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Introduction to Solutions

What is a SmartSuite Solution & how to add, access, and manage them

Peter Novosel avatar
Written by Peter Novosel
Updated this week

Feature Overview Video


Unlock the full potential of SmartSuite by creating and customizing Solutions tailored to your workflows, processes, and data visualization needs. Solutions integrate elements of databases, spreadsheets, collaboration, and automation to help teams work efficiently.

Plan Availability

All plan types

Permissions

Solution Manager or Administrator role required to create Solutions.

Related Reading

What Are Solutions?

Solutions are the foundation of SmartSuite, allowing you to manage workflows and data using tables, records, fields, automations, and collaboration tools. You can:

  • Start from Scratch: Build workflows step-by-step.

  • Use Templates: Install pre-built, industry-specific templates from the Solution Library.

  • Import Data: Convert existing spreadsheets or Airtable bases into a SmartSuite Solution.

Getting Started

Exploring the Solution Library

The Solution Library provides industry-specific templates to help you quickly set up a Solution.

How to Access:

  1. From your Home Page, click Add New Solution.

  2. Select Start with a Template to open the Solution Library.

  3. Browse available templates, install one, and customize it to match your workflow.

Creating a Solution from Scratch

If no existing template fits your needs, you can create a Solution from scratch:

Steps:

  1. From your Home Page, click + Add New Solution.

  2. Select Start from Scratch to open an empty Solution.

  3. Enter a Solution Name (required) and optionally choose a color and icon.

  4. Press Enter to create and start building your Solution.

Understanding SmartSuite Structure

Before building a Solution, it’s important to understand how SmartSuite organizes data:

Component

Description

Solutions

Represent an overarching system or workflow (e.g., Project Management).

Tables

Contain related records (e.g., Projects, Tasks).

Records

Individual entries in a Table (e.g., a single project).

Fields

Store specific details in Records (e.g., Deadline, Owner).

Real-World Example: Product Development

  • Solution: Named "Product Development."

  • Tables: Include "User Stories," "Epics," and "Sprints."

  • Records: Each Record is a unique piece of content, like "New Feature Request."

  • Fields: Store attributes like Status, Assigned Team, and Due Date.

Creating Solutions from Imports (CSV & Airtable)

Importing from CSV

  1. Prepare Your CSV File: Ensure columns (fields) and rows (records) are well-structured.

  2. Start the Import: Select Create Solution > Import from CSV.

  3. Upload the File: Drag and drop your CSV.

  4. Field Mapping: Review and adjust mappings.

  5. Complete the Import: Click Import to generate tables and records.

  6. Customize Your Solution: Adjust views, add/remove fields, and create dashboards.

Importing from Airtable

  1. Connect Airtable: Start a new Solution and select Import from Airtable.

  2. Authorize SmartSuite: Log in and select the Airtable base to import.

  3. Map Fields: Adjust imported tables and fields.

  4. Finalize the Import: Click Import to generate tables and records.

  5. Post-Import Customization: Modify views, filters, and layout.

Benefits of Importing

  • Speed: Transition data quickly.

  • Automation: SmartSuite structures imported data.

  • Customization: Adjust and tailor the imported Solution.

Tips for a Smooth Import

  • Clean Your Data: Organize it before import.

  • Test with a Small Sample: Ensure accurate mapping.

  • Review After Import: Verify structure and adjust views.

Managing Solutions

Editing Solution Properties

  1. Open the Solution from the Home Page.

  2. Click the down-arrow next to the Solution’s name.

  3. Adjust name, color, or description.

Deleting a Solution

⚠️ Important: Deleting a Solution is permanent and removes all associated data.

Steps:

  1. Open Solution Properties (via the 3-dot menu on the Home Page or within the Solution).

  2. Select Delete Solution.

  3. Confirm by clicking Yes, Delete Solution.

Smart Tips for Solutions

  • Organize with Purpose: Structure your Tables logically.

  • Use Colors & Icons: Make Solutions visually distinct.

  • Backup Before Deleting: Always export critical data.

Practical Scenarios & Use Cases

1. Departmental Collaboration

Scenario: The Marketing team needs a workspace for campaigns.

Solution: Create a "Marketing Team" Solution with Tables for projects, tasks, and content planning.

2. Project-Specific Access Control

Scenario: A company launches a new product and wants restricted access.

Solution: Set up a private Solution with permission-controlled Tables.

3. Cross-Functional Teams

Scenario: Engineers, designers, and managers need a shared workspace.

Solution: Create a "Feature Development" Solution with linked Tables for tasks and communication.

By following this guide, you can efficiently create, customize, and manage Solutions in SmartSuite, ensuring they align with your business needs.

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