Airtable Connect

Airtable Connect

Meta-skill for complete Airtable workspace integration.

Purpose

Enable natural language interaction with ANY Airtable base. User says "query my Projects base" or "add a record to CRM" and it just works - no manual API calls, no remembering base IDs, no schema lookups.

Shared Resources

This skill uses airtable-master shared library. Load references as needed:

First-Time User Setup

If user has never used Airtable integration before:

1. Run config check with JSON to detect setup state:

   python 00-system/skills/airtable/airtable-master/scripts/check_airtable_config.py --json
   

2. Parse the ai_action field in JSON output:

   • prompt_for_api_key → Guide user to get PAT, add to .env
   • run_setup_wizard → Run interactive wizard
   • proceed_with_warning → Partial config, warn but continue
   • proceed_with_operation → All good, continue

3. If setup needed, help user:

   • Tell them: "Airtable needs a Personal Access Token (PAT)"
   • Link: https://airtable.com/create/tokens
   • Scopes needed: data.records:read, data.records:write, schema.bases:read
   • Write directly to .env when user provides token
   • Re-verify with config check

Setup triggers: "setup airtable", "connect airtable", "configure airtable"

Workflow 0: Config Check (ALWAYS FIRST)

Every workflow MUST start with config validation:

python 00-system/skills/airtable/airtable-master/scripts/check_airtable_config.py --json

Parse ai_action from JSON:

• proceed_with_operation: Fully configured, continue
• proceed_with_warning: API works but no bases (warn user to add bases to PAT)
• prompt_for_api_key: Need API key, guide user through setup
• run_setup_wizard: Run setup wizard

If not configured:

1. Tell user: "Airtable integration needs to be set up first."
2. Either guide them manually OR run: python 00-system/skills/airtable/airtable-master/scripts/setup_airtable.py
3. Restart workflow after setup complete

Workflow 1: Discover Bases

Triggers: "connect airtable", "sync airtable", "discover bases", "what bases", "refresh airtable"

Purpose: Find all accessible bases in user's Airtable workspace and cache schemas.

Steps:

1. Run config check (Workflow 0)
2. Run discovery script:

   python 00-system/skills/airtable/airtable-master/scripts/discover_bases.py
   

3. Script outputs:
   • Number of bases found
   • Base names and IDs
   • Creates/updates: 01-memory/integrations/airtable-bases.yaml
4. Show user summary of discovered bases
5. Confirm context file saved

First-time flow: If airtable-bases.yaml doesn't exist, discovery runs automatically.

Workflow 2: Query Records

Triggers: "query [base]", "find in [table]", "search [base]", "show [table]", "list records"

Purpose: Query any base/table by name with optional filters.

Steps:

1. Run config check (Workflow 0)
2. Load context: Read 01-memory/integrations/airtable-bases.yaml
   • If file doesn't exist → Run Workflow 1 (Discover) first
3. Match base name (fuzzy):
   • User says "Projects" → matches "Client Projects", "My Projects", etc.
   • If multiple matches → Show disambiguation prompt
   • If no match → Suggest running discovery
4. Run query:

   python 00-system/skills/airtable/airtable-master/scripts/query_records.py \
     --base <base_id> --table <table_name> [--filter "..."] [--sort ...] [--limit N]
   

5. Format and display results using field types from cached schema
6. Offer follow-up actions: "Want to add a record?" / "Query with different filters?"

Filter Syntax:

• --filter "Status = Active"
• --filter "Priority = High"
• --filter "{Field} contains Design"

Workflow 3: Create Record

Triggers: "add to [table]", "create in [base]", "new [item] in [table]"

Purpose: Create a new record in any table with field validation.

Steps:

1. Run config check (Workflow 0)
2. Load context and match base/table (same as Workflow 2)
3. Load schema for target table from context file
4. Prompt user for required fields based on schema:
   • Show field name + type + options (for single/multiple select)
   • Validate input against field type
5. Run create:

   python 00-system/skills/airtable/airtable-master/scripts/manage_records.py create \
     --base <base_id> --table <table_name> \
     --fields '{"Name": "...", "Status": "..."}'
   

6. Confirm creation with record ID
7. Offer: "Add another?" / "View in Airtable?"

Workflow 4: Update Record

Triggers: "update [record]", "edit [record]", "change [field] to [value]"

Purpose: Modify fields of an existing record.

Steps:

1. Run config check (Workflow 0)
2. Identify record:
   • By record ID if known
   • By search in table: python query_records.py --filter "Name contains [search]"
3. Show current field values
4. Accept changes from user
5. Run update:

   python 00-system/skills/airtable/airtable-master/scripts/manage_records.py update \
     --base <base_id> --table <table_name> --record <record_id> \
     --fields '{"Status": "Done", "Priority": "High"}'
   

6. Confirm changes with updated record

Workflow 5: Delete Record

Triggers: "delete [record]", "remove [record]"

Purpose: Delete a record from a table.

Steps:

1. Run config check (Workflow 0)
2. Identify record (by ID or search)
3. Confirm with user: "Are you sure you want to delete [record name]?"
4. Run delete:

   python 00-system/skills/airtable/airtable-master/scripts/manage_records.py delete \
     --base <base_id> --table <table_name> --record <record_id>
   

5. Confirm deletion

Workflow 6: Batch Operations

Triggers: "bulk update", "update multiple", "batch create"

Purpose: Create, update, or delete multiple records at once (max 10 per batch).

Steps:

1. Run config check (Workflow 0)
2. Collect records to process
3. Run batch operation:

   python 00-system/skills/airtable/airtable-master/scripts/manage_records.py batch-create \
     --base <base_id> --table <table_name> \
     --records '[{"fields": {...}}, {"fields": {...}}]'
   

4. Report results (success/failure counts)

Note: Airtable limits batch operations to 10 records per request.

Context File Format

Location: 01-memory/integrations/airtable-bases.yaml

---
last_synced: 2025-12-11T12:00:00
bases:
  - id: "appXXXXXXXXXXXXXX"
    name: "Client Projects"
    permission_level: "create"
    tables:
      - id: "tblXXXXXXXXXXXXXX"
        name: "Projects"
        fields:
          - name: "Name"
            type: "singleLineText"
          - name: "Status"
            type: "singleSelect"
            options: ["Not Started", "In Progress", "Complete"]
          - name: "Priority"
            type: "singleSelect"
            options: ["Low", "Medium", "High"]
          - name: "Due Date"
            type: "date"
  - id: "appYYYYYYYYYYYYYY"
    name: "CRM"
    permission_level: "edit"
    tables:
      - id: "tblYYYYYYYYYYYYYY"
        name: "Contacts"
        fields: [...]
---

# Airtable Bases Context

Auto-generated by airtable-connect skill.
Run "refresh airtable" to update.

Fuzzy Matching Logic

When user says a base/table name:

1. Exact match: "Client Projects" → finds "Client Projects"
2. Case-insensitive: "client projects" → finds "Client Projects"
3. Partial match: "Projects" → finds "Client Projects", "Personal Projects"
4. Word match: "crm" → finds "Sales CRM", "CRM Database"

Disambiguation prompt (if multiple matches):

Found 3 bases matching "Projects":
1. Client Projects
2. Personal Projects
3. Project Templates

Which one? (enter number or be more specific)

Error Handling

Load airtable-master/references/error-handling.md for detailed troubleshooting.

Examples

First-time setup:

User: "connect to airtable"
AI: [Runs config check, detects no API key]
    Airtable integration needs setup. I need your Personal Access Token (PAT).

    Get one at: https://airtable.com/create/tokens
    Required scopes: data.records:read, data.records:write, schema.bases:read

    Paste your PAT here (starts with 'pat.'):

User: pat.xxxxx...
AI: [Writes to .env, re-runs config check]
    ✅ Connected! Found 3 bases: Client Projects, CRM, Tasks
    What would you like to do?

Query by name:

User: "query my Projects for active items"
AI: Querying "Client Projects" → "Projects" table...
    Found 12 active items:
    1. Website Redesign (High priority, due Jan 15)
    2. Q1 Marketing Plan (Medium priority, due Jan 30)
    ...

Create record:

User: "add a new task to my Tasks base"
AI: Creating in "Tasks" base → "Tasks" table.
    Required fields:
    - Task Name: [your input]
    - Status: Not Started / In Progress / Complete
    - Due Date: [optional, format: YYYY-MM-DD]

    What's the task name?

Airtable Connect v1.0 - Meta-skill for complete Airtable workspace integration