The AI Workflow Agent action returns either Simple output (raw text, treated as a multi-line Text Area) or Custom output (named values with types) that later steps use through variable pills. Match each Custom output type to the field it will fill, test with realistic data before you turn the automation on, and read Automation Run History when a run fails.

Plan Availability	Team, Professional and Enterprise (the plans with SmartSuite AI on the pricing page); the 14-day free trial runs on Professional.
Permissions	Workspace Administrators set up AI connections in AI Control Center > Providers and Models. Administrators and Solution Managers add the action to automations.
Platform	Web.
Related Reading	Automation Action: AI Workflow Agent AI Control Center: Providers and Models Automation Run History/Erroring Automation Action: Conditional Logic.

Which output type should I choose?

Output.	What it returns.	Use it when.
Simple.	Raw text, treated as a multi-line Text Area.	You want a free-form answer such as a summary or an email draft, written into a text field or an email body.
Custom.	One or more named values, each with a type: a Single Value, a List of Values, a JSON Object or a List of JSON Objects.	Later steps need the values in fields or conditions: a priority, a date, a list of names, a set of extracted fields.

Custom output values can be Text, Number, Yes/No, Date, Time, Date & Time, Email, URL, Phone, Single Select or Duration. SmartSuite maps these to the matching field types in later actions.

How do I define a Custom output?

In the action, open the Output section and select the Custom tab.
Click Add Output and give the value a Name and a Type.
Optional: add an Instruction that tells the model how to format the value, for example Return in YYYY-MM-DD format or One of the following: High, Medium, Low.
For a JSON Object, add at least one key to its structure. A description alone does not create a key, and an object with no keys is ignored and never reaches later steps.
Save the action. SmartSuite adds a system prompt that enforces JSON formatting on Custom output.

How do I map the output into a later step?

Once the automation has an AI Workflow Agent step, its output values appear as variable pills in every later action, next to the trigger fields and the earlier actions' results. Pick them the way you pick any field.

Later action.	What you map.
Create, Update or Delete Record.	A Custom value into the field of the matching type, or Simple output into a Text Area.
Send Email.	Simple output or Custom values into the subject and body.
Find Records.	A Custom value as the search condition.
Conditional Logic.	A Custom value in the condition, for example Priority is High.
Looping.	A List of Values or a List of JSON Objects to repeat actions for each item.

Formatting rules that make the mapping work

Dates and times: ask for ISO 8601 so SmartSuite parses them.
Single Select: the value must match one of the target field's options exactly, including case and spelling.
Phone numbers: ask for one normalized format, such as +1 (123) 456-7890.
Lists: ask for each item as an array entry, not a comma-separated string.
If a Custom value is not compatible with the field you map it to, the automation shows a configuration error before it runs.

How do I troubleshoot a run?

Symptom.	Cause.	What to do.
The action shows Prompt is invalid.	The prompt is empty, or a required field is missing.	Add the missing fields and write the prompt; it must contain text.
A mapped field stays empty or the mapping shows a configuration error.	The Custom output type does not fit the field, or the value came back in another format.	Change the output type to match the field, and add an Instruction that fixes the format.
A Single Select value is not applied.	The returned text is not exactly one of the field's options.	Add an Instruction that lists the options word for word.
A JSON Object is missing from later steps.	The object has no keys in its structure.	Add at least one key; descriptions do not count.
The model ignored a file.	The model does not support file input, or the prompt does not mention the file.	Choose a model with PDF or image support and refer to the file in the prompt. Add files from the trigger, another action or a manual upload with the + under Attachments.
The run failed and the step shows an error.	The provider returned an error, the connection has no requests left, or its key is invalid.	Open Automation Run History for the message. An Administrator checks the connection in AI Control Center: test it, replace the key, or add a connection with your own provider key when the 100 trial requests are used up.
The connection is not in the action's list.	It is not enabled for AI Workflow Agent on this solution.	An Administrator edits the connection and enables AI Workflow Agent for the solution.
The automation stopped after a connection was removed.	An Administrator removed the connection; SmartSuite warned at removal that automations would be affected.	Open the action and pick another connection.
Results vary between runs.	The prompt leaves room for interpretation.	Add explicit instructions and examples to the prompt and the output Instructions, then test with realistic records before turning the automation on.

If a run keeps failing after these checks, contact Support through the in-app chat with the automation name, the run time from Run History and the exact message.

Frequently asked questions

Can I use more than one model in one automation?

Yes, one per action. Each AI Workflow Agent step has its own prompt, connection and output, so one automation can use several models in turn.

Can I switch the model on an existing action?

Yes. SmartSuite validates the new model against the action's prompt and output settings when you change it.

Where does Simple output go?

Into any text input of a later action. It is treated as a multi-line Text Area, so map it into a Text Area field or an email body.

Does an AI Workflow Agent step count as an automation action?

Yes. Every action in a run counts toward your plan's automation actions per month, and the model request counts against the connection's requests or your provider's billing.

Can the agent read a PDF attached to the trigger record?

Yes, when the selected model supports file input. Add the file from the trigger with the + under Attachments and refer to it in the prompt.

Last verified 24 Oct 2026.

AI Workflow Agent: map the output and troubleshoot a run