweets, create formulas, categorize information, and recommend linked records. The video highlights the potential of these features to save time and improve accuracy. It also discusses pricing, usage, and how to access these new capabilities. Dan encourages viewers to explore Airtable AI and offers free consultations for further assistance.
Takeaways
- 🚀 Airtable AI is now generally available, featuring exciting new automation capabilities.
- 📝 Generate with AI can take inputs from previous steps and use them in subsequent steps for enhanced automation.
- 🚢 Example use case: Managing logistics for a large fleet of shipping vessels using AI to link communications with ship names.
- 🔍 The process involves retrieving a list of ships, generating AI prompts, and finding the closest match to link records.
- ⚙️ AI in Airtable automations can streamline workflows by integrating inputs and outputs across multiple steps.
- 📄 AI features can be used for various text generation tasks, such as creating tweets, press releases, and LinkedIn posts.
- 📊 AI capabilities extend to categorizing information and performing sentiment analysis within Airtable.
- 🧮 AI can help generate formulas by interpreting prompts and creating appropriate functions within the database.
- 💼 AI can recommend linked records based on fields like region and role, improving task assignments and project management.
- 💸 Airtable AI is available as a paid feature with limited-time free credits, requiring a subscription for continued use.
Q & A
What are the new features introduced in Airtable?
-The new features introduced in Airtable include AI integration for generating text, automation enhancements, and the ability to link records based on AI-generated matches.
What is the significance of the 'Generate with AI' action in Airtable automations?
-The 'Generate with AI' action allows users to take inputs from previous steps and use the AI-generated output in subsequent steps, enhancing the automation capabilities in Airtable.
Can you provide a use case example where AI in Airtable automations is beneficial?
-A use case example is managing logistics for a large fleet of shipping vessels, where AI helps link communication records with ship names even if they are not spelled correctly.
How does the AI feature handle ship names that are not spelled correctly?
-The AI feature can match the closest ship name from a list provided, even if the ship name in the communication is not spelled correctly.
What limitations did the speaker encounter with the AI-generated output in Airtable?
-The speaker noted that the AI could not return an Airtable record ID directly, which required an additional step to find the record by name.
How does Airtable ensure the accuracy of AI-generated matches for linked records?
-Airtable uses conditional logic to proceed only if there is exactly one match found. If there are multiple matches or no matches, it updates the record with a note instead of proceeding.
What other surfaces can AI be used in within Airtable besides automations?
-AI can be used in generating text for long text fields, creating tweets, press releases, LinkedIn posts, translations, and categorizing information such as sentiment analysis.
How does the AI feature in Airtable handle inline record creation and updates?
-The AI feature in Airtable does not query every keystroke when creating inline records. Instead, it waits for the user to click the 'Generate' button to update the record with AI-generated text.
How can AI assist in generating formulas in Airtable?
-Users can prompt AI to generate a formula based on a description. The AI interprets the prompt and creates the corresponding formula field, even handling minor typos.
What is the pricing structure for Airtable AI features?
-Airtable AI features are available for $6 per seat per month on the annual plan or $7 on the monthly plan. Each seat gets 3500 monthly AI credits. Additional credits can be purchased if needed.
Outlines
🚀 Exciting New Features in Airtable Automations
Dan Leman introduces the new features in Airtable AI, highlighting the ability to generate text with AI and its integration into automations. He expresses excitement about the potential of these features, particularly in logistics management for shipping vessels. Leman explains how the AI can match ship names from communication logs with records in Airtable, using examples and a step-by-step breakdown of the automation process.
📊 Leveraging AI for Various Tasks in Airtable
Leman discusses additional uses of AI in Airtable, such as generating tweets and other text fields, emphasizing the flexibility of AI across different surfaces. He describes how AI can take inputs from long text fields and generate appropriate content, providing detailed instructions and examples. He also mentions the capability to customize prompts and templates to streamline repetitive tasks.
🔍 Sentiment Analysis and Formula Generation with AI
This section focuses on using AI for sentiment analysis and creating formulas in Airtable. Leman explains how AI can categorize and prioritize tasks based on sentiment and feedback. He demonstrates generating a formula field using AI and discusses the efficiency and accuracy of AI in understanding and implementing user prompts, even with minor errors or typos.
👥 AI-Assisted Record Matching and Usage Limitations
Leman explores the use of AI for recommending linked records in project management, highlighting the importance of sufficient training data for accuracy. He shares his experience with AI recommendations and addresses potential limitations. Additionally, Leman outlines the credit-based usage system for Airtable AI, explaining the cost and availability of AI features based on different subscription plans, and provides insights into managing AI credit usage.
Mindmap
Keywords
💡Airtable Automations
💡Generate with AI
💡Linked Records
💡Trigger
💡Find Records
💡Conditional Logic
💡Sentiment Analysis
💡Formula Generation
💡AI Credits
💡Template
Highlights
New features in Airtable automations are now generally available.
Dan Leman from Automation Helpers.com discusses the benefits of new Airtable automation features.
Ability to generate text with AI in Airtable, useful for many applications.
AI can take inputs from previous steps and use the outputs in subsequent automation steps.
Example use case: managing logistics for a fleet of shipping vessels by linking communication records to ship names using AI.
AI helps in matching ship names in communications with existing ship records, saving time for the team.
AI features can generate text fields in Airtable, which can be customized and structured to avoid repetitive prompting.
AI can categorize information, perform sentiment analysis, and recommend linked records based on dynamic data.
Generating formulas with AI can help create complex formulas easily in Airtable.
AI can recommend appropriate linked records, improving task assignments in project management.
Limited-time free offering of Airtable AI credits, with pricing details for continued use.
Usage examples and limitations of AI features, including credit consumption and practical applications.
AI features in Airtable can enhance various workflows, providing significant time savings and accuracy improvements.
Enabling AI features in Airtable requires team or business plan, with admin panel controls for credit usage.
Additional AI credits can be purchased in bulk, with pricing tiers for different usage levels.
Transcripts
air table AI just HD General
availability meaning you can now access
these new features we were really eager
to talk about this for a long time but
the terms of the Clos beta said we
couldn't talk about it so now we're
going to dig into all the really
exciting new features hi I'm Dan Leman
from Automation helpers.com and we help
companies get automated with portals
apps and Integrations now all the big
YouTubers would say save the most
exciting parts for the end but I can't
help it I'm too giddy about these
features I'm really pumped about what's
happening with air table automations so
I want to talk about this first some of
the other things like generating text
with AI I'm like eh okay you know it's
going to be helpful for somebody but I
really think there's so much value in
what can be done with automations so the
first thing I want to talk about is when
you're looking at your automations and
you see an action for Generate with AI
it's not really that exciting looking I
mean if you're used to chat GPT you're
like okay well there's a spot to put in
a prompt and a couple settings about the
model itself so what's the big deal
about this well the part that makes us
so powerful is that we can take inputs
from previous steps like we would with
any other automation step and we can
take the output and we can use that in
additional steps later on so let's walk
through a use case one of our clients
manages logistics for a large Fleet of
shipping vessels and these ships all
have different names now I just grabbed
a random list of ship names cuz I don't
know anything about ship names but we
put them here because what was happening
is they have a log of communications
coming in and these communications we're
writing from different sources we've got
from twilio we've got calls that are
coming in there could be text messages
there could be emails and in these
communications they're referencing the
names of these ships so in a perfect
world we're writing in these
communications we'd be able to link the
communication records with the ships
that we have but you can imagine the
people who are working on these vessels
aren't actually writing out the full
name or talking about the full name of
the ship so we've got the HMS
dreadnotmusic linked relationship now
you can of course do some sort of
regular Expressions to try to make stuff
work out but when the ships have
different names that becomes a little
bit tricky so let's go ahead and see
this in action the actual results and
then we'll dig into the automation
itself I'm just going to fill out a form
but again this could come in from a
variety of different data sources so
this of course is a terrible example but
the dread knot is lost at C let's go
ahead and submit our form and back in
air table we can see our automation has
just updated this we have our record and
it's updated this linked record to to
our ship so now we can see the name of
the HMS dreadnots able to find that
linked record and create that
relationship between both of those
records so how did we do this in the
automation itself okay so we have a
trigger really standard we're just
saying when a form's submitted we could
use a different trigger if we want now
the first step that we do the first
action here might appear to be a little
bit counterintuitive the first thing
that we want to do is to find records
and we want to get all of the different
ships that we have it's pretty rare that
you're asking for all of the records
inside of air table normally you're
adding some sort of condition to this in
this case we want to retrieve the list
of all of the ships because we want to
use that to feed into our prompt to say
hey you've got this list in front of you
which is the closest one to what you're
looking for so now we have our
generative step and here's where we put
in our prompt I just put in a
description I said okay you've got a
body of text and a ship name is being
mentioned the ship might not be spelled
the same way but your job is to find the
closest match name and return the name
and then the body of text is and this is
where I'm able to pull in the attributes
from the record so I fed it the notes
the dread knot is lost at C and then we
say please find the closest ship name
here's your list of ships to choose from
and this is where we're grabbing the
list of records that we retrieved in the
previous step now I did a little bit of
testing here and I really wanted it to
find the Matched ship and then be able
to return the record ID so we wouldn't
have to do an extra step here now un
unfortunately it kind of gave me the
standard chat GPT response like we've
only been trained on data up to this
point and we can't give you an air table
record ID so maybe it's possible maybe
there's a different way to do it I
wasn't able to get it to do it but in
this case this wasn't a problem because
it was able to return the exact name
since the exact name we retrieved here
and then all we need to do is another
find record step so now we can say where
the name contains and we can plug in
that AI response so from our previous
step we say if there's a match on the
name that's the ship that we're going to
return and then we've got a little bit
of conditional logic here to say if the
records length equals one that means if
you were able to find a ship do this
step if you couldn't find a match don't
do it if you found multiple matches
which we don't want don't do it but if
you found exactly one match then we want
to proceed we're going to update our
record and we're going to then link this
to the corresponding ship that we
retrieved the record in that step
otherwise if we didn't find a match or
we found multiple matches then we're
going to update the record and we're
just going to add a note and say we
couldn't find the Matched ship via Ai
and of course as we all know AI isn't
perfect so there's going to be a number
of times where it doesn't find that
exact match but even if it could help us
out 60% of the time that would still
save a lot of time for the people who
are triaging these requests coming in so
I hope you're as excited as I am about
all the possibilities with air tables AI
in automations especially because we can
take inputs plug it into our prompts we
can take the response and do other
things with it afterwards so I think
this really opens up a lot of new
possibilities okay so we've talked about
how we can use AI in automations where
else can we use it in the application we
take a look at the support article it
talks about different surfaces where we
can use it and surface is kind of an
interesting name so in air table they
can't say What fields can we use this in
because they also work in automations
and we can't say what automations cuz it
also
generate text which is going to give us
these additional options here now you
can click and edit these properties in
this particular one we're generating a
tweet and this is a template that
already knows in the background what a
tweet is comprised of I'm surprised
they're using the word tweet what's the
word now is it X XZ I don't know what it
is but anyways generating a tweet it
probably already knows how many
characters that you have available to it
maybe information about adding hashtags
and so really that information is
already kind of in the background you
don't have to worry about it cuz it's
baked into that template so the most
important thing here is identifying
which field we're pulling from for our
prompt information so we've got this
content description you fill that out
that's what's going to give it the
information it needs to be able to
create the text here we can also include
additional fields that we want and so
you can select those and it will
regenerate based on the information that
you give it you can add your own
examples so if you add certain kinds of
tweets and you want to mimic that style
you could do that here and you can give
additional instructions so really what
this is doing is it's making it so that
unlike chat GPT where you give it some
information it comes back you add to
your prompt it comes back so instead of
doing that you can avoid all of that
because you're giving it that structure
kind of that metadata that lives behind
the scenes so that you don't need to
reprompt every time this in effect is
essentially acting like a custom GPT
you're giving it all these instructions
and then it's taking the dynamic data
The Prompt that you have in this content
description to use that to generate the
text now now like we said the long text
Fields have the majority of AI features
attached to it to generate different
kinds of text there's some different
examples we have here like a press
release and Linkedin post and things
like that you can create a new field and
in this you'll see this new option to
create an AI field well it's not really
an AI field there's not a new field type
here really we're just choosing from
existing things so either you could
create the long text field and then
enable those AI settings or you could
simply click here and then you could say
let's generate text which is then going
to create that long text field so it's
really up to you whichever is more
convenient once this is toggled on you
can choose from either starting from a
template or starting from scratch if you
start with a template you've got some
different options here that are
categorized General product marketing ux
research and recruiting I'm always a
little bit surprised about these
categories and they're doing this for
the apps too like ux research is really
specific in my mind but that's a
different story so maybe you want to do
a translation this is one of the use
cases they feature quite a bit here we
can click on that you can choose what
field you want to translate and then the
language you want to translate it into
I'm kind of surprised this isn't a
dropdown that you just put in free text
what language it is so I'm kind of
curious why that is and again you could
give it additional instructions so
pretty straightforward to use long text
fields for the purpose of text
generation next we're going to take a
look at it through the lens of being
able to categorize information so
there's another base that air table
created to help walk through some use
cases what's interesting here is for
something like sentiment analysis if we
edit this
with inside of air table now if you're
creating a record in line I was kind of
curious how this would handle it because
air table is so convenient to allow us
to create inline records but what it's
doing is it creates the record right
away followed by a bunch of updates and
given that you only have certain limits
around the amount of consumption you
have of the AI features I was like oh
man is it going to make that query every
single time that you're updating that
record thankfully it's not so if we
create this new record in line we see
these little text messages here we can
expand this you can see that it says
okay generate text in order for this
field to work and so I don't want it to
be every single key stroke that I'm
typing in the feedback so if I were to
do it in line and I'm adding the
keystroke it's not going to make that
query every single time notice that it
now has that button for Generate so now
if I were to update this value with a
message and I click off this has
technically run an update but I still
need to press the button either in line
here or I could expand the record to
generate that text I think this is a
good way to implement it because we're
not suddenly racking up the bill so
quickly having it update every single
time so if I want the sentiment analysis
from this I can click generate negative
our priority we can click on that and
I'm always kind of interested you know
how do they determine priority so in
this case it was high and back in our
prompt we're able to see it summarizes
high are critical issues affecting core
functionality or significant user base
so I don't know how it actually know if
it affects a significant user base it's
not actually looking at the body of
Records it's only looking at that
individual record so I don't think it
would actually have the knowledge to
know that but in this case because I
can't log in and it's crashing it's
determined this is high priority now
another thing you can do if you're
actively using the comment section in
your records with your team is if you
have a whole stream of comments and you
want to summarize it there's a little
button to be able to summarize the
comments and display this information at
the top of the screen so here you can
see a little bit of summary of what's
going on we want to bring in a partner
to work on this and here's our standard
Bill rate so it's able to summarize the
different comments that we have in that
thread next let's talk about creating a
formula with AI I'm just going to do a
simple one here we'll insert a field and
we'll choose our formula field like
normal and you'll see this option to
generate a formula so I'm just going to
give it a prompt here to find the
difference in the number of days between
the start and the deadline those are two
different fields that I have here let's
go ahead and generate and you can see it
now created our datetime diff function
show us the number of days let's go
ahead and create that field and we can
now see the number of days what's cool
is that I used lowercase and it was
still able to interpret it correctly I
didn't have to put that field name
exactly as is let's try actually with a
typo just to see if we mistype it so I'm
going to delete this let's copy the
description that we generated we'll
click on generate formula again paste
this in and let's just make a typo here
deadline and see if it comes up with it
press generate and it still worked for
us so that's pretty cool now some of you
have really really complex formula so
it'll be interesting to see how it holds
up but I found that I have pretty good
success by typing that in and getting
the result that I'm looking for now the
last AI feature here that I think is
also pretty powerful is being able to
recommend the appropriate linked record
so I'm inside of a project management
solution looking at some tasks if I
click on this assigning field this is
not assigned to it's not using the users
inside of air table this is actually
pulling from a separate table of people
or of contacts if I edit this field
there's this option to use AI to show
the top matches When selecting a record
so this is not something that actually
happens in the background it's as you're
trying to assign this and it opens it up
it's going to pop up with the
recommended choices and so it allows us
to choose the fields that are important
for it to take a look at both fields
from the task which is kind of the core
record and then the assign it's looking
to the people record so on the task I
wanted to look at the region as well as
the role assigned to that task and on
the people table we wanted to look at
the role that they're assigned as well
as the region quick note that you can
only use up to three Fields here now I'm
kind of curious if you concatenated some
of that text together how it would do
but it might mess with your training
data so I think a little bit more
experimentation needs to be done there
so on my people table I've got my role
or the function in the company that
they're performing and then we also have
the region that they're located in so on
my tasks I created a new task and we've
got it assigned to this Quantum Leap
which is based in latam and we're saying
that this is a task that needs to be
completed by product so if I click on
the field here and open this this is
where we see this top Top matches and
it's sorting it in order of who it
thinks are the top matches that are
available for this now at first I was a
little bit surprised because remember
this is for product and Lam so why does
it come up with Omar who yes he's part
of product but he's in APAC so I think
this really comes down to your training
data what I was kind of hoping it would
do would be to recognize that we have an
association between the regions and
roles and just be able to identify that
we have someone who in latam here let me
go back over to my people and so out of
the product people we've got Arya who is
in latam here so I think she should be
the top of the list of who it recommends
however because she had not actually
been assigned a task yet and so wasn't
part of the training data it didn't
actually recognize that she was the best
fit for it now I've added a record and
it's Lam and it's assigned to Arya so
we've got this Association and if if I
open up the record who does it recommend
no it's someone in AIA so I don't want
to be overly critical here because of
course if we had a large amount of data
this might be able to better detect what
we're looking for but I just say this to
bring up some of the risks of overly
relying on AI is that you need more data
in order for it to make certain
assumptions it's not able to say oh hey
we're looking at these attributes and so
we can infer what it should be based on
the attributes it's because you've got a
volume of data going through the back
end of the system I'd be curious those
of you who have been using this
extensively already if you found that it
has pretty good accuracy for your use
case now at this point you're probably
wondering how do I get my hands on air
table AI there's a limited time free
offering and so you can get these 500
credits to be able to test it out but my
assumption is by using that language of
limited time that this will go away that
it's essentially a free trial because
they're really trying to push everybody
to this paid plan now this is available
if you're on team business or Enterprise
it's going to be $6 per seat per month
if you go to the annual option or else
$7 a month this is all credit-based so
you get 3500 monthly AI credits per seat
now it's important to understand that if
you're on team or business you have to
buy it for everybody in your workspace
you can't just say hey I'd really like
to make it available to these five users
and these 10 users don't need access now
I do want to mention that a lot of the
function ity that we've seen such as
what we're doing in automations could be
accomplished by making a direct call
with open AI API and you could send
information you could retrieve
information you could make updates
yourself you could do things with
generating text now it's really
convenient to have it all within the
application to have it supported by air
table and at six seven bucks a month
it's a pretty good deal but for those of
you who are like I'm already paying so
much in air table licensing there are
other options if you want to use this
feature sparingly now they do give some
suggestions here this would be enough to
do unlimited formulas but how often are
you going to be creating formulas like
it's probably a couple people who are
doing the building and they need access
to that unlimited suggested matching
records again that was helpful because
you're probably doing that one in bulk
70 blog posts or 350 translations so it
gives you an idea of how many credits
this is going to cost but it's still a
little bit hard to wrap your mind around
now I'm on the business plan so I have
this admin panel this is going to look a
little bit different for you if if
you're on the team plan but here if
you're on business I've got Integrations
and development which is under settings
and so here's where you actually enable
the AI features and it's also where you
can view the AI credit usage you can
expand this and it tells you how many
credits that you've used of that Supply
so I'm just testing this in this
workspace I've just been working on this
video this evening and showing a couple
of examples and I've burned through 24%
of that of course normally it would be
on the paid plan and 30 500 credits so
you can start to get a little flavor of
like okay well we saw these examples and
it's burning through that many now if
you do think you're going to burn
through those credits there are options
to be able to purchase additional
credits and so these credits are done in
bulk you can see the pricing with each
of those tiers I'm curious to hear which
AI features are most exciting to you and
how it's going to assist you in your
workflow if you have any questions about
your own air table setup don't hesitate
to reach out to our website at
automation helpers.com where we're
offering free 30 minute
[Music]
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