Are you struggling to organize and
streamline your workflow using air table? Well, if so, you do not
want to miss this video. I'm going to be going into detail on
exactly this thing for a process that I'm currently working on
within my own business, I am going to be leveraging the power of
the new interfaces tool that air table recently released. So if exploring this in its full
entirety is of interest to you, stick around and let's get into it. Welcome back to the
channel. If you're new here, my name is Gareth and I'm
the owner at GAP Consulting, where I'm going to help you save up
to 20 hours per week with no code tools and automation.
If that's of interest, and you want to learn
more about how we do that, check the links below because I have
an ongoing webinar that is available to you. You can explore the basic fundamental
building blocks of putting together automation so that you can start
leveraging these tools and reclaim your time, save all kinds of effort
and ultimately work less, but earn more. If that's of interest
do check the links below again, the link for that is Gareth
Pronovost dot com slash webinar dash registration to get all signed
up. But without further ado, let's hop into the heart of this. I am working within the Interface
Designer to streamline a process that I've had inside of GAP Consulting
for awhile. Now, specifically, I'm talking about my flagship course. Now you don't have to necessarily use
interfaces to be building out your own online course, but I'm going to share with you how I'm
using it in conjunction with working with my virtual assistant so that we can
make sure that we get everything done. And our course revamp gets complete and
it looks really polished and clean at the end of it. So let's go
ahead and hop into my screen. First thing I want to draw your attention
to is the upper corner of air table here, where we look at
our different tables. And before we get into the interface, we always have to make sure that we
have the right database structure. Now, in this case, I'm only working
with chapters and lessons, and this is pretty straight
forward. When you do a course, if you have any online course, you generally break your lectures
or your lessons up into chapters. So chapter is kind of the mega. And
then inside of that, you've got the, the individual lessons. So for me, I have these seven different chapters
all the way from mapping out your process to building your database,
to automating it, and then into building
your air table Interface, which is the new chapter I'm adding.
Now, the other part, of course, that ties to this is the lessons.
So flipping into lessons, we have a connection to the chapter. So each of these is its own lesson
related to a particular chapter. So let me break down for you. What kind of data I want to store in
here so that I can then turn over to the interface and show you how it works
in action. So back on chapters, this is high level,
pretty straightforward. You have your linked relationship to
the lesson. Of course each has its name, but then I keep a thumbnail for
the chapter as well. So, you know, inside of my course software, I upload the thumbnail for the
chapter, the thumbnail for the lesson. And so that's where I'm storing this. I
just have it directly there in my asset. And here's the magic
part is the asset URL. So inside of Google drive is where I'm
going to be storing all my raw files. And the process looks like this.
I'm going to record the raw file. I upload it to Google drive that changes
the status of where the particular lesson is. My assistant comes
in and it's that video down, lets me know that it's
ready for the next phase. Then we upload that finished
video into our course software, which in our case is Kajabi,
but whatever it is for you. And then of course we need to get closed
captions and things like that in as well. So that our course is fully
accessible to everyone. Okay. So popping into this asset URL, this is where we can just open it up and
you're going to see all the different chapters, right? And then of
course, going into a chapter, you're going to get a breakdown inside
of the chapter of the different lessons. And right now we haven't
actually started this yet. We've just built the database
to support the framework. So let's go back here, back to air table. We also have a button that's going to
open it in drive because the button just looks way cooler than having a
URL floating around. Right? Okay. In the lessons kind of the same
deal. We have a name for the lesson. We have the chapter I bring in the
chapter order, which is a hidden field. This helps me sort them
in the particular order, because if I didn't try to group
and sort by the chapter order, it tries to go alphabetically
by the chapter title, which kind of breaks it down. Right?
Check this out. If I grouped by chapter, it puts everything out of whack
alphabetically. It says architecture base. And this is the third
chapter. So I don't want that. I like to go by the chapter order,
which if I flip back to chapters, just to kind of share that it's just a
hidden field here that is numerically ranking, these different chapters.
Okay. Back in the lessons though, I've got a link to my chapter. I have a status of the lesson and this
is going to come into play in a minute. Then of course, each of these folders is a sub folder
inside of the chapter in Google drive. And so I have that
particular piece as well. Then I have the button that's
going to open up Google drive. Then I have the order of the
lesson and this ordering guys, it really comes in handy. I've got a
chapter order, I've got a lesson order. And then I also want to
check out my folder name. Now I don't want to have to manually type
out the folder name when I'm creating it. It's way easier to copy and
paste. And so I built a formula. That's just going to create that
folder name for me. And again, I'm using numbers here because as
you might suspect Google drive, it also wants to rank things off
of medically. So check this out, back in Google drive. If you're having
a hard time, keeping things in order, you know, all you have to do is put some numeric
value in front and now suddenly you can rank by name sort in
that particular order. And it looks clean because
you have numbers. Okay? So jumping back into air table, a couple
more things, I've got some checkboxes, raw files, video edited
and captions uploaded. And this is taking into account
where we are in the phase. Have the raw files been complete. If yes, that box gets checked and the raw file
has been edited into a complete video. If yes, second box gets checked. And
as soon as the captions are uploaded, third box gets checked. Now
I have an overall ordering. This is combining the chapter order
and the order and separating it with a period in the middle. So this is a really nice way for you
to keep like an overarching order for things. So here chapter one
dot lesson one is one.one. So again, if you're ever
struggling to keep things in order, try remembering this
numeric ordering system. Now I also have my Kajabi URL and this
is the place the asset needs to be uploaded to when it's fully complete.
So when we finished that video, when we finished those closed captions,
they need to get uploaded. And so again, I've created a URL here. That's going
to pop me directly in there, or again, I want to hit that button because
it looks way cleaner, right? So it takes me right to that
particular lesson. And as you can see, this is the old lesson from three
years ago that I need to revise. And that's the whole point of
doing this course revision. Okay. So let's talk about how interfaces have
helped us to streamline this process, going to the interfaces here. We have different stages of the
different elements for this course. It's either waiting to be recorded. It's either waiting to be edited or
it's getting captions or it's a hundred percent complete. So dropping
in here, check it out. I've got this particular interface, filtering only those lessons that
are in the lesson status have not started, meaning it's ready to
go, but I have on my Interface, all the fun buttons so I can pop it
open, open it up in Google drive. I see what chapter it belongs to. But imagine that I finished recording
this and I was ready to move chapter intro for the map, your process chapter. Imagine I was ready to move that into
the next phase. Pretty simple to do so. All I have to do is check
the box that says, Hey, this raw file has been filmed
and uploaded to Google drive. And as soon as I do that, you see that
air table because of an automation, turns it into the next status. It has
been recorded and is now awaiting. Edit. We no longer will find that particular
lesson here because it's not in the proper status for this particular
section of our interface. So let's drill out. We can
expand our interface. And again, it's not in the ready to record
area. It's now awaiting edit. So if we click on a way to edit, now we see the chapter
intro for map your process. That's chapter one dot lesson one, and it's in the recorded
awaiting edit phase. Once my assistant has completed
the edit and uploaded the finished video to our Google drive again,
using the link right here, all he has to do is check that
box. And within a moment or two, we're going to watch that
lesson status, get updated, to edit it and awaiting captions.
Now again, in the final stage, we can go into awaiting captions
and here, as you might imagine, we've built a filter so that all of our
lessons are in this particular status. And so now it's just
waiting for the final stage, which is upload the captions
to our course platform. And so once the captions have
been created and uploaded, the box gets checked here, the status for this particular lesson
will be marked complete thanks to a fancy automation. And then we can go into the completed
lessons at any point in time and get a full list of all the ones there. So I hope you see how we can actually
work with a particular record through a process. And I make this really
rudimentary just by using check boxes. But of course you could build some
much fancier automations and use other statuses or any other number of
triggers in order to initiate your automation. I hope that this got the wheels turning
and made you think of new and exciting ways that you can work within your
team to get the insight you need inside of interfaces within air table. I
hope you got a ton of value from this. If you did make sure you subscribe to
the channel and give this a thumbs up, it really helps the YouTube
algorithm so that we can reach more, no coders like you. And I will
see you in the next video. Always. I hope you found that to
be extremely helpful if you did. And you'd like to learn more swing by
our website and see how we can help. We offer a free air table crash course
that will help you level up in air table quickly. And we also
have some paid services, including hourly consultations
with our experts. We have some online courses
and a group coaching program. And for advanced needs, we can build a
bespoke solution for you from scratch. So swing on by, and I look forward
to connecting with you soon.
