I need to do some spring cleaning on the rather large Airtable base I have been using for the past 18 months or so which tracks several things relating to a touring exhibition I am working on - and could do with some advice to make sure I get it right. The database has grown organically without much (any) planning so now is the time to put that right.
This may be a long post - apologies.
I use Airtable for several tasks relating to the exhibition. Such as -
Object tracking - keeps tabs on the various objects that are on display at the exhibition. Owner, value, maintenance instructions etc. I have a separate table for condition reports (a report is done each time the object is moved to a new museum) and a separate table for Crates so that we can track which crate each object is in. There is also a loan agreement for each object which are also stored in a separate table and linked to the object. The excellent On2AIr docs then creates Object Info PDFs, Condition report PDFs etc etc
Graphic list - a list of all the graphics within the exhibition. Which crate they are in, size, type, artwork resource etc etc
Schedule - this is my favourite base. Entries per day which is used to keep track of accommodation requirements, truck movements, crew logistics etc etc. Again - the superb On2Air docs then generates all the PDF paper work - trucking schedules, accommodation lists, master schedule etc.
So you can see why it has got rather unwieldy.
My questions are -
I have this split into 3 different bases - as otherwise I would have a lots of tables to wade through. One of those bases is called “Reference” which syncs into the other two bases. This is fixed info that is used across all bases such as venue, Zone within the exhibition etc. It does however mean I am flicking back and forth between different bases which can get tedious. Is there a better way to do this? Should I just have one huge Airtable base or is it just simply down to personal preference?
Crates. Every object is in a crate, but I am struggling with the below -
Some objects are very small, so get wrapped and put into a generic case. That generic case then gets put into a larger crate
Most objects though are large - so they get their own dedicated crate.
My “Crate” table has columns for - Crate ID, Contents (Object) - which links to the object table, Contents (crate) - which links to the crate ID on the same table.
The problem I am having, is giving the warehouse (where the exhibition is currently stored) a clear list of just crates they have. With the way I have it set up - I can only create a view which has EVERY single crate or box - even if that box is packed inside another crate. There is no way of showing that a crate has been packed inside another crate (that I can see anyway). I’ve thought of setting up an automation to check each record and, if it is listed as being packed in other crate - to mark it with a flag or something - but that seems clunky and prone to error.
I am sure I am missing something but just can’t see it.
Anyone have any ideas? Apologies for the long post and thanks in advance!