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The Airtable Microsoft 365 Copilot connector integrates Airtable records into Microsoft 365, enabling Copilot, Copilot Search, and Microsoft Search to surface relevant record information directly within apps like Microsoft Teams, Outlook, and SharePoint. This article describes the steps to deploy and customize the Airtable connector.
For advanced Airtable configuration information, see Set up the Airtable service for connector ingestion.
Note
The Airtable connector is currently in preview. Connector functionality and requirements are subject to change.
Prerequisites
Before you deploy the Airtable connector, make sure that the Airtable environment is configured in your organization. The following table summarizes the steps to configure the Airtable environment and deploy the connector.
| Task | Role |
|---|---|
| Configure the Airtable environment | Airtable admin |
| Set up connector prerequisites | Airtable admin |
| Deploy the connector | Microsoft 365 admin |
| Customize connector settings (optional) | Microsoft 365 admin |
Before you deploy the connector, make sure that you meet the following prerequisites:
- You must be a Microsoft 365 admin.
- Your Airtable account must be on an Airtable Enterprise plan.
- An Airtable admin must complete the setup steps in Set up the Airtable service for connector ingestion.
- You must have the Airtable Enterprise ID, OAuth Client ID, and OAuth Client Secret from the Airtable admin.
Deploy the connector
To add the Airtable connector for your organization:
- In the Microsoft 365 admin center, in the left pane, select Copilot > Connectors.
- Select the Gallery tab.
- From the list of available connectors, select Airtable.
Set display name
The display name identifies references in Copilot responses, so users can recognize the associated record. The display name also signifies trusted content and acts as a content source filter.
You can accept the default Airtable display name, or customize the value to use a display name that users in your organization recognize.
For more information about connector display names and descriptions, see Enhance Copilot discovery of connector content.
Set Airtable URL
In the Airtable URL field, enter the base URL for the Airtable API. The typical value is:
https://api.airtable.com
Set Enterprise ID
In the Enterprise ID field, enter your Airtable Enterprise ID. The connector uses this ID to scope crawling and identity mapping to your enterprise account.
The Enterprise ID has the format entXXXXXXXXXXXXXX (for example, entABC123def456GH). For information about how to find your Enterprise ID, see Identify the Airtable Enterprise ID.
Choose authentication type
The Airtable connector supports the following authentication type:
- OAuth 2.0: Secure authentication by using Airtable's OAuth flow.
Before you configure authentication, an Airtable admin must register an OAuth integration in the Airtable Builder Hub and add it to the allow list for the enterprise. For detailed steps, see Register an OAuth integration and Allowlist the OAuth integration.
To configure OAuth authentication:
- Paste the Client ID and Client Secret (provided by the Airtable admin) into the corresponding fields on the connector setup page.
- Choose Authorize and complete the OAuth flow with an Airtable account that has access to the bases you want to index.
During the OAuth authorization flow, Airtable prompts you to select which bases and workspaces to grant access to. You can select Add all resources, Add a base, or Add the organization to define the scope of data that the connector can index.
Note
You authorize access to the Airtable integration in a popup window. Make sure that your browser permits popup windows, or grants access if the popup is blocked.
Roll out
To roll out to a limited audience, select the toggle next to Rollout to limited audience and specify the users and groups to roll the connector out to. For more information, see Staged rollout for Copilot connectors.
Select the Notice checkbox to acknowledge the data indexing terms, and then select Create to deploy the connection. The Airtable connector starts indexing content right away.
The following table lists the default values that are set.
| Category | Setting | Default value |
|---|---|---|
| Users | Access permissions | Only people with access to the content in the data source. |
| Users | Map identities | Data source identities mapped using Microsoft Entra IDs. |
| Content | Manage properties | For information about the default properties and their schema, see Customize content settings. |
| Sync | Incremental crawl | Runs every 15 minutes. |
| Sync | Full crawl | Runs every day. |
To customize these values, select Custom setup. For more information, see Customize settings.
After you create your connection, you can review the status in the Connectors section of the Microsoft 365 admin center.
Customize settings (optional)
You can customize the default values for the Airtable connector settings. To customize settings, on the connector page in the admin center, choose Custom setup.
Customize user settings
Access permissions
The Airtable connector supports the following user access permissions:
- Everyone
- Only people with access to this data source (default)
If you choose Everyone, indexed data appears in the search results for all users. If you choose Only people with access to this data source, indexed data appears in the search results only for users who have access to the corresponding record in Airtable.
In Airtable, access is defined by workspace, base, and table permissions assigned to users and groups in your enterprise account.
Map identities
The default method to map your data source identities with Microsoft Entra ID is to verify that the email ID of Airtable users is the same as the user principal name (UPN) of the users in Microsoft Entra ID. If the default mapping doesn't work for your organization, you can provide a custom mapping formula. For more information, see Map your non-Azure AD identities.
To identify which option is best for your organization:
- Choose the Microsoft Entra ID option if the email ID of Airtable users is the same as the UPN in Microsoft Entra ID.
- Choose the Non-Microsoft Entra ID option if the email ID of Airtable users is different than the users' UPN and email in Microsoft Entra ID.
Customize content settings
Content filter
By default, the connector indexes records from all bases that the authorizing Airtable account can access. To exclude specific content from indexing, use the Content filter section to enter:
- Workspace IDs to exclude (prefix
wsp). - Base IDs to exclude (prefix
app). - Table IDs to exclude (prefix
tbl).
The connector doesn't crawl records in any excluded workspace, base, or table.
Manage properties
You can add or remove available properties from your Airtable records, assign a schema to a property (define whether a property is searchable, queryable, retrievable, or refinable), change the semantic label, and add an alias to the property.
The following table lists the properties that the connector indexes by default.
| Default property | Label | Description | Searchable | Queryable | Retrievable | Refinable |
|---|---|---|---|---|---|---|
| baseId | NA |
ID of the base that contains the record. | No | Yes | Yes | Yes |
| baseName | NA |
Name of the base that contains the record. | Yes | Yes | Yes | Yes |
| content | Content |
Concatenated content of the record's fields, used for full-text search. | Yes | No | No | No |
| createdDateTime | createdDateTime |
Date and time that the record was created. | No | Yes | Yes | No |
| iconUrl | IconUrl |
URL of the icon shown for the record in Copilot and search results. | No | No | Yes | No |
| recordId | NA |
ID of the record. | Yes | Yes | Yes | No |
| recordUrl | url |
Deep link to the record in Airtable. | No | No | Yes | No |
| tableId | NA |
ID of the table that contains the record. | No | Yes | Yes | Yes |
| tableName | NA |
Name of the table that contains the record. | Yes | Yes | Yes | Yes |
| title | Title |
Primary field of the record, used as the result title. | Yes | Yes | Yes | No |
Customize sync intervals
You can configure the frequency of full and incremental crawls:
- Full crawl: Schedule every 24 hours to ensure complete data refresh.
- Incremental crawl: Schedule every 15 minutes to capture recent changes.
For more information, see Guidelines for crawl settings.