Start Here: Learn how to Add, modify, duplicate and delete fields in SmartSuite
Plan Availability | All plan types |
Permissions | Solution Managers and Administrators: Can create, modify, delete, and manage the Checklist fields. |
Platform | Web |
Related Reading |
What Is the Checklist Field?
Checklist fields allow you to create, assign, and set a due date for action items associated with a record such as a project, milestone, sales opportunity, or client interaction.
Why Use It?
Never lose sight of key follow-ups and to-dos.
Track and manage action items effectively.
Key Features
Customizing the Field
Solution Managers can personalize the Checklist field by:
Selecting a color for the Checklist field. This color appears:
In the progress bar at the top of the field in the record.
For each ✅ checkmark when an action item is completed.
In field previews in Grid, Card, and Kanban Views.
Field Options
Adding New Checklist Items
By default, users can add new checklist items.
To restrict this, disable the option when a static and defined process is required.
Modifying Default Checklist Items
Solution Managers can enable or disable members' ability to modify or delete default checklist items.
A checklist field can be marked as required, ensuring at least one item is added before saving a record.
Notifications
Integrated Notifications
Members assigned to checklist items receive:
Email notifications
In-app notifications
Members or teams mentioned using @mentions also receive in-app notifications.
Disabling Notifications
To disable assignment notifications:
Open field settings.
Check "Disable assignment notifications" under the Assignment Settings section.
How do I assign a checklist item to a Team?
You can assign a checklist item to a Team instead of a single member, and you can @mention a Team in a checklist item. Open the checklist item and pick the Team in the assignment picker the same way you pick a member, or type @ followed by the Team name.
Which Teams appear: only active Teams that currently have Contributor or Assignee access to the record. Deleted or inactive Teams are left out, and the Everyone pseudo-team is never available.
In-app notifications: every member of the Team receives one. If you assign or mention a Team you belong to, you receive it too.
Email: goes to the Team Email when one is configured at the workspace level. Otherwise each member receives an email, up to 50 recipients, and a member who belongs to several assigned Teams receives one email.
Wording: a mention reads "mentioned [Team] team" and an assignment reads "assigned [Team] team".
Activity history: Team assignments and mentions are logged in the record's activity history like member assignments and mentions.
Default Checklists
Creating Default Items
Default checklist items represent standard process steps.
Set default items in the field settings under the "Default" tab.
Important: Default values apply only to records created after the default settings are saved.
Modifications
Solution Managers can control whether members can modify or delete these default items.
Checklists in SmartDocs
Checklist items can include rich text formatting using SmartDocs features such as:
@Mentions
Emojis
Code blocks
Record links
Images, dividers, and attachments
Quick Tip
Press Shift + Enter, then type / to get started with SmartDoc fields inside a checklist.
Checklist Previews in Grid View
Hover over a cell in Grid View to:
Expand the checklist with a single click.
Track progress and mark items complete directly.
Practical Scenarios and Use Cases
1. Departmental Collaboration
Scenario: The Marketing team needs access to shared workspaces for campaigns and projects.
Solution: Create a "Marketing Team" with relevant members, ensuring they can collaborate on tasks, SmartDocs, and comments.
2. Project-Specific Access Control
Scenario: A company launches a new product and wants to restrict access to project-related data to only key team members.
Solution: Set up a private Team for the product launch, assign specific permissions, and control who can view or edit sensitive information.
3. Cross-Functional Teams
Scenario: A cross-functional team of engineers, designers, and product managers needs to collaborate on a new feature.
Solution: Create a "Feature Development Team," ensuring all roles have access to shared tasks and communication channels.
Last verified 22 Oct 2026.