Learn how to create your first automation in SmartSuite with this step-by-step guide. Automations save time and streamline your workflows by automating repetitive tasks.
Plan Availability | All plan types |
Permissions | Administrators and Solution Managers: Can create and manage automations in their solutions |
Related Reading |
Getting Started: Setting Up an Automation
Open the Solution Menu
Click the arrow next to the Solution name in the top navigation.
Select Automations from the dropdown menu.
Create Your First Automation
In the popup menu, click Create My First Automation to get started.
Step 1: Choose a Trigger
Triggers define the event that starts the automation.
How to Add a Trigger
Click + Add Trigger to open a list of available trigger options.
Select the Table related to the automation.
You can pick a table from any Solution in your workspace.
If you choose When a form is submitted, specify the relevant form in the selected table.
Note: Records that already meet the conditions of your automation will not trigger the automation.
Setting Trigger Conditions
You can define the specific conditions for your trigger:
Field-Based Conditions: Use fields from your table to create triggers.
Field Choices: Define triggers based on specific field selections.
Example Trigger Setup:
Field | Condition | Value |
Status | Changes From | "In Progress" |
| Changes To | "Complete" |
To adjust the trigger:
Select another option from the dropdown menu.
Or click Change Trigger to reconfigure it.
Step 2: Add an Action
Actions define what happens when the trigger conditions are met.
How to Add an Action
Click Add Action and choose from available actions .
If the action involves integration (e.g., Google Gmail):
Authorize your account.
Specify recipients and customize the action (e.g., email content)
Step 3: Name and Describe Your Automation
Name Your Automation
Click New Automation in the upper-left corner of the configuration window.
Enter a custom name.
Add a Description
Use the dropdown next to the title to provide a detailed description.
Automation Count
A badge next to the Automations menu shows the total number of automations in your Solution, making it easy to track them.
Smart Tips for Collaboration
Share an automation with teammates by copying its URL.
Open the automation, click the 3-dot menu, and select Copy Link.
Send the link to team members for direct access.
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