Airtable keeps run history 2 weeks on Free: store your Sume receipts

If an Airtable automation writes your Sume results, do not rely on its run history to answer questions after the holidays. Airtable's support page lists run-history retention of 2 weeks on Free, 6 months on Team, 1 year on Business and 3 years on Enterprise, so on a Free base the record of a November delivery is gone before the January refund question arrives. Keep the Sume run id and the output URL in a field of the record itself.

Retention versus what Sume gives you

Sume's run receipt has a stable id and the media lives at a durable address. The docs state that media on media.sume.com is durable, and the receipt carries primary_output_url, artifacts[], the Format version that ran, and usage. Those are the fields to copy.

Steps

Make the Airtable record the permanent ledger.

• Add fields for the Sume run id, status, primary_output_url, Format version and debited amount.
• In the automation that receives the Sume delivery, write those fields with an upsert keyed on the run id, so a retried delivery does not create a duplicate row.
• Treat the Sume run id as the idempotency key; the webhook payload's request_id equals the run id.
• Re-read a receipt later with GET /v1/format-runs/{run_id} if a field is missing.

What Sume does not do

The receipt endpoint is a convenience and not an archive: a run has an expires_at while it is in progress, and the docs do not promise how long a finished receipt stays readable, so we do not claim a retention period for it. Copy what you need into your own storage. Sume does not write to Airtable for you, since we found no Airtable connection in Sume's docs.

A minimal record layout

A useful record has one row per Sume run. Put the run id in the primary field, then add the item index within its queue, the queue id, the status, the output URL, the Format version and the debited amount as separate fields. With those, you can answer a question such as which video went to which customer and what it cost without opening any tool except the base.

If you have a refund or a complaint in January about a November video, you then have the evidence in the base: the run id to look up, the exact file URL, and the version of the recipe that made it. Airtable's page also says the Run a script action is not available on Free, so on a Free plan the write-back may need to happen from outside Airtable, for example from the same service that creates the Sume runs.