Airtable integration

Aquilla can keep an Airtable table up to date with a project’s translation progress, so a manager who tracks work in Airtable can see it without opening Aquilla. It works like the Monday.com integration: the organization connects once, then each project links one table.

Connecting the organization

Connect Airtable once per organization, from Organization settings → Airtable (its line in the settings list reads “Table sync”). The page shows Connected or Not connected. Only Maintainers and Owners can connect, replace the token, or disconnect. Anyone else reads “Ask an org maintainer or owner to connect Airtable.”

Aquilla connects with an Airtable personal access token. To make one:

1. Choose Create a token in Airtable under the token field. It opens Airtable’s token page.
2. Give the token these four scopes: data.records:read, data.records:write, schema.bases:read and schema.bases:write. The last one lets Aquilla add missing fields to your table.
3. Give it access to the base you track progress in.
4. Copy the token, paste it into Personal access token in Aquilla, and choose Connect Airtable.

Airtable checks the token straight away. If it is rejected or a scope is missing, Aquilla says which. When it is accepted you see “Airtable connected. The token can see {count} bases.” Aquilla keeps the token encrypted and never shows it again.

Once connected, the page offers Open Airtable, Replace token (paste a new one and Save new token) and Disconnect. Disconnecting asks first (“Disconnect Airtable?”): it removes the connection for the whole organization and every project’s table link, but the tables and their records stay in Airtable.

Note

If Airtable stops accepting the saved token (for example it was deleted or expired in Airtable), the page says “Airtable no longer accepts the saved token, so progress isn’t being pushed. Paste a new token to keep syncing.”

Under Next: link your projects, the same page lists the organization’s projects: “Linked to” a table or “Not linked yet”, with badges such as Sync paused, Table changed or Last push failed, and Set up or Manage in project settings beside each.

Linking a project to a table

Open the project’s Project Settings → Integrations tab and find the Airtable group. Setting up and changing a link needs Maintainer access or above on the project. Anyone else sees a read-only note, “No Airtable table is linked to this project. Maintainers can set one up here,” or, if the organization isn’t connected yet, “Your organization hasn’t connected Airtable yet.”

Choose Set up with AI, or Set it up manually instead to pick the table yourself. Both open Set up Airtable with AI: “Aquilla picks a table and suggests what to show. Nothing changes in Airtable until you confirm.” If the organization isn’t connected yet, the dialog asks for a token first and carries on right after. Listing bases and tables uses the organization’s connection, so the person setting up should also be an org maintainer or owner.

1. Which table? Aquilla’s pick, with the base it lives in, and a way to choose another base and table.

2. What should your table show? One list of everything Aquilla can fill. Fields your table already has are marked In your table; missing ones are marked New field. Aquilla ID is always included, so Aquilla can find its records again. Project manager and Translators stay unticked unless the table already has them. Tick either and an amber note appears: “Everyone who can see {table} in Airtable will see these names.” Under Table records, choose:

   • One record for the whole project,
   • One record per file (episode), or
   • One record for the project and one per file (the default).

   Advanced: match fields myself lets you send a figure to a field you already have.

3. Ready to connect. A plain summary, such as “Aquilla will add 3 fields to {table}. It keeps one record for this project and one per file up to date there.” Choose Add fields and connect.

Aquilla then adds the missing fields with matching Airtable field types, links the table, and pushes once, so “Airtable is set up” means real records landed. If Airtable refuses some fields, the dialog names them and says everything else is connected; you can add them later. If the first push fails, the table stays linked and you can retry with Sync now.

After linking

The linked table shows its name (Open table in Airtable), which records it keeps, and the Field mapping. From there a maintainer can turn Sync on or off, push straight away with Sync now, add fields with Add fields, ask for changes with Reconfigure with AI, or remove the link. Removing it asks first (“Remove table link?”) and leaves the table and its records untouched in Airtable. If someone adds a field in Airtable after linking, a banner lists it with Map it and Not needed.

What gets pushed, and when

Airtable gets the same progress figures as Monday, such as completion, validated and audio percentages, status, schedule, deadline and last activity. Each record is matched on its Aquilla ID, so nothing is doubled, and a record someone deleted comes back on the next push.

While sync is on, pushes happen on their own as people translate and validate, and when settings that change the numbers move. They are batched rather than instant, so expect a short delay. Sync now pushes immediately.