Use web shared form to update existing records in a table

Here’s the case study:
I have a board with employee records (ssn, email address, phone, address, hire date etc.). Periodically, I’d like to share a form with my “view only” employees to update their information (new phone number, change of address etc).

Is there any way in this scenario to update an existing record from a web shared form? Perhaps by referencing an unchanging field such as a SSN?

If not, is there some clever way I could create an “update board” that collects data via a form as described above and then somehow automate updating one board from another?

Thanks!

Hello @gbarker121 ,

You might be interested in the Duplicates and Uniques app which can help you achieve what you want. Here is an answer which demonstrates how. Should you need any help, you can always write to support@kolaai.com and would be happy to walk you through.

Hi @gbarker121 :wave:

Great question!

You could definitely look at using an app like @kolaai has suggested!

At present, it’s not possible to use a form to update an existing item on the board - every form submission will create a new item.
That said, you could create an updates board as you mentioned.

You can then use the following automation to have the new form submission match with the old form submission on the basis of a certain value (such as SSN).

This would allow you to automatically connect the new form submissions to the existing data so that you can easily reference any new updates.

Could this be an option for you?

I hope this helps! Remember to mark as solved if this answers your question :smiley:

Best,

Dani

Looking forward to exploring this automation! I think it might do the job.