How a Global Nonprofit Automated Document Workflows in Airtable
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If your nonprofit handles internal design requests, scientific publications, or complex approvals, you may be struggling with what Elizabeth Glaser Pediatric AIDS Foundation faced: status blind spots, email overload, and deadline confusion. Their External Affairs team wanted more structure and less manual work. Airtable was already in use, but not yet working hard enough.
Managing Global Design and Research Requests Was Getting Out of Hand
With hundreds of submissions coming in from internal and external collaborators, their team needed a clear process. Teams would submit research summaries, poster ideas, or marketing requests through a form. Then, someone had to manually:
- Review the request
- Email the design team
- Track deadlines in a spreadsheet
- Send follow-ups for every status update
From Spreadsheet Thinking to Workflow-Driven Automation
Here’s what we helped build in Airtable:
- Connected disconnected tables and refined forms
- Added automation to send email notifications based on approval status
- Triggered deadline reminders one day before delivery was due
- Set up dynamic updates when design assets were uploaded to SharePoint
- Built logic that guided each request from submission to journal publication or event presentation
Manual Emails Out, Structured Flow In: A Streamlined Global Review Process
- Airtable now handles all status logic and automated communication
- No more forgotten deadlines or missed approvals
- Team leads see exactly where every document stands, at a glance
- Even non-technical users gained confidence in maintaining and updating the system
At the End of the Day: Airtable Became Their Workflow Engine, Not Just a Database
Elizabeth Glaser’s team went from scattered spreadsheets and inboxes to a clean, automated pipeline. With just a few changes, they unlocked a system that supports global collaboration, research promotion, and internal efficiency, all from one Airtable base.
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