SmartSuite has nine field types built for managing work: who does it, by when, how far along it is, and what it waits on. In the list of field types, they sit in the Project Essentials group.
Here is the test: does this table hold work that people do, such as tasks, remediation items or audit requests? If yes, these are the fields that turn its records into tasks.
Example: a Findings table in an audit program. Each finding gets an owner (Assigned To), a remediation deadline (Due Date), a stage (Status) and a progress bar (Percent Complete). The owner sees the finding in My Work until it is closed.
A finding record with Assigned To, Due Date, Status and Percent Complete filled in.
Plan Availability | All plan types. |
Permissions | Administrators and Solution Managers add and change these fields. Members fill them in on the records they can edit. |
Platform | Web |
Related Reading |
The nine types
Assigned To: the member responsible, such as a finding's Owner. See Assigned To Field.
Team: a team instead of a person, such as the Owning Team on a control. See Team Field.
Due Date: when the work is due, and whether it is on time or late. See Due Date Field.
Status: the stage the work is in, such as Open, In Remediation and Closed. See Status Field.
Percent Complete: progress from 0 to 100, shown as a bar. See Percent Complete Field.
Duration: a length of time, such as the effort a fix is expected to take. See Duration Field.
Checklist: a to-do list inside the record, with an owner and a due date on each item; an assigned item shows in the assignee's My Work. See Checklist Field.
Time Tracking Log: time logged entry by entry, such as hours on an audit. See Time Tracking Log Field.
Dependency: which tasks must finish before this one can start. See Dependency Field.
How Status, Assigned To and Due Date work together
Three of the nine are linked, and together they make a record a task.
Assigned To names the owner. In its settings, it points at a Status field under Display in My Work.
Status says where the work is. At least one status is marked complete.
Due Date holds the deadline. In its settings, it points at the same Status field under Linked Status Field.
With all three linked, the finding shows in the owner's My Work list. The due date counts down, turns red when it passes, and shows a green check when the status is complete.
Every new table already has a Status, an Assigned To and a Due Date field, linked this way.
Note: A table can have more than one Status field, each with its own Assigned To and Due Date. One record can then carry two tasks, such as Remediation and Retest, each with its own owner and deadline.
Choosing the right type
One owner or several people: Assigned To. A group that shares the work: Team.
A single deadline: Due Date. A window with a start and an end: Due Date with a start date, or a Date Range field.
Progress someone sets by hand: Percent Complete. A list of steps to tick off: Checklist.
Time planned: Duration. Time spent: Time Tracking Log.
Tip: Start with the three linked fields that every new table has. Add the others only when the team will keep them up to date.
Frequently asked questions
Why does a record not show in My Work?
Why does a record not show in My Work?
Its Assigned To field must point at a Status field under Display in My Work, and the member must be assigned.
Can a record have two owners?
Can a record have two owners?
Yes. Set the Assigned To field's Number of Entries Allowed to Multiple.
What turns a due date green?
What turns a due date green?
The linked Status field reaching a status marked complete.
How do I limit who can be assigned?
How do I limit who can be assigned?
Turn on Members Filter in the Assigned To field's settings, such as Teams contains Security. Or point it at a Team field under Parent Team Field.
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Last verified 1 Nov 2026.