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Guide to SmartSuite's Structure

Get to know the best platform for getting work done

Peter Novosel avatar
Written by Peter Novosel
Updated over a week ago

SmartSuite is the ultimate platform for getting work done. It combines elements of databases, spreadsheets, documents, collaboration tools, file management, and automation, providing a unified and intuitive environment for your team.

Plan Availability

All plan types

Permissions

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

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Quick Overview

  • 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.

Visualizing the Structure

Workspace > Solutions > Tables > Records > Fields


What Are Solutions?

Solutions group Tables to address specific business processes. They serve as containers for related Tables, making navigation and data management intuitive.


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.


What Are Tables?

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


What Are Fields?

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)

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


How Do Records Work?

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.

Example:

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

  • Name: "Jane Doe"

  • Start Date: "01/01/2025"

  • Department: "Marketing"


Practical Scenarios and Use Cases

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."


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