How to Create Pivot Tables from Airtable Linked Records

Pivot tables let you create cross-tabulation grids directly from your Airtable linked records - perfect for compliance reports, demographic analysis, inventory matrices, and any document that needs data summarized by rows and columns.

Overview

A pivot table takes your linked records and automatically:

• Groups rows by a field you choose (e.g., Occupational Level, Product Category)
• Creates dynamic columns from a field's values (e.g., Race, Status, Size)
• Counts or sums records for each row-column intersection
• Adds a totals row at the bottom with column totals and a grand total

You can also group columns under headers for 2-level cross-tabulation (e.g., Race columns grouped under Male/Female).

Available in: Template Builder (HTML templates only)

Step 1: Insert a Pivot Table

1. Open your template in the Template Builder
2. Click the Table button in the toolbar
3. Select Pivot Table from the options
4. Choose your Source linked record - this is the linked field that connects to the records you want to pivot

5. Configure the pivot:
   • Row field: The field to group rows by (e.g., Occupational Level)
   • Column field: The field whose values become dynamic columns (e.g., Race) - must be a Single Select or Single Line Text field
   • Group columns by (optional): Creates 2-level headers by grouping columns under this field (e.g., Gender)
   • Operation: Count (number of records) or Sum (total of a numeric field)
   • Value field: If using Sum, select the numeric field to sum

6. Click Insert pivot table

The template will show a table with placeholder variables that TypeFlow fills at generation time:

Step 2: Configure the Mapping

After inserting the pivot table and clicking "Refresh variables", go to the Mapping tab. The pivot table configuration appears under Advanced Features > Pivot Table Mapping.

TypeFlow auto-maps the fields based on the hints you set in the wizard. You can also change the configuration here:

• Source: The linked record field from your main table
• Row field: Which field to group rows by
• Column field: Which field creates dynamic columns
• Group columns by: Optional - groups columns under headers
• Operation: Count or Sum
• Value field: The field to sum (if using Sum)

Grouped Column Headers

For reports that need 2-level column headers (like Employment Equity reports or demographic breakdowns), use the Group columns by option.

Example: An EE Workforce Profile report with:

• Row = Occupational Level
• Column = Race (African, Coloured, Indian, White)
• Group = Gender (Male, Female)

Here is a real example of a generated EE Workforce Profile report using grouped columns:

The group field must be a Single Select or Single Line Text field. It appears only when a column field is selected.

Use Cases

Employment Equity Reports (South Africa)

• Row: Occupational Level
• Column: Race
• Group: Gender
• Operation: Count

Inventory Matrix

• Row: Product Category
• Column: Size
• Operation: Sum on Quantity field

Sales by Region and Quarter

• Row: Sales Rep
• Column: Quarter
• Group: Region
• Operation: Sum on Revenue field

Survey Results

• Row: Question
• Column: Rating (1-5)
• Operation: Count

Related Features

• Line Items - For simple repeating rows from linked records (one row per record). Use line items when you need a list, use pivot tables when you need cross-tabulation.
• Conditional Sections - Combine with pivot tables to show or hide entire sections based on field values.
• Template Builder - The visual editor where you insert and design pivot tables.
• Dynamic Images - Add logos or charts alongside your pivot tables.

FAQ