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How to do a Backup in Airtable with On2Air: Actions

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Check out the new On2Air: Backups! 

A complete backup solution for your Airtable bases.

www.on2air.com/on2air-backups

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How to do a Backup in Airtable with On2Air: Actions

Ever wanted to have your data in Airtable backed up regularly? You’ve got a lot of valuable stuff stored in there, and one unwitting mistake from you or someone on the team can either mess it up or worse, delete it completely. Here's your solution:

We’ve put together a simple guide to backup your Airtable data as often as desired.

Tools needed:

Step #1: Schedule by Zapier (trigger)

Use the Schedule by Zapier Trigger:


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Select how often you want your backup to run:


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Choose when the backup will run:


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Step #2: On2Air: Actions (search action)

After selecting the “add action” option in your Zapier workflow, choose "On2Air: Actions" Connector.


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In the “choose action” menu, select the Search: Bulk Find Multiple Records option


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After choosing the appropriate account, proceed to set up the search using the following options (as of right now there’s no way to perform a complete backup of an entire Airtable database, so you’ll be setting up the following one table at a time):

Select your Base, then your first Table to be backed up

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Optional:

  • Filter by view - only backup a certain view you have pre-configured in your table
  • Filter by formula - (ADVANCED) set up your own criteria for what to backup from the table
  • Sorted by field - determines how the output will be sorted
  • Select which fields to return (leave blank to return all)
  • Max number of records - specify how many records to be returned (leave blank to return all)
Select YES to output as JSON (return results as JSON):

  • JSON is a specialized formatting option that allows the data to transfer smoothly (note: you don’t have to know any JSON to use this option)
  • This will ensure the output data doesn’t have any formatting issues
Ignore the Replace Commas option

Step #3: Convert Output to CSV (action)

Add a step to your Zapier workflow. Select the Openside Line Items action option.


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Note: If you are OK backing up your data as JSON data, this step can be skipped. CSV is a more common format and can easily be opened in excel or Google Sheets. JSON is for more technical use cases.

Once you have that, select the option to Convert JSON string to CSV


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Under the JSON Text option, use the Insert a Field button in the top right of the field, and select the bulk extract file output from Step #2 above (the result your previous Search in the Zap flow):


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If filtered backup results are desired use the options below JSON text option. If you need further help on this step see tutorials for the Openside Line Items connector.

In the Output File Name field, specify your file output name. For simplicity and continuity of file naming, we recommend you set it as the same name as the table within Airtable you’re backing up (e.g. tablename.csv).

This returns a url to the csv file, which can then be attached to an email, input into email body, saved to Google Drive, or viewed later (see Step #4 below)

Repeat Steps #2 and #3 for as many tables are within your base

Depending on your base size, you’ll want to create additional Search and Actions within your Zapier workflow for each table you want backed up. If your base has 3 Tables within it that you want to backup, you’ll want to have a Search (Step #2 above) and Action (Step #3 above) for each: 3 tables x 2 steps for each = 6 steps.

This needs to be done for every table you want backed up

Step #4 Add a final output action

After all table backup steps are set up, you’ll want a final action to specify how the backup files will be output, and where.

A few options available to do this:

Option A:

Send yourself an email via Email by Zapier with all the .csv file links in the body. You can then download or auto-categorize them how you want.


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Add the .csv file urls to the body of the email, one line for each table. In the example below, "Field Tests" is the table name, and Step 3 is the url of the .csv download.


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Note: because of Zapier’s limits to files sizes and number of attachments, it’s not possible at this time to send yourself an email with all the backups attached to it. To accomplish this you’ll need to use an alternative Email solution such as Gmail, Sendgrid, Mailgun, etc. (Option C below)

Option B:

Send it to a Google Docs as a backup location (see Google Docs and Zapier documentation for how to do this)

Option C:

Send it to yourself via your own email service (see Zapier and your email service documentation for setting up this option)


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