How to Add Records and Fields in Airtable (Requirements Tracker)
Add a new requirement to an Airtable requirements tracker: a record, its ID, type, MoSCoW priority and status, then a new single select field for the release. Shown on a real Airtable base for an online shop, on the free plan.
Step by step
The tracker
- Add a requirement. A stakeholder has asked for gift cards. We add that requirement to an Airtable tracker with an ID, a type, a priority and a status. Then we add a new field for the release.
- One row, one requirement. This is the requirements table for an online shop. Each row is a record, and each record is one requirement. Each column is a field, like Priority.
Add the record
- New record. Click the + under the last row to add a new record. Type a short name for the requirement: Buy a gift card.
- Give it an ID. In the ID field, give it the next ID, REQ-013. Now everyone can refer to the same requirement without mix-ups.
- Type. Type is a single select field. Start typing in the cell, then pick Functional from the list.
- MoSCoW priority. Priority uses MoSCoW: Must have, Should have, Could have or Won't have. Gift cards are a Should have, so pick that option.
- Status. The requirement is new, so set Status to Draft. It stays Draft until the stakeholders review it.
Add a field
- New field. To add a field, click the + after the last column and choose Single select. Name it Release and add 2 options: Release 1 and Release 2. The Release column now appears for every requirement. Gift cards can wait, so set this record to Release 2.
Check it
- Expand the record. To see the whole requirement at once, click the expand arrow at the start of its row. Every field shows on one card that you can share with the team. Press Esc to close it.
Recap
- Records and fields. A record is one requirement, and a field is one thing you track about it. Use single select fields for Type, Priority and Status so everyone picks from the same list.
Common mistakes
- Using plain text fields for priority or status. People type Should, should have and SH, and then filters and groups miss records. Make these fields single select so everyone picks from the same options.
- Creating a new option by mistake. If you type a value that isn't in a single select list, such as Shoud have, Airtable can add it as a new option. Pick from the list instead of typing the whole value, and delete any stray options in the field settings.
- Duplicate or skipped requirement IDs. Before you add a record, check the last ID in the table so the new one follows on, like REQ-013 after REQ-012. Two requirements with the same ID cause confusion in reviews and sign-off.
- Setting a new requirement straight to an approved status. Start new requirements at Draft. Change the status only after the stakeholders have reviewed them, so the tracker shows what has really been agreed.
When a business analyst uses this
After a workshop, a business analyst adds each new stakeholder request as a Draft record with an ID and a MoSCoW priority. Before the review meeting, they share the expanded record card so stakeholders can check every field in one place.
Questions people ask
What is the difference between a record and a field in Airtable?
A record is one row, such as one requirement. A field is one column, such as Priority or Status, and it holds one thing you track about every record.
How do I see all the fields of one record in Airtable?
Click the expand arrow at the start of the row. The record opens as a card that shows every field, and you press Esc to close it.
Why use a single select field for priority in Airtable?
A single select field gives everyone the same list, such as Must have, Should have, Could have and Won't have. The values stay consistent, so sorting and filtering by priority works.
