Hey there!
I’m building a recruitment database in Airtable and running into a display issue with my interface setup.
My Current Structure:
- Applicants table: Main records for job candidates
- Workflows table: Tracks different hiring processes
- “Applicant Workflow Status” linking table: Connects applicants to workflows with a “Phase” field that drives my Kanban board
The Issue:
I need to support two distinct workflow categories with different phase options:
Internal Process phases: “Initial Review” → “Phone Screen” → “Assessment” → etc.
External Process phases: “Submitted” → “Manager Review” → “Final Interview” → “Offer” → etc.
The Challenge:
Since both workflow types share the same “Phase” field, my Kanban interface displays every possible phase as columns, regardless of which workflow I’m viewing. This creates a messy board with tons of empty, irrelevant columns.
What I’m Looking For:
Is there a way to dynamically show/hide Kanban columns based on the workflow category? Ideally:
- Internal workflows would only display relevant internal phases
- External workflows would only show their specific phases
Can this be done through interface configuration, or do I need to rethink my table relationships?
Any suggestions would be super helpful!
yeah, i totally get that! i ended up splitting my workflows into different bases too. it’s not a perfect solution but it keeps the kanban boards cleaner. you might also try filtering by workflow category to make it seem more relevant, even if all the columns are still there.
I encountered a similar problem while developing a project management system with various client workflows. Unfortunately, Airtable does not provide an option to hide Kanban columns based on record relationships or field values, leading to all phases being displayed irrespective of the workflow.
To resolve this, I replaced the single “Phase” field with distinct “Internal Phase” and “External Phase” fields. I then created two separate Kanban interfaces tailored for each workflow, ensuring that each interface only displays the relevant phase field. This method results in orderly boards devoid of unnecessary clutter.
Although you might consider employing a formula field to merge workflow type and phase, this can complicate matters and undermine your reporting capabilities. Opting for separate interfaces maintains clarity and enhances user experience, even if it involves managing two different views.
Been there with a similar mess when setting up project tracking for different client types. Found a cleaner approach than separate phase fields.
Create a single select field called “Active Workflow Type” on your main table. Then make filtered views for each workflow category. When you build your Kanban, filter it to only show records matching the workflow type you want.
You keep one phase field but the interface only shows relevant records. Empty columns still show up, but at least you won’t see mixed workflow data in the same view.
Or try a formula field that combines workflow type and phase (like “Internal - Phone Screen”) as your Kanban grouping. Not as clean but gives you true column separation.
This tutorial covers solid Kanban setup techniques that might help you think through the structure differently:
I ended up with separate interfaces for each workflow type. Takes more setup but keeps everything organized and users don’t get confused by irrelevant columns.
I dealt with this exact thing when setting up vendor onboarding workflows with different approval stages. Here’s what worked for me: create a conditional single-select field that shows phase options based on your workflow type. Set up automation that triggers when the workflow type changes and updates the available phases. So your Phase field changes its dropdown values depending on whether you pick Internal or External. You’ll need scripting since it’s not built into Airtable. You’ll still see some empty columns at first, but they don’t matter once records are filled in. I also made workspace shortcuts to filtered views so users can jump between workflow types without seeing the messy mixed interface. If you’ve got Pro, try the Interface Designer’s conditional logic - you can set up different page layouts that show based on field values. Takes more setup work though.
