I’ve set up multiple filtered views in my Airtable base for different teams to work with their specific data. Each view filters records to show only relevant information for that particular team.
The issue I’m running into is when team members try to add new records directly in these filtered views. As soon as they create a new entry, it disappears right away because the filtering criteria haven’t been applied to the new record yet. The system shows that annoying message about filtered records.
Is there a way to configure Airtable so that newly created records in filtered views don’t immediately vanish? My team needs to input data directly through these filtered views rather than using forms. Using grouped views won’t work for what we need.
Since my main table contains thousands of entries, I don’t want users having to navigate through all that data to add new records. I also need to keep certain views restricted to specific team members. Has anyone found a solution for this problem?
Been dealing with this exact headache for months at my company. The filtered view vanishing act is one of those Airtable quirks that makes you question your life choices.
I built an automation workflow to handle this mess. Instead of teams fighting with Airtable’s filtering behavior, I made a system where new records get the right field values automatically based on which view they’re added from.
The trick? Capture the context of where the record’s being created, then populate the filtering fields immediately. The record stays visible in the filtered view instead of disappearing.
I use Latenode to monitor when new records are added to specific views, then it automatically fills in the required filter criteria based on preset rules for each team view. Works like magic and my teams can finally add records without the frustration.
Setup takes maybe 30 minutes but saves hours of confusion and lost productivity. Plus you can add logic to set default values, assign records to team members, or trigger other workflows when new entries come in.
This drove me crazy until I found a workaround that actually works. Stop fighting Airtable’s filtering - create a dedicated intake view for each team with broader filter criteria instead. Here’s the trick: make your filters less restrictive for record creation. I use a staging approach where new records land in ‘pending’ status that still pass the view filters, then get processed properly. Example: if your main filter is Status = ‘Active’ AND Team = ‘Sales’, change your intake version to Status = ‘Active’ OR ‘Pending’ AND Team = ‘Sales’. New records get ‘Pending’ by default, stay visible, then auto-convert to ‘Active’ once you fill the required fields. Also found single-select fields work way better than text fields for filtering. Team members can only pick valid options that keep records in their view scope. This completely eliminated the vanishing record problem while keeping access control intact. Teams can create records knowing they’ll stay visible the whole time.
Had the same nightmare at my last company during product launches. Those disappearing records drove everyone insane.
Here’s what fixed it - set default values for filter fields at the base level. Go to base settings and configure defaults that match your common filter criteria. When someone creates a record in a filtered view, the defaults kick in right away.
First, map out which fields your filters depend on, then create smart defaults. For team views, I’d set up a “Team” single select field with a default value, plus any status fields that need to match.
Another trick - use conditional logic in field configurations. Set up formulas that auto-populate filter criteria based on other field values. When someone starts typing a new record, the filtering fields get filled automatically.
You can still use different views with their own sharing settings for access control. The defaults just prevent new records from vanishing.
Takes 15 minutes to set up once you know which fields drive your filters. Beats watching your team get frustrated with disappearing data every day.
Those template and staging workarounds work, but they’re still manual and slow everything down.
I use Latenode to watch my Airtable views and auto-fill filter criteria the second someone starts a new record. Instead of relying on defaults or templates, it populates fields in real-time.
Someone creates a record in their filtered view? Latenode sees which view they’re in and instantly fills the filtering fields with the right values. No template copying, no tab switching, no staging.
You can set rules like “Sales view = Team: Sales, Status: Active” or build more complex logic with multiple criteria. The record stays visible while they’re creating it.
It also handles edge cases - updating related fields, setting permissions, triggering notifications when records hit specific views. Teams get seamless record creation, you keep full control over filtering and access.
20 minutes to set up the workflow, then it runs invisibly. Way cleaner than fighting Airtable’s filtering with manual workarounds.
keep your main ‘all records’ view open in another tab while u work in filtered views. need to add something new? switch to the main view, create the record with the right field values, then go back to your filtered view. takes 10 sec, no setup req. i’ve tried the fancy workarounds - this simple method works every time.
I solved this by creating template records for each team view. Just duplicate a properly formatted record that has all the filter criteria, then swap in your new data. The record stays visible because it inherits everything from the template. I keep one master template at the top of each filtered view - labeled “TEMPLATE - DO NOT EDIT”. Team members duplicate it and fill in their info. The copy automatically gets the right team assignments, status values, and filter criteria. This kills the vanishing record problem without messing with your current setup or permissions. No complex automations needed. Plus the templates show people what info to include, so fewer mistakes. Works great when you’ve got multiple filter criteria that need to line up perfectly.