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Airtable invoice for Production

hey everybody how's it going Alex here and today we've got another air table demo where I'm going to show you how to create your own um simple product version tracking system um first and foremost I'm going to show you how the system works then we're going to take a look at how the database is designed and how um it all works together with just a little bit of automation there's nothing fancy going on there's no make there's no save here Integrations just pure airtable so let's get started so here we have um our system we have our clients we have our items products product version components and right now we have just one product product number one uh there's two versions of it one which is the live version uh 1.1.2 um with these components the rip two red scissors one blue pen and one notebook and there's also a version 1.5 of that uh product that is currently in draft status and we're planning to release it on this date that only contains one notebook and 10 pieces of graph paper so let's go ahead and now add a client I have my list of clients here John Mike and Taylor so John right now signs up for product number one and the system will instantly allocate the latest version to him the whole purpose of this of course is that Jon will stay on this version until further notice let's then uh create another one same mic and again let's allocate products one and you can see that Mike is now going to get 1.1.2 just like John did uh but let's actually turn version 1.5 to live and we can instantly now go ahead and create a new client well rather add Taylor and yet again allocate product one to him and the system will instantly because of version 1.5 is the latest version um allocate the version 1.5 to him we have retained the history of everybody else so John and Mike we know that they are on version 1.1.2 while Taylor because he's a newer client has a received version 1.5 so yeah now let's take a look at how the database is designed okay so picking up from where we left off let's now take a look at how the database is structured it's a very simple design um hopefully you guys will be able to replicate this with relative ease so we have our table of clients very simple list of clients there's no trickery the only thing that's unique about it is that we have the link to client X products uh this table right here which basically matches the client and a product if we had more um products we would simply need to create a new row here matching uh John with let's say product number two um so yeah that's how it basically works it's a very simple Junction table uh there's two hidden Fields let me just show them very quickly so first of all we have the latest version name and we're gonna get into how we're getting the uh uh the the name here the latest version we're gonna take a look at that then we have the version number the latest version number um in there next we have items so items they're very simple essentially it's just a list of items that has got a link to bomb components or product version components this is this table over there uh with a lookup uh of the version also being present next we have products so Within products uh again very simple stuff it's just a basic product uh then we have the related versions which links to products versions then we have the latest version and we're gonna take a look at that so the way that this is designed is that or obviously um using versions The linked versions then we go by live date and then we're only including versions that where the status is set to live and in the aggregation formula we're using the max function essentially these versions will have the live date assigned to them and what this does it brings the latest or the highest date so to speak the max date and it only does it for versions that have got the status of live therefore this um will always bring us the latest live date basically uh next we have uh the version number from versions so again this is um looking up versions uh and it's pulling in the version number this is a lookup field and again it's doing that for Linked records where is latest which is a Formula within the product version contains the word latest okay next we have pretty much the same thing um where where I basically duplicated this field but instead of bringing the version number I'm just bringing the name but the other condition the filtration condition Remains the Same um finally we have a list which I should have renamed to um this should be clients X products and where you can see where this product has been assigned um to which clients basically share uh next we have uh product versions uh which is um essentially where a lot of the magic happens uh first of all we begin with just a simple concatenation of um V A hard-coded V then the version number and then space pipe space and then the product name um then we have just a simple version number uh it's not dynamic in any way it's waiting for human input so to speak then we have a product which is just a link to products oh we also have two hidden Fields let me open those up so what this does is it looks up the latest version that we were just discussing from here um it looks up the that field from the product and thereafter we also have this formula field which is essentially the the most complicated thing I think about this whole project where all we're doing and let me see if I can break this down very easily here we go straight oh yeah this is the knot all right this is the and this is latest and that's it so here what this if formula does there's a and component to it which is right there and what we're what our conditions are uh they're very simple the latest version from grade X subjects which is um this um over here is equal to the live date so the latest version of the product is equal to the live date of that product and the live date is not black in that case print latest in any other case just leave it blank so here you can see easily that this live date is equal to the latest version from the product the latest live date um from the product itself therefore this um if prints the latest tag so to speak next we obviously have a single select with two options draft and live um and yeah finally we have the live date essentially being here where you're basically telling us when the life date of this project is of this product and then we have bon components or you could say product version components um where you're basically telling us what products what components make up this version and finally we have the clientex products where essentially the version of that product gets assigned to that particular client and after they've selected the product that they're going to sign up for final table is product version components very straightforward we're basically um the first concatenating the item within a SpaceX space and then the quantity finally we're we're assigning the version uh which links back to Links back to product versions then we have item which again just links back to items over here and then we have a quantity field so that was a quick rundown of the database now let's take a look at um a tiny little bit of automation that happens which essentially prints the latest version against that client X product combo okay so here we are let's take a look at this one little automation that runs in the background and this automation all it does it is the one that actually prints the product against the client it's this one over here so watch this version attached field see what happens so I'm right now going to input product one and airtable is instantly going to print the version 1.5 so and what is actually happening here I'm asking airtable to take this value and simply pay a copy it and paste it into this um linked field um and the way that I'm doing it is super simple like I said I'm using an irritable automation over here with my trigger is based on when a record matches conditions Within clientex products uh table and the conditions are super simple when version allocated is empty this field then and latest version name from versions is not empty this field so and this exists and this doesn't exist and that triggers the Automation and the action of the automation is actually very simple all you have to do is just update that same record in clients X products record id airtable id the record um the airtable record ID from the previous step and within version allocated just printing the latest version name value um essentially this looks like this if you're trying to set this up press the blue button airtable record ID and then version allocated and then press again the blue button and search for version latest version name and then the value like so so that's basically it um now let's take a look at how the whole system works very quickly um I'm going to create a new client called him Jimmy I'm going to create let's say another new product let's say product two at pen I'm going to create a new version for that product version one for number two it is right now in draft we're planning to release it and March 31st and let's add some Beyond Components to it add a new products and I'm just gonna choose an item uh maybe a notebook quantity of three and I'm also going to assign here that I want a green pen creating a new product green pen quantity of five simple as that so let's turn this version as live and now I'm gonna go into my clientex products we use my new client Jimmy and product he's going to be on product number two the system should instantly there we go tell me I should print version one now let's say I have a new client Barry I'm going to then um let's say introduce a new version or product number two and at this point maybe it's a good idea to group this by product so you can see what you're working with so product number two I'm working on version 1.1.0 for instance and this is going to be in draft for a while and I'm just gonna let's say plan to introduce it on the 30th of April so about a month later let's add some components to this and you know what I actually want to take all of these components copy paste them and I'm also going to add an extra component which is let's say a blue pen with quantity of three perfect so now let's turn this live and this is now my latest uh version for product two so I'm going to choose Mary I'm going to assign product two to marry and Mary should get version 1.1.0 of part number two so that's it guys thank you very much for watching I'll catch you in the next one cheers