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Assigned To Field

Assign records to one or many members.

Jon Darbyshire avatar
Written by Jon Darbyshire
Updated over a week ago

Start Here: Learn how to Add, modify, duplicate and delete fields in SmartSuite.

Overview

The Assigned To field is a powerful feature in SmartSuite that allows you to assign a record to one or multiple members. It includes special behaviors to enhance workflow and collaboration.

Plan Availability

All plan types

Permissions

Workspace Admins, Solution Creators and Solution Managers: Can create, modify, delete, and manage Percent fields in their solutions.

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Key Benefits of the Assigned To Field

  • Displays in My Work Panel: Assigned records appear in members' My Work panel when linked to a Status field.

  • Triggers Notifications: Notifies assigned members automatically.

  • Supports Automations: Easily used in automations to streamline workflows.

  • Enables Custom Views: Allows filtering, sorting, and creating personal views of assigned work.

  • Integrates with Member Directory: Pulls from SmartSuite's Member Directory, enabling quick search and profile previews when assigning records.

Adding an Assigned To Field

From Grid View

  1. Navigate to the Grid View of your table.

  2. Click the + Add Field button.

  3. Select the "Assigned To" field type.

  4. Customize as needed and save.

From Record View

  1. Open a record in Record View.

  2. Click the + sign option next to a current field to add a new field below.

  3. Choose "Assigned To" and customize as required.

Customizing the Field

Solution Managers have customization options, including:

  • Display Style: Choose between "Avatar and Name" or "Avatar Only."

  • Member Filters: Set filters to restrict selections to specific team members based on attributes like department or role.

  • Required Field: Mark the Assigned To field as required to ensure accountability.

Check out quick articles on Setting Default Field Values and Adding Help Text to fields.

Example Use of Member Filters

Filters are helpful for specialty solutions where specific team members handle most assignments. For example, only Marketing Department Members Profiles can be selected for a Campaign Management solution.

Display in My Work Panel

Records with an Assigned To field linked to a Status field will:

  • Appear in the assigned members' My Work queue.

  • Include associated due dates.

How to Enable

  1. Go to the field settings.

  2. Link the Assigned To field with the appropriate Status field.

Disable Assignment Notifications

Under Options, enable "Disable assignment notifications" to prevent in-app and email notifications when members are assigned.

Categories of Use

1. Assign Work to a Member "for Completion"

Use the Assigned To field to track work through completion by linking it to a Status field with a clear "completion" status.

  • Track Ownership: Know who is responsible (Assigned To field).

  • Monitor Progress: Use the Status field to see the current state.

  • Manage Deadlines: Link to Due Date fields for time-sensitive tasks.

2. Assign a Record Owner "for Management"

The Assigned To field can designate an ownership relationship for ongoing activities, such as:

  • Workspace Management: Assign a manager to oversee the health of client relationships.

  • Long-term Engagements: Manage renewals, services, and general issue tracking across related applications.

FAQs

Why isn’t my assigned record showing up in My Work?

Ensure the Assigned To field is linked to a Status field that is configured correctly. ​This section of the article has the details on how to configure this.

How many Assigned To fields can exist in one table?

There is no hard limit; however, best practices recommend using only the necessary number of Assigned To fields to maintain clarity.

Practical Scenarios and Use Cases

Departmental Collaboration

Scenario: The Marketing team needs access to shared workspaces for campaigns and projects.

Solution: Create a "Marketing Team" with relevant members to collaborate seamlessly on tasks and comments.

Project-Specific Assignments

Scenario: A project requires assigning specific tasks to team members.

Solution: Use the Assigned To field to allocate responsibilities and track completion.

Long-Term Client Management

Scenario: A workspace manager is assigned to oversee client relationships.

Solution: Assign ownership using the Assigned To field while managing individual tasks in related applications.

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