An Internal Form is a form that signed-in members fill in inside SmartSuite. The form knows who the member is and follows their field and record permissions, so a submission works like creating a record in the table.

Here is the test: do you need to know which member sent each submission, or hide some fields from some people? Use the form internally. For people outside SmartSuite, share it with a public link.

Example: a vendor risk program. Analysts log issues with the Report a Finding form on the Findings table. A button on each vendor record opens the form in a slider. Each new finding shows the analyst as Created By, and an automation tells the risk lead.

Plan Availability	All plan types.
Permissions	Solution Managers and Administrators create and manage forms. A member can fill in an Internal Form only if they can create records in its table. Field and record permissions apply.
Platform	Web, Mobile iOS, Mobile Android
Related Reading	Form View Understanding Form Permissions in SmartSuite Button Field Creating an Automation.

How is an internal form different from a shared one?

Every form works in two modes.

Mode.	What it means.
Internal.	Signed-in members use it inside SmartSuite. It follows the member's profile, field permissions and record permissions.
Shared.	Anyone with the public link can submit it, outside SmartSuite. The person does not need to be a member.

A form is ready for internal use as soon as it is created. Internal use does not depend on public sharing. A form works internally even with sharing turned off.

Where can members open an Internal Form?

There are three ways in. Each one opens the form in the table's context, and the form knows who the member is.

A button. A button with the Open a Form action opens any Internal Form. It can be a Button field or a button in a dashboard Button Row widget. Open in sets where the form opens: Popup, Slider (the default), Full Screen or New Tab. See Button Field.
A Form View. Members open the form from the Form View in the table.
The internal link. Members open the link, and the form opens as a full page.

Internal Forms also open and submit in the SmartSuite mobile app, on phones and tablets.

What does SmartSuite check when the form opens?

The member's profile.
The member's field permissions in the table.
The member's record permissions in the table.
Whether the member may create records in the table.

How do permissions change the form?

Field permissions decide what each member sees on the form.

If the member.	The field.
Cannot view the field.	Is removed from the form.
Can view but not edit the field.	Shows as read-only.
Can view and edit the field.	Can be filled in.

Record permissions decide whether the member can submit.

If the member.	Then.
Can create records.	Can fill in and submit the form.
Cannot create records.	Cannot fill in or submit the form.
Is blocked by a dynamic record permission.	Sees "No Permissions. You do not have permissions to access this form." and the form does not open.

A dynamic record permission is a rule that changes with a condition, such as the member's role, team or the record's data. For Internal Forms, it is checked before the member can submit.

How do I copy the internal link?

Open the menu next to the Form View name.
Select Copy Internal Form URL. SmartSuite confirms with Link copied.

The link looks like app.smartsuite.com/form/<workspace>/internal/<form id>. It is separate from the public shared link.

Note: Someone who opens the internal link while signed out is asked to sign in first. SmartSuite then checks whether they may open and submit the form.

What is recorded when a member submits?

Detail.	What it holds.
Member who submitted the form.	The signed-in member who filled it in.
Submission source.	That the record came from a form.
Form title.	The name of the form used.
Submission date.	The date the form was sent.

The source type reads Form, and the source title is the form's title.

Created By works differently in each mode:

Internal Form. The member who submitted is set as Created By.
Shared form. SmartSuite Form stays as Created By, because the person may not be a member.

Can an automation run when an Internal Form is submitted?

Yes. Solution Managers can pick an Internal Form in the When a form is submitted trigger. The form does not need to be shared to show in the list. The trigger runs on submissions from either mode, internal or shared.

How do I set up an Internal Form?

Create a form, or open an existing Form View.
Check that the form creates records in the right table.
Set the field and record permissions: who can view fields, edit fields and create records.
Choose how members open it: a button, the Form View or the internal link.
Test it as a member with standard access, to see the permissions at work.
Optional: add a When a form is submitted automation to start the next step.

Frequently asked questions

Do I need to share a form before members can use it?

No. A form is ready for internal use as soon as it is created, with sharing on or off.

Why does a member see "No Permissions" when they open the form?

A dynamic record permission blocks them from creating records in the table. Check the table's record permissions for that member.

Why is a field missing from the form for some members?

They cannot view that field. Field permissions remove it from the form. A field they can view but not edit shows as read-only.

Who shows as Created By on a record from an Internal Form?

The member who submitted it. On a shared form, Created By stays SmartSuite Form.

Can I open an Internal Form on my phone?

Yes. Internal Forms open and submit in the SmartSuite mobile app on phones and tablets.

Need more help? Ask the SmartSuite Community, where builders, administrators and the SmartSuite team answer questions about building on SmartSuite. For your account, billing or data, select the chat button in the lower-right corner of SmartSuite to reach support.

Last verified 1 Nov 2026.

Internal Forms in SmartSuite