Plan Availability | All plan types |
Permissions | General Access: Can use @mentions in records, comments, and SmartDocs. |
Related Reading |
SmartSuite gives you a number of ways to connect Teams, Members, and their work. In addition to assigning someone a record or a checklist item, you can @mention that person from within a SmartDoc to draw their attention and bring them into a discussion. You can also mention entire Teams.
When should I use @mentions?
There are probably more uses for the @mention function than we could ever document, but here are a few ideas to get you started:
Tag members of a larger team to make them aware of a conversation in a record they wouldn't otherwise open
Let a programmer know that they might have a bug in their code by mentioning them in a bug report
Bring a subject-matter expert into a discussion, even if they aren't part of the regular project team
Quickly point other users at a Member's contact information
Create an informal "team" of Members that are responsible for a task
Using @mention
@mention a Member
It's easy to mention someone in a SmartDoc (and by the way, this also works in comments, checklist items and anywhere you have rich text!) When a Member is mentioned, they will receive a notification in their My Notifications panel.
Just follow these simple steps:
Type
@Start typing the Member's name
A dialog will be displayed that filters as you type
Highlight the Member you want - this can be done with the mouse or with the arrow keys on your keyboard
Click or press Enter
The Member will be added to the SmartDoc, with their first and last name displayed as a link, like this:
@mention a Team
Mentioning a Team is just like mentioning a Member - exactly the same process is followed, substituting the Team's name for a Members. Here are the steps:
Type
@Start typing the Team's name
A dialog will be displayed that filters as you type
Highlight the Team you want, again with the mouse or with the arrow keys on your keyboard
Click or press Enter
The Team will be added to the SmartDoc, with the Team name displayed as a link, like this:
Viewing your @mentions
You can see when you're @mentiond in the My Notifications panel. They're easily identified in any section of the panel with the text "...mentioned you in the comment," but you can also click on @mentioned in the header to see just your @mentions.
It looks like this:
Clicking on the notification item will open the record containing the SmartDoc you were mentioned in.
Practical Scenarios and Use Cases
Departmental Collaboration
Scenario: The Marketing team needs to coordinate campaigns and projects efficiently. Solution: Tag Marketing team members in SmartDocs to ensure everyone is aligned on tasks and deadlines.
Issue Tracking
Scenario: A QA tester finds a bug and needs a developer's attention. Solution: Mention the developer directly in the bug report SmartDoc, ensuring they receive an immediate notification.
Cross-Functional Team Discussions
Scenario: Engineers, designers, and product managers are collaborating on a new feature. Solution: Mention the "Feature Development Team" in the relevant SmartDoc to streamline communication.
By leveraging @mentions effectively, you can enhance collaboration, keep discussions organized, and ensure all relevant parties are informed and engaged.