Feature Overview Video
Intro
Plan availability | Available on all plan types |
Permissions |
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Related reading | Supported field types - Explore information on all the SmartSuite field types Adding new field - Learn how to create new fields and all the tips to get you started |
What You Need to Know About Fields
Every Table has a Record Title (Primary Field) that serves as a label for records. Key features of the Title field include:
It cannot be deleted, moved, hidden, or duplicated.
It can be collapsed for a more compact view.
In addition to user-defined Fields, every Table contains essential System Fields that are always present and cannot be removed. These fields provide foundational metadata for each Record:
Auto Number – Generates a unique identifier for each Record automatically.
First Created – Captures the date and time when the Record was initially created.
Last Updated – Tracks the most recent modifications made to the Record.
Open Comments – Stores ongoing discussions or notes related to the Record.
Accessing the Field Configuration Menu
Click the three-dot menu to the right of the field title.
Alternatively, access the menu in the expanded record view by clicking the three-dot icon.
Customizing Fields
Editing a Field and Its Settings
Modify Field Settings:
Select Modify Field Settings from the menu or double-click the field title.
Options include:
Rename the Field: Click the field name to edit.
Change Field Type: Use the dropdown below the field name.
Adjust Display Formats & Options: Customize formats and field-specific settings (e.g., requiring unique entries or allowing new ones).
Adding Help Text
Add descriptions or instructions via the Help Text tab in the field settings.
Choose whether the text is displayed when hovering over the help icon or shown directly under the field name. See this article.
Duplicating a Field
Select Duplicate Field from the menu to create a copy with the same settings.
A window will prompt you to include or exclude existing content. Learn more
Deleting a Field
Use the Delete Field option in the menu.
Deleted fields can be restored via the recycle bin if you wish to recover a deleted field.
Learn more here.
Inserting a New Field
Insert a new field directly to the right of the current field from the menu. Explore other ways to add new fields here.
Setting Default Values
Go to the Defaults tab to assign a default value for new records.
Other Field Options
Sorting: Organize records by field values.
Filtering: Display only records meeting specific criteria.
Grouping: Group records by shared field values.
Field Level Permissions: Set who can view or edit specific fields.
Displaying fields: Showing certain fields in a view
Changing a Field's Type
SmartSuite tries to convert existing values when changing field types.
Example: Converting a Text field to an Assigned To field will match users if possible; unmatched cells are left empty.
Tip: Duplicate the field before converting to preserve the original data.
Practical Scenarios and Use Cases
1. Project Management
Scenario: A team tracks task priorities and progress.
Solution: Customize fields to include drop-downs for priority levels and status indicators, helping organize and monitor projects effectively.
2. Sales Pipeline
Scenario: A sales team tracks customer opportunities.
Solution: Use date fields for follow-ups, currency fields for deal values, and formula fields to calculate expected revenue.
3. HR Management
Scenario: HR tracks employee onboarding steps.
Solution: Customize checkboxes and drop-downs for onboarding tasks, simplifying status updates and tracking.
Explore all of our available field types in this article!