Connect an authorized base
As the form owner, open the form in Dashboard, then open Settings → Integrations → Airtable. Choose Connect Airtable, approve access, select an authorized base, and choose at least one EZFormz-managed table. The connection requests record read/write and base-schema read/write access because Sync must create tables, create missing managed fields, compare remote rows, and repair them.
Choose the automatic sync options you need, then select Create/repair & sync. Setup creates missing selected tables, stores their Airtable IDs, repairs missing managed fields, advances a versioned export, and queues a backfill of the current form data. A small export may finish in that request; a large export remains pending and continues in scheduled slices. Progress is saved after each successful batch so a retry resumes instead of restarting completed work.
Use a dedicated base when existing Airtable collaborators or automations should not receive buyer and order data. Airtable access tokens are encrypted in EZFormz, but every person or automation allowed into the destination can still read the exported fields.
Know the exact managed tables
Every managed table begins with a human-readable Name and includes stable EZFormz ID and Deleted At fields. EZFormz ID fields are the upsert identity; they can be hidden in an Airtable view, but do not delete, rename, or repurpose them.
- EZFormz Orders — Form ID, customer name and email, status, stored total, item subtotal, product discounts, shipping, shipping discounts, surcharges, reconstructed total, reconciliation delta, the versioned Money Breakdown JSON, created and paid times, tracking, buyer and seller notes, shipping-address JSON, and saved Items JSON.
- EZFormz Order Items — Order ID, Product ID, Option ID, product and option labels, quantity, unit price, and line total from the saved order snapshot.
- EZFormz Payments — Order ID, amount, reason, payment method, transaction ID, crypto status, verified and created times, and proof key.
- EZFormz Products — product name, description, category, required and unpublished flags, sort order, and created time.
- EZFormz Product Options — Product ID and name, option label, price, stock quantity, low-stock threshold, maximum per order, and sort order.
- EZFormz Coupons — code or automatic-sale identity, discount type and value, use counts and limits, active state, scope and targets, schedule, stacking, priority, campaign, promotion rules, customer and first-order limits, caps, and budget usage.
- EZFormz Shipping Options — label, price, option type, image URL, sort order, and created time.
- EZFormz Form Summary — Form ID, title, slug, active state, current order count, revenue, and updated time.
Order money fields come from the saved order breakdown rather than current form settings. If the saved components are malformed or do not reconcile, component fields remain unavailable instead of being fabricated while the stored total and diagnostic breakdown preserve what can be inspected.
Know the one-way boundary
Airtable is an export destination, not a second EZFormz editor. Changes made in Airtable do not update forms, products, inventory, coupons, shipping options, payments, proofs, or orders in EZFormz. Correct the source record in EZFormz, then choose Sync now.
The three automatic switches are independent:
- Auto-sync new orders
- Auto-update order status, tracking, payment, and item changes
- Auto-update products, coupons, shipping, and form summary
An EZFormz write succeeds independently of Airtable. A provider failure records export retry state but does not roll back the order, payment, catalogue, or form change.
Understand repair and resumable progress
Sync now requests a new full repair generation. It first invalidates the selected tables' saved row hashes so unchanged EZFormz rows are sent again; this is what repairs an accidentally edited or deleted managed Airtable row. It also creates any missing managed fields. Unrelated Airtable tables and fields are not removed.
The exporter works through selected tables in bounded source pages and Airtable chunks of up to 10 records. It saves remote record IDs and hashes after every successful chunk. A retry resumes from the first unfinished checkpoint rather than sending successful chunks again. One scheduled worker continues due exports about every five minutes.
A record-specific Airtable validation error can be isolated to that row while later source pages continue. The export remains pending until failed record links are repaired; a provider-wide or authorization failure stops the current slice. A configured export stays connected after a transient write failure and shows its error and retry state instead of silently disabling itself.
Rows no longer present in EZFormz are marked with Deleted At only after the selected table has completed a safe source traversal for the current version. EZFormz does not physically delete those Airtable rows.
Troubleshoot Airtable
- No bases appear: reconnect Airtable and authorize access to the intended base.
- Setup is not ready: choose a base, select at least one table, then choose Create/repair & sync.
- Rows or managed fields look stale: confirm the corresponding auto-sync switch, then choose Sync now for a full repair generation.
- Sync remains pending: use Refresh status and wait for the retry time. Large exports are expected to span multiple bounded slices.
- A deleted EZFormz record is still visible: check its Deleted At field. Retention as a tombstone is intentional.
Disconnect and remove retained copies
Disconnect pauses this form's export and stops later slices. It does not delete managed Airtable tables or rows already written. Deleting an EZFormz record, form, or account also does not erase copies retained by Airtable, its collaborators, automations, backups, or downstream exports.
Remove retained data and revoke access in Airtable when required. Before sharing screenshots with support, redact buyer details, addresses, payment information, transaction IDs, proof keys, base names, and unrelated integration details.