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Email Field

Add one or more valid email addresses to a record

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

The Email field in SmartSuite allows you to capture and validate one or more email addresses directly in your records. It ensures only valid email addresses are entered, enabling seamless communication and data accuracy.

Plan Availability

All plan types

Permissions

Admins, Solution Creators, and Solution Managers: Can add and configure email fields.

Related Reading


Adding an Email Field

From Grid View

  1. Open the Column Menu:

    • Click the + menu icon after the last column header, or

    • Open an existing column's dropdown menu and select Add Field to the Right.

  2. Select Field Type:

    • Choose Email from the list. You can also use the search bar to quickly find the option.

  3. Configure the Field:

    • Set up field properties (e.g., name, number of entries allowed).

From Record View

  1. Access Record View:

    • Open a record in the view.

  2. Add New Field:

    • Click the + icon next to an existing field.

    • Select Email and configure its settings.


Customizing the Email Field

Key Configuration Options:

  • Number of Entries Allowed:

    • Choose between single or multiple email addresses.

  • Validation:

    • Invalid email entries are highlighted in red, prompting users to correct or delete them.

  • Field Requirements:

    • Enable settings to make the field mandatory or ensure all entries are unique.

Additional Features:

  • Open Email Client:

    • Clicking an email address opens the native email client on the user's device for easy email composition.


Email Fields & Automations

Email fields integrate seamlessly with SmartSuite Automations:

  • Use in Automations:

    • Email fields appear as selectable options in automation workflows.

    • Send targeted emails directly to the addresses stored in these fields.

  • Unique Record Integration:

    • Since email values are tied to specific records, they allow for precise communication in automated processes.


Practical Scenarios

1. Customer Communication

  • Scenario: Store and validate customer emails for follow-ups.

  • Solution: Use a single email entry field and link it to automations for sending personalized emails.

2. Team Collaboration

  • Scenario: Capture multiple team member emails for project updates.

  • Solution: Enable multiple entries in the email field to ensure all stakeholders receive communications.

3. Error-Free Data Collection

  • Scenario: Ensure valid email addresses for event registrations.

  • Solution: Leverage validation to prompt users to correct invalid entries immediately.


Tips for Effective Use

  • Keep Entries Clean: Monitor for invalid or duplicate entries.

  • Leverage Automations: Use email fields to streamline communication and reminders.

  • Make Fields Required: For critical workflows, ensure email fields are mandatory.

For more details on configuring fields, check out our Field Types Overview.

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