Records are the building blocks of a Table in SmartSuite. They represent individual items and contain data in multiple fields. Records can represent anything from tasks and projects to people or products. They are pulled into various Views and Dashboards to provide insights and facilitate management.
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What is a record?
A Record is an individual item in a Table Records are the basic unit of data that are pulled into various Views and Dashboards. Each Record can include data in multiple Fields.
Records can be anything from tasks and items to people and projects to name a few. Records hold a set of values for the Fields included in the Table.
NOTE: The terminology for records within a table can be changed to better represent the types of data in a Table. Click here for more information.
Adding a new record from any view
Click
+ New Recordin the upper-right corner of the Table.A modal for a new Record will appear and data can be entered in the Fields, or you can add or modify Fields.
Add a new Record from Grid View, Calendar View, and Kanban View:
Grid View
Below the Column Menu, click the
+icon in the first open row. If Records exist, it will be below the last Record.A new Record will appear in a new row and data can be entered in the Fields, or you can add or modify Fields.
You can also add a new record at a specific position by hovering between two existing records and clicking the small plus icon.
Pro Tips:
If you change the title to “not required” you can add multiple empty rows.
When you have applied a Group (or nested group) in Grid View, clicking the + button beneath the grouping will create a new record with the "Group By" value(s) selected by default.
For example, this new record has the "First Draft" value applied upon record creation:
Kanban View
Each column in Kanban view represents a status or value-list field.
Quickly add new records by clicking the + that appears at the bottom of a column when hovering.
You can also add new records by clicking on the “…” icon on each column and choosing “Add New Record” from the menu
New records will automatically receive the value in the column selected. In the example below, the new record will have an "In Process" status at the time it's created.
Calendar View
Add new records in Calendar View by clicking on the calendar. Date and Time (when in "Day View") will be applied to the new record automatically.
Other Views
Use the default + Add New button to create new records in Card, Timeline, Map, and Chart views.
Practical Scenarios and Use Cases
1. Task Management
Scenario: A project manager wants to track tasks for an upcoming event.
Solution: Add new Records in Grid View for each task, grouping them by priority or deadline.
2. Kanban Workflow
Scenario: A marketing team uses Kanban to manage campaign progress.
Solution: Add Records under relevant status columns like "In Progress" or "Completed" for better visualization.
3. Event Planning
Scenario: A team plans a product launch and needs to track milestones on a calendar.
Solution: Use Calendar View to create Records with milestone dates, automatically syncing them with the schedule.