SmartSuite’s Sub Items field embeds a table within a table, creating a parent-child relationship where each Sub Item acts as a child record containing multiple fields under a single parent record.
Plan Availability | All plan types |
Permissions | Workspace Admins, Solution Creators and Solution Managers: Can create, modify, delete, and manage Sub Items fields in their solutions. |
Related Reading |
Before diving in, take a moment to understand the Sub Item field's relationship to other entities in the Structure of SmartSuite.
What Is the Sub Items Field?
The Sub Items field adds a layer to SmartSuite's base structure, creating a parent-child relationship between the parent record and the child Sub Items.
Think of the Sub Items field as embedding a table within a table. Each Sub Item field contains multiple fields and acts like a child record nested within a parent record.
Structurally, this adds another layer beneath a table that can be visualized as:
Adding a Sub Item Field
From Grid View
Open your table in Grid View.
Click the + menu icon after the last column header or access the Column Menu by clicking on a column header's dropdown icon and select "Add Field to the Right."
Choose "Sub Items," and configure the field in the settings window that appears.
From Record View
Open a record in Record View.
Click the + icon next to an existing field to add a Sub Item field below it.
Configure the field in the modal that appears.
Working with Sub Item Fields
Field Types Available for Sub Items
Category | Field Types |
The Basics | |
Collaboration | |
Project Essentials | |
More Advanced |
📝 Note: The First Created and Last Updated fields apply to the Sub Items themselves, not the parent record.
Getting Started with Sub Items
New Sub Item fields include these default fields:
Text (Title)
Text Area (Description)
Date (Date)
Solution Managers can customize the Sub Item field settings by:
Adding new fields by clicking the + sign.
Modifying or deleting existing fields.
Reordering fields using drag-and-drop.
Setting a default sort order for the Sub Items grid.
Removing fields from the Sub Items grid display.
(Add GIF)
Check out quick articles on Adding Help Text to fields.
Practical Scenarios and Use Cases
Task Management
Scenario: A project manager needs to track the individual tasks within a larger project.
Solution: Use the Sub Items field to list each task as a sub-item, with details like due dates, assigned team members, and progress status.
Inventory Management
Scenario: A retail store wants to track product variations under a single record for each product category.
Solution: Add Sub Items fields to record sizes, colors, and stock levels for each product type.
Event Planning
Scenario: An event coordinator needs to manage sub-tasks like catering, decorations, and guest lists for an event.
Solution: Create a Sub Items field for each task, ensuring all event details are centralized within one record.