Use AI field shortcuts in Base

8 min read

I. Intro

Field shortcuts allow you to create specialized fields for different business scenarios in Base. With field shortcuts, you can quickly build a table that covers all your objectives and processes.

There are two types of field shortcuts: AI and formula. In this article, we'll introduce AI field shortcuts, which can help you quickly translate, classify, and summarize the information in the base.

II. Steps

Get your OpenAI API Key

To use AI field shortcuts, you need to obtain your OpenAI API key by following these steps:

Visit the official OpenAI website: https://platform.openai.com. Register or log in to your account.

Once you're logged in, click the profile photo in the upper-right corner and select View API keys.

Click Create new secret key and name the key in the pop-up (optional). After confirming, you'll get your API key. Click the Copy icon on the right, and paste it into the Base AI configuration interface.

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Note:

Once you bind an OpenAI API key to a base, it will only be applied to that base. You can use the same key to bind to multiple bases separately.

If you make a copy or use a template, the API key will not appear in the new base.

AI field shortcuts generate content row by row, with one row of data corresponding to one OpenAI call.

To use AI features in Base, the user binding the API key needs to have the following permissions in the base:

If advanced permissions are not turned on, the user needs to have edit permission.

If advanced permissions are turned on, the user needs to have manage permission for all tables.

Go to the Shortcut Center

Open the base and click the table in the left navigation pane.

In the grid view of the table, click the + icon on the right side of the last field to create a new field or click Edit Field on an existing field.

Hover over the Explore shortcuts under Field type and click Shortcut Center.

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Click AI on the left. Hover over the field shortcut, click Use, and configure the field shortcut as needed.

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Use the Categorization field shortcut

This field shortcut can categorize and classify data according to the rules you specify, which can be used for data management and analysis.

In the Shortcut Center, hover over the field shortcut, and click Use.

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In the field configuration panel, fill in or configure the following:

Field title: Enter a field title. The name of the field shortcut is used by default.

Classification: Click Add category to add a category. You can select Reference Options to reference single option or multiple options fields from other tables. For more details, see Create hierarchical relationships with single and multiple options fields.

Configure:

Fields to be classified: Required.

Examples: Optionally, enter reference examples to make the AI output more aligned with your requirements.

Classification requirements: Optionally, enter your custom requirements to make the AI output more personalized.

Select model: Required. You can select OpenAI GPT-4 or OpenAI GPT-3.5 as the model for AI generation.

API key: Required.

Auto-update: On by default, and can be turned off as needed. When turned on, the content generated by the field shortcut will update when the specified content is updated.

Generate First 5 Rows: Click Generate First 5 Rows to generate and view the results of the first five rows to determine whether you want to apply the field shortcut to the entire table.

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Click Confirm in the lower-right corner, then click Generate in the pop-up window and a single option field will be generated.

If there is content in the field already, the new content generated by the field shortcut will overwrite the existing content, which can't be recovered. To not overwrite existing content in the field, you should create a new field first and then choose an AI field shortcut.

Use the Translate field shortcut

This field shortcut can translate specified fields into the target language, helping break down communication barriers.

In the Shortcut Center, hover over the field shortcut, and click Use.

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In the field configuration panel, fill in or configure the following:

Field title: Enter a field title. The name of the field shortcut is used by default.

Configure:

Field to be translated: Required.

Target language: Required. 12 languages are supported, including English, Simplified Chinese, Traditional Chinese, Spanish, Arabic, Hindi, Portuguese, Bengali, Japanese, Korean, Russian, German.

Custom translation requirements: Optionally, enter your custom requirements to make the AI output more personalized.

Select model: Required. You can select OpenAI GPT-4 or OpenAI GPT-3.5 as the model for AI generation.

API key: Required.

Auto-update: On by default, and can be turned off as needed. When turned on, the content generated by the field shortcut will update when the specified content is updated.

Generate First 5 Rows: Click Generate First 5 Rows to generate and view the results of the first five rows to determine whether you want to apply the field shortcut to the entire table.

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Click Confirm in the lower-right corner, then click Generate in the pop-up window and a text field will be generated.

Use the Smart Tags field shortcut

This field shortcut can tag records according to your requirements, facilitating data management and statistical analysis.

In the Shortcut Center, hover over the field shortcut, and click Use.

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In the field configuration panel, fill in or configure the following:

Field title: Enter a field title. The name of the field shortcut is used by default.

Tag: Click Add tag to add tags and customize their names.

Configure:

Field to be tagged: Required.

Examples: Optionally, fill in the reference examples to make the AI output more aligned with your requirements.

Custom tag requirements: Optionally, enter your custom requirements to make the AI output more personalized.

Select model: Required. You can select OpenAI GPT-4 or OpenAI GPT-3.5 as the model for AI generation.

API key: Required.

Auto-update: On by default, and can be turned off as needed. When turned on, the content generated by the field shortcut will update when the specified content is updated.

Generate First 5 Rows: Click Generate First 5 Rows to generate and view the results of the first five rows to determine whether you want to apply the field shortcut to the entire table.

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Click Confirm in the lower-right corner, then click Generate in the pop-up window and a multiple options field will be generated.

III. Common AI generation errors

Error message	Cause	Solution
Unable to verify. Invalid API key. Please use another one and try again.	The API key entered in the AI configuration panel is wrong. The API key has been revoked on the OpenAI API keys page.	Check your API key to ensure it is correct and does not contain any extra spaces or characters. Verify whether your key has been revoked or not. You may need to generate a new key from the API key page (see "Get your OpenAI API key" above) or consider using an alternative key if you have multiple keys.
Unable to generate. Invalid API key. Please use another one and try again.	Did not bind an API key. The API key has been revoked on the OpenAI API keys page.	Ensure that you have entered a key in the AI configuration panel. Verify whether your key has been revoked. You may need to generate a new key from the API key page (see "Get your OpenAI API key" above) or consider using an alternative key if you have multiple keys.
(Most likely for failed verification) Unable to verify. Usage limit reached. Please check your plan and billing information. Unable to generate. Usage limit reached. Please check your plan and billing information.	If you are a free trial API user, that initial $5 credit you got might have run out or expired. If you're already a paying API user, you might have hit your maximum monthly spend (hard limit).	Free trial API user: You can check out your free trial usage in the Settings > Usage section on the OpenAI platform website. You may need to upgrade to a paid plan to increase your quota. Paying API user: You can view and adjust your hard limit in the Settings > Billing > Usage limit section on the OpenAI website; or you can apply for a quota increase.
(Rare) Unable to verify. OpenAI rate limit reached for requests. Please try again later. (More likely) Unable to generate. OpenAI rate limit reached for requests. Please try again later.	You've hit the rate limit. If you're sharing a paid plan with other users in your organization, you might be making requests simultaneously with others. The rate limits (requests per minute (RPM) or requests per day (RPD)) apply to the whole organization, not just individual users.	Reduce the rate of your requests by decreasing the number of rows generated simultaneously. You can also check the usage of other members in your organization. You can view OpenAI's rate limit guide to learn about the request rate limits for your organization (requests per minute or requests per day).
Unable to verify. OpenAI is temporarily unavailable. Please try again later. Unable to generate. OpenAI is temporarily unavailable. Please try again later.	There might be an issue with OpenAI servers.	Try again later.
Unable to generate. Please try again later.	Other unknown reasons.	Try again later.
Unable to generate. The number of tokens exceeds the limit. Please check the referenced fields.	Too many tokens (the content is too long) in the referenced field.	Reduce the length of the field content; or modify the prompt and try again.
Unable to generate. The owner of the API key cannot access this base. Please use another API key.	API key owner loses permission to use AI-powered fields. (Lose edit permission while Advanced Permissions are not enabled or lose manage permission for all tables while Advanced Permissions are enabled.)	When the API key owner loses relevant permissions (as stated in the previous column), the key will be deleted. The API key needs to be reconfigured.
Unable to generate. The field was deleted or field type not supported.	The AI-powered field has been deleted, or the field that you set to be updated by Automated Workflows is no longer an AI-powered field. This usually occurs when Automated Workflows are used to update AI fields.	Retry after reselecting the field to be filled by AI in the Automated Workflows.
Unable to generate. The referenced fields are deleted or contain illegal content. Please update and try again.	The field referenced in the prompt has been deleted.	Retry after modifying the referenced field in the prompt.
Unable to generate some records due to failed request to OpenAI.	Some records have exceeded the rate limit.	Reduce the rate of your requests by decreasing the number of rows generated simultaneously, for example. Or check the usage of other members in your organization. You can view OpenAI's rate limit guide to learn about the request rate limits for your organization (requests per minute or requests per day).

IV. FAQs

What permissions are required to use AI field shortcuts?

Users with edit permission for the base can use AI field shortcuts if advanced permissions are not turned on. If advanced permissions are turned on, then only users with manage permission for the base can use AI field shortcuts.

How do I convert a field generated by field shortcuts back to a normal field?

Double-click the name of the field, hover over the field shortcut under Field type, and click Cancel. Select a new field type and then click Confirm.

Note: After canceling the field shortcut, the content format will change based on the new field type and the content may be cleared as a result.

How many rows can be generated at once using AI?

Due to OpenAI's rate limits, a maximum of 200 rows can be generated at a time.

Written by: Lark Help Center

Updated on 2024-12-06

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