I am a Project Manager for a large touring exhibition, and have been using Airtable for approx 2 years to track the exhibitions objects (insurance value, care guidelines, condition reports etc).
I feel like I am (or should be) fairly competent in Airtable, but am stuck on something I think should be or is fairly basic. I suspect I may be over complicating things - so am keen to hear your thoughts. I am also hoping that writing it down in this forum, may help clarify things in my mind - I have been tying myself in knots over this!
At the core of it I have two tables - Objects and Crates
Objects are the items on display in the exhibition. Fields for values, owners, photos etc
Crates are as you would imagine, the things the objects travel in.
- Some objects are very small. They are wrapped in bubble wrap, labelled with their code then put in a box. There are, or can be, several small objects in one box (many to one). In Airtable I classify a box as the same as a crate (it is still storing something)
- Some objects are very large and travel in 2 pieces. In this case, each piece is stored in a different crate (one to many)
- 60% of the objects travel in their own dedicated crate (one to one)
- Going back to the small objects, with several stored in one box - that box is then in turn stored in another crate. So one crate can have an object, then another box with several objects inside.
I am having difficulty structuring it (for some reason). I really feel it should be quite simple and a perfect application for a database.
Issues I have -
*In the crates table, I have a linked field back to itself called “Stored in”. This is so that a small box full of lots of objects, for example, can show which larger crate it is in. But if I check the record for that larger crate, the small box does not show. I have to look at the Small box record.
- If I do it the other way, and instead of having a field “Stored in” linked field, I have a “Also contains crate” field, I have the same issue in reverse. I can see what is in each crate, but I can’t see which crate that Small box is stored in
The next complication is - the whole exhibition travels in 5 sea containers, and I need to log clearly and concisely which sea container which crate is travelling in.
I am sure this should be quite straightforward and I am likely over complicating it or missing something obvious. Just hoping one of you clever people can point it out to me before my head explodes!
Any help or advice much appreciated