Keep your workflows smooth by managing automations effectively. This guide covers how to edit, duplicate, delete, and manage automation limits in SmartSuite.
Plan Availability | All plan types with varying limitations |
Permissions | Administrators, Solution Managers: Manage automations in all solutions they oversee |
Platform | Web |
Related Reading |
My automation stopped or is missing: check these five things, in order
Administrators and Solution Managers can open History and change the automation. If you have neither role, send this page and the record name to the person who manages the solution.
The toggle. An automation switched to OFF does not run. Find it in the Solution Automations list and toggle it back to ON. See Disabling or Re-Enabling Automations.
The monthly action limit. Every automation in the workspace started failing at once with Usage Limit Reached: actions are capped per plan each month. The caps are in Automation Limits below and the detail in Automation Limits.
A deleted automation. Deleting is irreversible and automations are not stored in the recycle bin. Rebuild it, or duplicate a similar automation and adjust it. See Deleting an Automation.
The record did not run. The automation is on but one record did not run: the trigger, History and the error fixes are in Fix an automation that did not run.
Who can edit it. Administrators and Solution Managers manage automations in the solutions they oversee. Share the automation link with them (the three-dot menu, then Copy Link). See Editing Existing Automations.
Tip: in the Solution Automations list, an automation that cannot run shows the reason in red under its summary, for example Table is missing.
Still stuck: select the chat button in the lower-right corner of SmartSuite. The panel shows the current service status under Search for help; to reach support, select Ask a question. Include the automation link (the three-dot menu, then Copy Link), the start time of the run, or the time it should have run, and the link to the record. To copy it, open the record and select the link icon next to its number, or choose Copy Link in the record's three-dot menu. The full fix guide is Fix an automation that did not run.
Where to Find Automation Management Functions
You manage automations in the Solution Automations list. Select the solution name at the top of the page to open the Solution Menu, then select Automations. The number next to it shows how many automations the solution has.
The list groups automations by the table their trigger watches, with a count for each group. Automations triggered by When webhook is received appear under Other, and automations with a Google Gmail or Microsoft Outlook trigger appear under Integrations. Each card shows the automation's name, its ON/OFF toggle and its description. If there is no description, the card shows a summary of the trigger and actions instead. An automation that cannot run shows the reason in red under its summary, for example Table is missing.
Hover over a card to show its three-dot menu: Copy Link, Duplicate Automation, Add Description (Edit Description once it has one) and Delete Automation. Select Add Automation at the bottom of the list to create a new automation.
Managing Automations
Editing Existing Automations
Need to make changes? Follow these steps:
Hover over the desired automation.
Click to open the edit modal.
Adjust settings as needed.
In the builder, select the name to rename the automation, or open the three-dot menu next to the name for Copy Link, Edit Name, Add Description, Duplicate Automation and Delete Automation. The header also shows the ON/OFF toggle, History and the Automation Time Zone. All dates and times involved in the automation are in this time zone, not your personal or workspace time zone; select the pencil icon to change it. The footer shows who last updated the automation and when.
Tip: Share an automation link for collaboration. Copy the automation URL and share it with team members, allowing them to view and assist directly.
You can also:
Click the 3-dot menu next to an automation.
Select Copy Link to share it.
Duplicating an Automation
To duplicate an automation:
Hover over the automation.
Click the 3-dot menu and select Duplicate Automation, then select Yes, Duplicate Automation to confirm.
A copy will be created with the name
[Name] copy.
Duplicate Automation is also in the three-dot menu next to the automation's name in the builder.
Deleting an Automation
To delete an automation permanently:
Open the 3-dot menu next to the automation.
Click Delete Automation.
Select Yes, Delete Automation to confirm.
Important: Deleting is irreversible. Automations are not stored in the recycle bin. If the automation's trigger is When a button is clicked, deleting the automation also deletes its button field. Delete Automation is also in the three-dot menu next to the automation's name in the builder.
Disabling or Re-Enabling Automations
Temporarily turn off an automation:
Locate the automation in the list.
Toggle the ON/OFF switch to disable it.
To re-enable, toggle it back to ON. The same toggle is next to the automation's name in the builder. When an automation triggered by When a button is clicked is off, its button cannot be clicked.
Automation Limits
Automation actions are capped based on your plan. Here are the limits:
Plan Type | Monthly Automation Actions Allowed |
Team Plan | 25,000 |
Professional Plan | 100,000 |
Enterprise Plan | 500,000 |
Every action in a run counts toward the monthly allowance. At 100 percent, runs fail with an error (Usage Limit Reached) until the monthly reset. An Administrator can avoid this by turning on the Auto-Increment toggle in Workspace Administration > Usage, which buys 1,000-action blocks at $15 each time the limit is hit.
Last verified 29 Oct 2026.