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How are workspaces, solutions, tables, records and fields related: Guide to SmartSuite's Structure

A workspace holds solutions; a solution holds tables; a table holds records; each record has fields. What each one is for.

Written by Peter Novosel

SmartSuite has five building blocks: a workspace (your account) holds solutions (one per business process), a solution holds tables (one per type of item), a table holds records (one per item), and each record has fields (one per attribute).

SmartSuite combines elements of databases, spreadsheets, documents, collaboration tools, file management, and automation in one place.

Plan Availability

All plan types

Permissions

General Access: All users can interact with Workspaces, Solutions, Tables, and Records as allowed by their role.

Platform

Web

Related Reading

Build your First Workflow
​Creating New Solutions
​SmartSuite Field Management
​Expanding Records: Record View

What are the five building blocks?

  • Workspace: Each Workspace acts as a separate SmartSuite account and can have its own payment plan. Companies or teams usually share a Workspace.

  • Solution: A collection of data related to a specific business process or workflow. Solutions are housed within a Workspace.

  • Table: A component of a Solution that holds information about one type of item (e.g., tasks, projects).

  • Record: The smallest unit of data, representing individual items in a Table.

  • Field: Columns in a Table that store specific attributes of Records.

How do they fit together?

Workspace > Solutions > Tables > Records > Fields

Diagram of the hierarchy: a workspace containing solutions, solutions containing tables, tables containing records, records containing fields

What is a solution?

Solutions group Tables to address specific business processes. They serve as containers for related Tables, so related data stays together.

Key features

  • Solutions appear as icons on the SmartSuite homepage.

  • Each Solution is identified by a name, icon, and color.

  • Clicking a Solution icon displays its Tables.

Pro Tip: Solution Creators can add Solutions directly from the homepage.

The SmartSuite home page showing solutions as named, colored icons

What is a table?

Tables are collections of items of the same type, such as projects, tasks, or products. Each Table includes:

  • Records: Individual items within the Table.

  • Fields: Columns that store specific attributes of the Records.

Example

An Event Planning Solution might have these Tables:

  • Events

  • Schedules

  • Attendees

  • Vendors

A solution open to show its tables, such as Events, Schedules, Attendees and Vendors

What is a field?

Fields are the building blocks of Tables, designed to hold specific types of data. With over 40 field types, you can store a variety of information, from text and numbers to documents and links.

Example field types

  • Text

  • Numbers

  • Dates

  • SmartDocs (complex documents)

  • Linked Records (connections between Tables)

A table in Grid View with columns for text, number, date, SmartDoc and Linked Record fields

Pro Tip: Solution Managers can add or manage Fields to customize data storage.

The Add Field menu listing field types

What is a record?

Records bring everything together by holding values for each Field in a Table. Records can be:

  • Viewed and edited in a detailed Record View.

  • Assigned a Title Field that acts as an identifier.

    An open record showing its Title field and the values of its other fields

Example

In a Table for "Employees," a Record might include:

  • Name: "Jane Doe"

  • Start Date: "01/01/2025"

  • Department: "Marketing"

What does a typical structure look like?

1. Team collaboration

Scenario: The Marketing team needs a unified workspace for campaigns and projects.

Solution: Create a "Marketing Campaigns" Solution with Tables for Projects, Tasks, and Campaign Results.

2. Resource management

Scenario: An IT department tracks hardware inventory and maintenance schedules.

Solution: Use a Solution with Tables for "Equipment" and "Maintenance Logs."

3. Event planning

Scenario: A company organizes an annual conference with multiple vendors and attendees.

Solution: Create a Solution with Tables for "Vendors," "Attendees," and "Schedules."

Related video content

Frequently asked questions

Should I create one solution per project, or one solution with a table of projects?

One solution with a table of projects (or exhibitions, events, clients) and linked tables for their details. One solution per project means rebuilding fields and views each time and makes reporting across projects hard.

Where do I find my workspace, solution and table IDs?

See Retrieving your API Key and Workspace Id, or open a solution's API Documentation from its menu, which shows the IDs for that solution and its tables.

Can I delete the default solution?

Solution Managers and Administrators can delete a solution from its menu. Deleted solutions go to the Recycle Bin, where they can be restored within your plan's retention period.

Is there a free plan?

No. New workspaces start with a 14-day trial of the Professional plan, then choose Team, Professional or Enterprise.

How many field types are there?

More than 40, from text, numbers and dates to SmartDocs and Linked Records.

Next step: How do I create a solution: Creating New Solutions

Last verified 21 Oct 2026 against the pricing page (over 40 field types, Recycle Bin, trial and plans) and this article as Product wrote it

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