Overview

This manual is divided into several sections, each focusing on a specific aspect of the Airspot-Kognitos integration.

Introduction

The integration of Airspot with Kognitos offers a seamless and efficient way to interact with Airtable data and functionalities. This integration enables users to perform a wide range of operations on Airtable tables, including querying, creating, updating, and deleting records, all through the use of Kognitos’ natural language processing capabilities. This section provides an overview of the Airspot-Kognitos integration and outlines the prerequisites for using Airspot on Kognitos.

Prerequisites for Using Kognitos with Airspot

Before you can start using Kognitos to interact with Airspot, there are several prerequisites that need to be met:

Airtable Account: You need to have an active Airtable account. If you do not have one, you can sign up for an Airtable trial account to get started.
API Access: Ensure that your Airtable account has API access enabled. API access is required for Kognitos to communicate with Airtable.

Editions with API Access
• Pro Plan
• Plus Plan
• Enterprise Plan

Editions without API Access
• Free Plan

API Token: Obtain your Airtable API token, which is used to securely access Airtable via the API. You can generate this token in your Airtable account settings under "API".
Basic Understanding of Airtable Tables: While Kognitos simplifies interactions, having a basic understanding of Airtable tables and their relationships will help you automate more effectively with Kognitos.

Once these prerequisites are met, you are ready to start leveraging the power of Kognitos to enhance your Airtable experience, making it more accessible, efficient, and customizable.

Setting Up Airspot Connection

Connecting to Airspot

To interact with Airtable using Kognitos, establishing a secure connection to your Airtable instance is the first critical step. This section outlines the credentials required for this connection and provides a detailed, step-by-step guide to connect successfully.

Required Credentials

To connect to Airtable, you will need the following credentials:

Airtable Token: The API token for your Airtable account. This token is used to authenticate API requests.
Airtable Base: The name of the Airtable base you want to connect to. This base contains the tables and records you will interact with.

Step-by-Step Connection Process

Gather Credentials: Ensure you have all the required credentials: Airtable token and Airtable base name.
Navigate to the Departments tab of Kognitos and search for Microsoft Outlook
Click on + New Book button on the right of the Departments page
Search for Airtable and then click on the book which is shown

Add in the credentials when you are prompted

Connection Established: Once the connection is successfully established, you are ready to perform various operations on Airtable. You can now fetch data, create new records, update existing ones, delete records, and more.

Working with Airtable Tables

Interacting with Airtable tables is a core functionality when integrating Airtable with Kognitos. This section covers how to fetch data, create and modify Airtable records, and delete them when necessary.

Fetching Data using Custom Queries

To fetch data from Airtable using custom queries, see the example below.

obtain airspot's Projects table where
    the required foreign columns are "Project Manager"

Fetching Data using Direct Queries

To fetch data from Airtable using direct queries, see the example below.

obtain airspot's Employees table where
    the required foreign columns are "Manager"

Creating and Modifying Airtable Records

Adding New Records

To add a new record to Airtable, you need to specify the type of object you're creating and provide the necessary field values.

Example:

the project is
    the name is "New Initiative"
    the start date is "2023-10-01"
    the status is "Planning"
add the project in airspot

This command creates a new project named "New Initiative" with a start date and status specified.

Updating Existing Records

To update an existing Airtable record, you must identify the record by its ID and specify the fields you want to update.

Example:

the project's ID is "rec123456789"
change the project's status to "In Progress" in airspot

This command updates the status of the specified project to "In Progress".

Deleting Airtable Records

Single Deletion

To delete a specific Airtable record, you need to specify the record and its ID.

Example:

the record's ID is "rec123456789"
delete the record

This command deletes the record with the specified ID.

By following these guidelines, you can effectively manage Airtable records in Kognitos, from fetching and creating records to updating and deleting them as needed.

Managing Airtable Reports

The ability to create, manage, and distribute Airtable reports is crucial for analyzing business data and making informed decisions. Integrating Airtable with Kognitos enhances the reporting process by simplifying the creation of reports, defining criteria, exporting reports, and even sending data directly from Airtable via email. This section delves into how you can leverage Kognitos for managing Airtable reports more efficiently.

Creating Airtable Reports

Defining Report Criteria

Creating a report in Airtable involves selecting the type of report, defining the criteria, and choosing the fields to display. With Kognitos, you can articulate these requirements in a more intuitive manner. For instance, you can specify the type of report you need, the records it should cover, and any specific conditions that must be met.

Example:

create a report in airspot with
    the report name is "Quarterly Project Summary"
    the report type is "Tabular"
    the fields are "Project Name", "Start Date", "Status"
    the filter is "Start Date this quarter"

This command tells Kognitos to create an Airtable report for projects from the last quarter, including specific fields. Kognitos translates this into the appropriate Airtable report creation process, selecting the correct report type and applying the specified filters.

Exporting Reports to Different Formats

Once you have created a report in Airtable, you might need to export it in various formats for analysis, presentation, or sharing purposes. Kognitos simplifies this process by allowing you to specify the desired export format directly in your command.

Exporting to CSV

export the report "Projects by Status" from airspot to CSV

This command instructs Kognitos to export the "Projects by Status" report from Airtable in CSV format. The CSV format is versatile and widely used for data manipulation and analysis in various software, including spreadsheet applications.

Exporting to PDF

export the report "Monthly Project Performance" from airspot to PDF

Exporting a report to PDF is particularly useful when you need a static snapshot of your data for sharing or presentation purposes. PDFs maintain formatting and are ideal for distributing reports that should not be altered, such as project performance summaries or quarterly reviews.

Exporting to Excel

export the report "Employee Performance Metrics" from airspot to Excel

Exporting reports to Excel allows for further data analysis and manipulation using Excel's robust set of features. Excel files can accommodate complex calculations, charts, and pivot tables, making them suitable for in-depth data analysis tasks.

Sending Data from Airtable

Configuring Email Settings

Before you can send emails through Airtable using Kognitos, you need to ensure that your Airtable email settings are correctly configured. Learn more here. This includes setting up email templates, defining sender profiles, and specifying email limits.

Approval Processes in Airtable

Approval processes in Airtable are automated sequences that an organization can use to approve records for database operations. These processes are crucial for maintaining data integrity and ensuring that changes or additions to records meet specific criteria set by the organization. The integration of Kognitos with Airtable simplifies the interaction with these processes, making it easier for users to submit objects for approval and track their status.

Understanding Approval Processes

Approval processes in Airtable are defined workflows that specify the steps required for a record to be approved. These processes can be applied to various Airtable tables, such as Projects, Employees, or custom tables, depending on the organization's needs. Approval processes typically involve one or more of the following components:

Criteria for entering the process: Defines what records are eligible for approval. For example, a project might need to have a budget greater than $10,000 to require approval.
Approval steps: The sequence of approval actions that need to be taken. This can involve multiple approvers at different stages.
Approval actions: Actions taken when a record is approved, rejected, or recalled, such as updating fields, sending email notifications, or executing custom logic.

Submitting Records for Approval

With Kognitos, users can submit Airtable records for approval using natural language commands. This simplifies the process, especially for users who may not be familiar with Airtable's interface or approval process configurations.

Example:

submit the project for approval with
    the project's ID is "rec123456789"
    the comment is "Requesting approval for high-budget project"

In this example, a project is submitted for approval by specifying its ID and providing a comment to give context to the approver. Kognitos translates this command into the appropriate Airtable operation, automating the submission process.

File Management

Managing files within Airtable records is a common requirement for many business processes. Whether it's attaching contracts to projects, downloading report attachments for analysis, or removing outdated files, efficient file management is crucial.

Attaching Files to Airtable Records

Attachment Process

Example: Attaching a PDF Contract to a Project

attach the file to the airspot record with
    the file path is "/path/to/contract.pdf"
    the record's ID is "rec123456789"
    the file type is "PDF"

This command specifies the file to attach (contract.pdf), identifies the Airtable record by its ID, and indicates the file type. Kognitos handles the process of attaching the file to the specified Airtable record.

Downloading Files from Airtable Records

Retrieving Attached Files

Example: Downloading a Contract Attached to a Project

download the file from the airspot record with
    the record's ID is "rec123456789"
    the file name is "contract.pdf"

This command retrieves an attached file (contract.pdf) from a specified Airtable record. Kognitos facilitates the download process, making the file available for local use or review.

Detaching Files from Airtable Records

Removing Attachments

Example: Removing an Outdated Contract from a Project

detach the file from the airspot record with
    the record's ID is "rec123456789"
    the file name is "old_contract.pdf"

When a file, such as an outdated contract, needs to be removed from an Airtable record, this command specifies the record and the file to be detached. Kognitos processes the request, removing the specified attachment from the Airtable record.

Glossary of Terms

API (Application Programming Interface): A set of rules and protocols for building and interacting with software applications. Airtable API allows external services like Kognitos to communicate with Airtable to retrieve or modify data.
CRM (Customer Relationship Management): A technology for managing all your company's relationships and interactions with customers and potential customers. Airtable can be used as a CRM platform.
Airtable Table: A database table in Airtable. Common tables include Projects, Employees, and Tasks. Users can also create custom tables to store specific business data.
Airtable Record: A single data entry within an Airtable table. For example, a project record in the Projects table.