Assigned To Field

Assign records to one or many members.

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

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The Assigned To field assigns a record within an app to one or many members, which includes special behaviors in SmartSuite. Assigned records:

  • Display in assigned members' My Work panel when linked to a Status field

  • Trigger Notifications to members

  • Are easily used in Automations to support process workflows

  • Roll up in Saved views to filter, sort, or craft personal views of assigned work

Assigned To fields pull from SmartSuite's Member Directory. Users can search for members and preview member profiles when assigning records.

Adding an Assigned To field

From Grid View

Click the + menu icon after the last column header or open the Column Menu by clicking on a column header's dropdown icon and then select "Add Field to the Right."

Select "Assigned To," and a window will open to configure the field. You can search the name for a quick find.

From Record View

The fastest way to add a field from an open Record View to is simply click the + sign next to a current field to add a new field below.

See an Assigned To field being added in Edit Record View below:

Customizing the field

Solution Managers can choose between two displays - Avatar and Name, or Avatar Only.

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

Member Filters

Solution Managers can set one or many Member Filters based on attributes in the Member Directory / Member Profiles. When Member Filters are applied, General Users will only be able to select from the filtered pool of members.

Filters are particularly useful for specialty solutions where a small number of team members are frequently assigned to records. For example, Solution Managers may choose to only allow members in the Marketing Department to be selected in Marketing Solutions such as Campaign Management or Brand Asset Management.

As with other field types, Solution Managers can choose to make Assigned To fields Required, an option used frequently with this field type since assigning records is the highest level of assignment in SmartSuite.

Display in My Work

Records with an Assigned To field and related Status field appear in the assigned members' My Work queue, along with any associated Due Date. To do this you'll need to go into the field settings and choose the appropriate status to display.

Disable Assignment Notifications

Under Options, when "Disable assignment notifications" is selected, members will no longer get in-app notifications or emails when being added to this field.

Categories of Use

The Assigned To field is typically used in two broad categories below.

Assign Work to a Member "for Completion"

So much of getting work done is about delivering from a starting point through completion, or a terminal state where the work is done. Finished. Final. In SmartSuite, the Assigned To field can be linked to a Status field that has a clear "completion" status that allows the system to track when the assigned record is done.

Our goal is to make it easy to track:

  • Who owns the work (Assigned To field)

  • What its current current status is (Status field)

  • When it's due (Due Date field)

Assign a Record Owner "for Management"

The Assigned To field often creates an ownership relationship between a member and a record where there's an open state of activity - not necessarily driving work from start to finish.

Workspace Management is a great example of this. Consider a B2B company that provides a mix of products and services to clients on a long-term basis. A workspace manager is assigned to a client and is responsible for the the general "health" of the relationship. However, the work that's completed on an annual basis - product renewals, services engagements, new product up-sells, customer support tickets and general issue management - are managed in related applications (via Linked Records), assigned Comments, Checklist items, Sub Item records, etc.


I've been assigned a record, but it's not showing up in my work!

This is most likely due to not having the Assigned To field tied to a Status.
​This section of the article has the details on how to configure this.

How many Assigned To fields can exist in one App?

You can have an unlimited number of Assigned To fields in one App.

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