I’m dealing with a frustrating issue in my Airtable base. I’ve set up multiple filtered views (around 8) for different teams to work with their specific data. Each view has filters that show only records relevant to that particular team.
The problem happens when team members try to create new records directly in these filtered views. As soon as they start entering data, the new record disappears because it doesn’t immediately match the view’s filter criteria. There’s this annoying message about filtered records, and the entry just vanishes before they can complete all the required fields to make it stick.
Is there any way to prevent this behavior? I need team members to add records through these filtered views rather than using forms. The main table contains thousands of entries, so sending everyone to the primary grid view isn’t practical. Plus, I want to keep certain views restricted to specific user groups.
Grouping won’t work for my use case since it would interfere with the filtering setup I need. Has anyone found a solution for keeping new records visible long enough to complete data entry in filtered views?
Had this exact problem six months ago with our regional sales team views. Here’s what fixed it for me: set default values for your key filter fields. Go into field options and make the defaults match your view criteria. So if you’re filtering by department, default that field to the specific department. New records automatically inherit the right filter values and stay visible in the view. I had to convert some text fields to single-select options to make defaults work properly. It’s not bulletproof - users can still change values and make records vanish - but it fixed 95% of our data entry headaches. Also added quick instructions at the top of each view explaining which fields to fill first so records don’t disappear.
Here’s what worked for our team: we made a staging view just for creating new records. No filters or minimal ones, then automation moves finished records to the right filtered views.
I set this up with Airtable’s automation. When the required fields get filled, it triggers and updates a status field that pushes the record to the correct team view. People create records in staging, fill everything out without entries disappearing, then the system does the rest.
Staging becomes your main entry point while keeping filtered views clean for daily work. Takes 10 minutes to set up automation rules, and you can customize triggers based on which fields need completion.
This video breaks down view management really well:
We’ve used this system for over a year across 12 team views. No more vanishing records and way fewer confused users asking where their data went.
yeah, this is one of Airtable’s most annoying quirks - drives me nuts too. here’s my workaround: duplicate a record that already matches your filter, then edit the copy with your new data. since it inherits the filter-matching fields, it won’t disappear on you. clunky? sure. but beats dealing with vanishing entries constantly.
