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How to share a database or a single table in Airtable?

Managing databases in Airtable can be an easy and efficient task when you know the right tools to share and collaborate. You will learn how to securely and properly share either an entire database or specific views or tables within your application. This knowledge becomes essential to optimize workflow and protect information.

How to share an entire database?

The first step to share a database is to use the "Share" button in Airtable:

• Invite by mail: You can invite anyone by entering their email and assign them a specific role:

  • Creator: Can add or delete columns.
  • Editor: Can only complete or delete information.
  • Commentator: Can add comments.
  • Reader: Can only view.

• Invitation Link: Creates a link that you can share with anyone, restricting it to a specific email domain if necessary.

• Link permissions: Decide whether those accessing can only view in read mode or even make copies of the database. You can restrict this access with a password of at least six characters or limit it to certain emails.

How to share or assign roles within a specific table?

You may want to share only a particular table and here Airtable offers various permissions:

• Edit table permissions: Within a table, you can decide who can:

  • Create records: Editors and creators can do it by default.
  • Delete records: Customize also who can delete these records.

• View Visibility: Use the three little icon to decide who can see each view. Options include:

  • Personal view: Only you can see it.
  • Lock view: You can prevent changes to the view and explain why it is locked.

How is security and visibility managed?

In addition to basic permissions and roles, Airtable offers advanced options:

• Passwords and specific domains: It is possible to restrict access by passwords and even limit it to mail domains, which increases security levels.

• Embed tables: Embed your content on a web page, allowing the table to be viewed from there. This is useful if you want to share information with a wider audience.

Understanding and employing these functions will allow you to control who can access your information and how they interact with it. By defining roles and setting passwords and invisibility, you can optimize collaboration and security within your projects. Continue to hone your skills in Airtable and discover the many possibilities it offers to facilitate and innovate your work.