This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
Export data from a completed altaFlow document to an Airtable table. The bot pushes field data — including customer details, order info, signatures, and dates — into specified columns in your Airtable base when a workflow finishes.
Use case example: set up the Export to Airtable bot to automate the export of sales order data to an Airtable table. As new orders are completed, the bot transfers relevant information, such as product details and quantities, from the document to specified fields in the Airtable base.
How to set up the Export to Airtable bot
When the bot runs by default:
The Export to Airtable bot activates once the documents are completed by recipients specified in the step after which this bot has been added.
Add the bot depending on your needs as described in this article. You may install this bot both between the steps and using the All Bots tab.
Find the Export to Airtable bot in the list of bots and click Install bot.
Connection settings
To connect the bot to your Airtable account, select Connect in the Connection settings section.
In the pop-up window, grant access to your Airtable workspace and its bases.
Once done, you will see successful connection via Airtable Auth.
Action settings
Select the Airtable base, table, and view:
Select a data transfer method: Single line or Table.
The Single line is set by default. In this way, data will be transferred from a certain cell in a row to a certain field in a document.
The Table option lets you transfer data from rows in a table to fields in a document.
Match a field in a document with a column in a table if you want to not only add new columns to a table but also update existing ones. When a value in a document's field is equal to a column value, this value will be updated.
Select a matching type: Document field value or Recipient data. It helps to find the exact row from which you want to export data and pre-fill your document. To do so, select the value in the sheet column first.
By selecting the Document field value, you can connect an Airtable column to a field in a document.
With the Recipient data option, you can find a specific row in a table by using the recipient's email address, first name, and last name. For example, when a recipient with a specified email opens a document, the row containing this email will be used to pre-fill the document's fields.
Once selected, the options on the right will automatically become active. Now you can select the corresponding value in the selected document that will be exported.
Export to Airtable bot conditions
Set conditions to control when data is sent to Airtable. Common scenarios include:
Status-based export: Only export rows to Airtable when a document status field equals "Approved" — skip drafts or declined documents.
Department routing: Export sales orders to one Airtable base when the department field equals "Sales" and to another base for "Support".
Threshold filtering: Send only high-value contracts to Airtable (e.g., when order total exceeds $10,000).
Skip on decline: Use a "decline reason is empty" condition to prevent voided documents from cluttering your Airtable base.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
Export to Airtable bot advanced settings
Fine-tune how the bot exports data to Airtable:
Choose whether the bot runs once when the workflow completes or on every document revision. For Airtable exports, running once on completion is usually recommended to avoid duplicate rows.
Decide what happens if the Airtable API is unreachable or the base structure has changed — either retry, skip silently, or stop the workflow.
Tag exported documents (e.g., "exported-airtable") to track which rows came from altaFlow workflows.
Learn more about adjusting Advanced settings in the bot setup glossary.
F.A.Q.
Does the Export to Airtable bot create new rows or update existing ones?
Both. By default, the bot creates new rows. To update existing rows instead, match a document field with an Airtable column — when the values match, the row is updated rather than duplicated.
What happens if my Airtable column types don't match the document field types?
The bot will fail for those fields. Make sure date fields map to Airtable date columns, numbers to number columns, and so on. Mismatched types are the most common cause of export failures.
Can I export to multiple Airtable bases in one workflow?
Yes. Install multiple Export to Airtable bots, each configured with a different base and conditions to route data appropriately.
What's the difference between Single line and Table transfer methods?
Single line exports each completed document as one row in Airtable. Table transfers data from a table in your altaFlow document into multiple Airtable rows — useful for invoices or order lists with multiple line items.