An automation is a rule with a trigger (such as a record being created, updated or matching a condition, a form submission or a scheduled time) and up to 10 actions (such as updating a record, sending an email or creating a task). Solution Managers build them from Automations in the Solution Menu and switch them on with the toggle.
Plan Availability | All plan types. Automation actions per month: 25,000 on Team, 100,000 on Professional, 500,000 on Enterprise, custom on Signature; add-on blocks of 1,000 actions at $15. |
Permissions | Solution Managers create and edit automations in the solutions they manage; Workspace Administrators in any solution. |
Platform | Web |
Related Reading |
Feature overview video
Automations take over repetitive tasks such as updating records, sending emails or creating tasks.
The SmartSuite Automations feature automates repetitive tasks with a Trigger / Action rule set, you can define specific conditions (Triggers) that, when met, will initiate a sequence of actions (Actions).
What is an automation?
Let's say you frequently update the status of records in a SmartSuite solution. Instead of manually changing each record's status, you can create an Automation that triggers the status change based on a specific condition, such as a date or a specific field value. Once the trigger condition is met, the Automation will automatically execute the specified action, updating the record's status without any manual intervention from your side.
Automations cover much more. You can automate email notifications, task creation, data synchronization between different products, and more. You tailor Automations to suit your unique requirements and workflows.
By utilizing Automations in SmartSuite, you will be able to free up valuable time, eliminate manual errors, and focus on more strategic and creative aspects of your work. Imagine the satisfaction of having routine tasks completed in the background while you tackle more important projects.
In this article, we'll guide you through the process of setting up and configuring Automations in SmartSuite, step by step. Whether you're new to automation or an experienced user, this guide walks you through the setup.
What is a trigger?
A "Trigger" refers to a specific condition or event that serves as a starting point for an automated action sequence.
A trigger watches for a date, a field value or a user action and starts the run when it sees one.
Triggers include:
What is an action?
An "Action" represents the desired task or operation that is executed automatically when a Trigger condition is met. You can add multiple actions to an individual automation (with a maximum of 10).
Actions can encompass a wide range of activities, such as updating records, sending notifications, creating new tasks or events, generating reports, or even integrating with external systems. Actions do the work that would otherwise be manual.
Actions include:
What are the limits?
Monthly actions: 25,000 on Team, 100,000 on Professional, 500,000 on Enterprise and custom on Signature. At 90 percent of the limit the Automations panel shows a warning; at 100 percent automations pause unless add-on blocks of 1,000 actions ($15 each) are enabled or bought. Unused add-on blocks do not carry over to the next month.
A maximum of 10 actions can be configured in one automation.
How do I create an automation?
Step 1: Open the Automations page
You can open the Automations interface by clicking the Automations option located in the Solution Menu drop-down, as shown below:
Automations can only be created by a member with the Solution Manager role within a specific solution. Read more about roles in this article.
Step 2: Add a new automation
To create an Automation, click the Add Automation button located at the bottom of the Automation Listing page.
Step 3: Choose a trigger
Choose Trigger from the "When this happens" input and configure the settings that are displayed in the configuration panel that is displayed on the right side of the page.
Step 4: Add an action
Choose an Action from the "Then do this" input and configure the settings that are displayed in the configuration panel that is displayed on the right side of the page.
Note that up to 10 Actions may be configured in a single Automation.
Step 5: Name and describe it
SmartSuite has provided a default name for your Automation, but this can be changed by clicking on the default name to open an input or by clicking on the "..." menu that is located to the right of the name and selecting the "Edit Name" menu item.
You can also add a description for your Automation by clicking on the "..." menu that is located to the right of the name and selecting "Add Description".
Step 6: Turn it on
Once you are sure the Automation is correctly configured, you need to enable the automation by using the toggle that is located to the right of the Automation name. Once the toggle shows the green ON state, any future conditions that match the trigger condition will trigger an automation run.
To turn an automation OFF, change the toggle to OFF.
What are common ways to use automations?
Lead Nurturing Automation: Suppose a business receives leads through its website or other channels. With SmartSuite Automations, the business can set up a trigger that detects when a lead fills out a form or takes a specific action, and automatically initiate a series of actions to nurture that lead. This could include sending a personalized email sequence, assigning a task to a sales representative, or updating the lead's status in the CRM system.
Customer Onboarding Automation: When a new customer signs up for a product or service, there are often several steps involved in onboarding them effectively. Using SmartSuite Automations, a business can create a trigger that identifies when a new customer is added to the system, and automatically kick-start a series of actions. These actions could include sending a welcome email with onboarding instructions, creating a new user account, or assigning tasks to different teams involved in the onboarding process.
Order Fulfillment Automation: For businesses that handle a high volume of orders, manual order fulfillment can be time-consuming and error-prone. With SmartSuite Automations, a business can define triggers based on order status or specific criteria, such as payment confirmation. Once triggered, the Automation can automatically update inventory records, send order confirmation emails to customers, and even notify the appropriate teams about the order for efficient processing.
Customer Support Automation: Customer support teams often encounter common issues or inquiries that require repetitive actions to resolve. With SmartSuite Automations, a business can set up triggers based on specific support tickets or keywords within customer inquiries. The Automation can then perform actions such as sending a predefined response, assigning the ticket to the appropriate support agent, or escalating urgent issues to the supervisor automatically. This keeps the support process consistent, improves response times, and provide consistent customer experiences.
Data Synchronization Automation: Many businesses use multiple software tools to manage different aspects of their operations. However, keeping data consistent and up to date across these tools can be a challenge. SmartSuite Automations can bridge the gap by enabling data synchronization between different systems. For example, when a new customer is added to the CRM, an Automation can trigger actions in third-party products like Slack, Twilio, Microsoft Teams, Google Mail, Google Calendar, HubSpot, Salesforce, Jira, Intercom, and more.
Related video content
Frequently asked questions
Who can create / edit automations?
Automations can only be created or edited by users with "Solution Manager" permissions or, of course, Workspace Administrators.
What is the difference between "when a record is updated" and "when a record matches a condition"?
When a record is update triggers only on a record update. When a record matches a condition triggers both on record creation and record update.
Will an automation stop running if the creator of the automation is removed from the solution?
No, automations don't rely on any specific user's SmartSuite credentials to run.
Do automations run retroactively?
Automations run from the point in time they are enabled. Once enabled, the configured trigger conditions must be met to fire the automation and execute its actions.
Is it possible to see a history of automation runs and the updated records?
Yes, a Run History report is available depending on the plan type.
What happens when the monthly automation limit is reached?
Automations pause at the plan limit unless add-on blocks are enabled (bought automatically in 1,000-action blocks at $15) or bought manually, which restores them at once. At the start of a new month you can re-enable any paused automations and re-run any that did not run.
Can I make the "When a record is updated" trigger fire when a comment is added?
Comments on records are considered metadata and cannot trigger automations.
Can an automation send a text message?
Yes. SMS notifications are an automation action, so a rule can send a text message when your conditions are met. See SmartSuite Automation Actions.
How do I get a reminder on a specific date?
Use the When a record matches a condition trigger with a date condition (for example, Due Date is today), or the At a scheduled time trigger, and add a Send an email or notification action.
How do I change a status automatically a set number of days after a date?
Trigger on When a record matches a condition where the date field is more than that many days ago, then add an Update a record action that sets the Status field.
Last verified 21 Oct 2026 against the SmartSuite Limits article (monthly actions, add-on blocks, warning and pause behavior) and the pricing page (SMS notifications); trigger and action names as Product wrote them