beam-ai-team/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.

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Shared Resources

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

| Resource | When to Load | |----------|--------------| | airtable-master/scripts/check_airtable_config.py | Always first (pre-flight) | | airtable-master/references/setup-guide.md | If config check fails | | airtable-master/references/error-handling.md | On any API errors | | airtable-master/references/api-reference.md | For API details | | airtable-master/references/field-types.md | For field type options |

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Multi-Token Support

Use --token NAME to switch between different Airtable workspaces/accounts:

# Default token (AIRTABLE_API_KEY)
uv run python discover_bases.py

# Named token (AIRTABLE_API_KEY_MUTAGENT)
uv run python discover_bases.py --token MUTAGENT

Setup multiple tokens in .env:

AIRTABLE_API_KEY=pat.xxx...          # Default token
AIRTABLE_API_KEY_MUTAGENT=pat.yyy... # Named token for Mutagent workspace
AIRTABLE_API_KEY_CLIENT=pat.zzz...   # Named token for client workspace

All scripts support --token:

• discover_bases.py --token NAME
• query_records.py --token NAME
• manage_records.py --token NAME
• manage_tables.py --token NAME
• manage_fields.py --token NAME

---

First-Time User Setup

If user has never used Airtable integration before:

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

   uv run 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"

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Workflow 0: Config Check (ALWAYS FIRST)

Every workflow MUST start with config validation:

uv run 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:

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

3. Script outputs:
   • Number of bases found
   • Base names and IDs
   • Creates/updates: 02-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 02-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:

   uv run 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:

   uv run 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:

   uv run 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:

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

5. Confirm deletion

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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:

   uv run 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.

---

Workflow 7: Create Table

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

Purpose: Create a new table in an existing Airtable base.

Steps:

1. Run config check (Workflow 0)
2. Load context and identify target base
3. List existing tables to avoid name conflicts:

   uv run python 00-system/skills/airtable/airtable-master/scripts/manage_tables.py list \
     --base <base_id> [--token NAME]
   

4. Collect table details from user:
   • Table name (required)
   • Description (optional)
   • Initial fields (optional, defaults to "Name" singleLineText)
5. Create table:

   uv run python 00-system/skills/airtable/airtable-master/scripts/manage_tables.py create \
     --base <base_id> --name "Table Name" \
     --fields '[{"name": "Name", "type": "singleLineText"}, {"name": "Status", "type": "singleSelect", "options": {"choices": [{"name": "Todo"}, {"name": "Done"}]}}]' \
     [--token NAME]
   

6. Confirm creation with table ID
7. Offer: "Add more fields?" / "Create records?"

Field Definition Format:

[
  {"name": "Name", "type": "singleLineText"},
  {"name": "Status", "type": "singleSelect", "options": {"choices": [{"name": "Todo"}, {"name": "In Progress"}, {"name": "Done"}]}},
  {"name": "Priority", "type": "number", "options": {"precision": 0}},
  {"name": "Due Date", "type": "date"}
]

---

Workflow 8: Manage Schema/Fields

Triggers: "add field", "create field", "update field", "list fields", "show schema"

Purpose: Add, update, or list fields in a table.

List Fields

uv run python 00-system/skills/airtable/airtable-master/scripts/manage_fields.py list \
  --base <base_id> --table <table_id_or_name> [--token NAME]

Create Field

uv run python 00-system/skills/airtable/airtable-master/scripts/manage_fields.py create \
  --base <base_id> --table <table_id_or_name> \
  --name "Field Name" --type singleSelect \
  --choices "Option1,Option2,Option3" \
  [--token NAME]

Update Field

uv run python 00-system/skills/airtable/airtable-master/scripts/manage_fields.py update \
  --base <base_id> --table <table_id_or_name> --field <field_id> \
  --name "New Name" --description "Updated description" \
  [--token NAME]

Show Available Field Types

uv run python 00-system/skills/airtable/airtable-master/scripts/manage_fields.py types

Common Field Types: | Type | Description | Options | |------|-------------|---------| | singleLineText | Short text | - | | multilineText | Long text/notes | - | | number | Numeric value | precision (0-8) | | singleSelect | Dropdown (one) | choices | | multipleSelects | Multi-select | choices | | date | Date field | dateFormat | | checkbox | Boolean toggle | - | | url | Web link | - | | email | Email address | - | | currency | Money value | precision, symbol | | percent | Percentage | precision | | rating | Star rating | max, icon |

---

Context File Format

Location: 02-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

| Error | Action | |-------|--------| | No bases found | Check PAT has base access at https://airtable.com/create/tokens | | Base not in context | Run discovery: "refresh airtable" | | Permission denied | Verify PAT has correct scopes | | Rate limited (429) | Wait and retry with exponential backoff | | Invalid field | Show valid options from cached schema |

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]
    [OK] 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?

---

Examples (with Multi-Token)

Create table with MUTAGENT token:

User: "create a Projects table in my Mutagent base"
AI: [Uses MUTAGENT token]
    Creating table "Projects" in base app1gngDx52VAgjVQ...

    uv run python manage_tables.py create --base app1gngDx52VAgjVQ --name "Projects" --token MUTAGENT

    [OK] Table created: tbl83yYyFGvFDpv9V
    Want to add fields to this table?

Add fields to new table:

User: "yes, add Status and Description fields"
AI: Adding fields to Projects table...

    uv run python manage_fields.py create --base app1gngDx52VAgjVQ --table tbl83yYyFGvFDpv9V \
      --name "Status" --type singleSelect --choices "Todo,In Progress,Done" --token MUTAGENT
    [OK] Created: Status (singleSelect)

    uv run python manage_fields.py create --base app1gngDx52VAgjVQ --table tbl83yYyFGvFDpv9V \
      --name "Description" --type multilineText --token MUTAGENT
    [OK] Created: Description (multilineText)

Full workflow: Create table → Add fields → Add record:

User: "create a Tasks table with Name, Status, Priority, and DueDate fields"
AI: [Creates table, adds fields, confirms schema]

User: "add a task: Review PR, High priority, due tomorrow"
AI: [Uses manage_records.py to create record with proper field mapping]

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Airtable Connect v1.1 - Meta-skill for complete Airtable workspace integration with multi-token support