In this article, you will learn about the Onfleet Airtable integration.

This article will cover:

Airtable

Airtable is an American cloud collaboration service company headquartered in San Francisco.

Airtable is a spreadsheet-database hybrid, with the features of a database but applied to a spreadsheet. The fields in an Airtable table are similar to cells in a spreadsheet, but have types such as 'checkbox', 'phone number', and 'drop-down list', and can reference file attachments like images.

Users can create a database, set up column types, add records, link tables to one another, collaborate, sort records and publish views to external websites. Users cannot download their database in full, but can download some of the data by manually downloading CSVs for each table.

Airtable - Onfleet Integration

Why Airtable - Onfleet

The Airtable Onfleet integration is designed for businesses looking to have data easily available in Airtable and Onfleet in order to improve their overall fulfillment processes. Customers have built creative solutions with Zapier and Airtable to but there are several problems:

Reliance on a third party platform (Zapier) which incurs additional costs to the customer
Difficulty in manually setting up these custom solutions
Technical limitations of the current approach that does not achieve all of the desired functionality

Customers want to quickly and easily send data between Airtable and Onfleet, without the need to spend unnecessary time trying to figure out how to do so.

The Integration provides:

Onfleet integrated to an Airtable Base and Table.
Onfleet Tasks are loaded in Airtable
- Unassigned, Assigned tasks are loaded into Airtable
- Task Completed from the current day.
Create a task in Airtable and it will be created at Onfleet
- Tasks will be synchronized every 15 minutes
Onfleet Tasks are Updated in Airtable:
- When tasks are created, updated, started, deleted, and failed, the task information is updated in Airtable.

Workflow

Creating Onfleet tasks from Airtable
- From Airtable, you can automated the generation of Onfleet Tasks
- Onfleet tasks event changes will update Airtable
Updating Onfleet tasks from Airtable
- If a Recipients/Customers change information for the order, you can edit the data in Airtable and have the data changed in Onfleet
Airtable is your source of Business Analytics
- Onfleet tasks status are updated in Airtable, allowing for Airtable to be the source of analytics and reports.

Set-Up

Onfleet Integration Configuration

Log into your Onfleet account, and select the Integrations located in the lower left corner to connect to the Onfleet Integrations Marketplace.

At Onfleet, in the Integration's Marketplace, select "Activate" on the Airtable integration card.

airtable integrations card.png

At Onfleet, Choose your API key for the integration.

At Airtable, Sign into your Airtable (if you are not signed in)

At Airtable, Add an Airtable Base

At Airtable, Grant Access to the Airtable Base

At Onfleet, Click "Next" once you grant access to your Airtable base.

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At Onfleet, configure your Airtable Information for the Integration

The airtable workspace ID can be difficult to find. In Airtable, navigate to All workspaces and to your workspace. The workspace If will be in the url - example - https://airtable.com/workspaces/wspaaaaa

airtable conf2.png

In Onfleet, save and connect the Onfleet-Airtable integration

In Onfleet, Airtable is now configured. You can see the green checkmark in the upper right hand of the Airtable Card in the Onfleet Marketplace.

card configured.png

In Airtable, you can confirm that Onfleet is Integrated. Navigate to your Account Settings and select Integrations.

In the Integrations, select the Third-party integrations and you can locate the Onfleet Airtable Integration

Managing the Integration Configuration

In Onfleet, Select the Manage button on the Onfleet Marketplace

In Onfleet, edit the Onfleet api or the Airtable Workspace and Airtable Base.

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Data Synchronization between Onfleet and Airtable

Creating Tasks in Airtable

With the integration set up, you can create tasks in Airtable. The tasks will be synchronized to Onfleet every 60 seconds.
Please include all the required fields to create the task. Onfleet notes which fields are required to create a task.

Updating Tasks in airtable

In Airtable, you can update task information is the Onfleet task is unassigned or assigned to a driver.
If a driver has started the task (the task is active) or if the task is completed, you can not update the task information. We restrict this ability as the driver may be navigating to the task (pickup or drop-off) and we want to ensure that the driver can continue complete the task.
Note that most task information cannot be changed after a task is started, so please handle this via an exception process, creating a new task with the desired details.

Create or Update Tasks in Onfleet

Tasks that are created, updated, and completed (success/failure) will be created or updated in Airtable.
- Unassigned, Assigned tasks are loaded into Airtable
- Task Completed from the current day are created/updated in Airtable.
When a Driver is progressing with a task, the updates are synchronized to Airtable.

Troubleshooting

If you are running into any errors with your Onfleet integrations, please contact support@onfleet.com

Q - Can I add drivers, hubs, and teams from Airtable?

A - No. Currently the integration only supports creation of tasks and task updates.

Q - How often does Airtable data synchronize to Onfleet?

A - every 60 seconds?

Q. - How often does the Onfleet data synchronize to Airtable?

A - Data is synchronized with in seconds after the task has an update. When a task is assigned, active, completed, etc - the data is synchronized from Onfleet to Airtable.

Task State	Description	Task Modifications In Airtable	Deleting Tasks in Airtable
0	Unassigned: task has not yet been assigned to a worker.	Yes	Yes
1	Assigned: task has been assigned to a worker.	Yes	Yes
2	Active: task has been started by its assigned worker.	No	No
3	Completed: task has been completed by its assigned worker. Includes both successful and failed completions.	No	No