Feature Overview Video
The SmartDoc field provides you with a robust tool for writing, supporting features you'd expect in any editor or word processor. What makes SmartDoc stand out is its integration with SmartSuite content, offering embedded objects, links, and formatting options to communicate effectively and get things done.
SmartDocs are compatible with Grammarly, the leading AI-powered writing assistant. Install the plugin to receive spelling, style, and tone recommendations as you type.
Plan Availability | All plan types |
Permissions | Workspace Administrators, Solution Managers, and Solution Creators can create, edit and delete the SmartDoc Field |
Related Reading |
Adding a SmartDoc Field
From Grid View:
From Record View:
Open any record and select “+” next to the current field to add a new field
Choose SmartDoc and configure as needed.
Styling SmartDoc Content
Paragraphs of Content
SmartDoc content is built from formatted text blocks, embedded images, tables, and other elements. Each new line can contain:
Text entries styled with Markdown shortcuts or
/
commands.Embedded elements like tables, images, or code blocks.
Text Styling Options:
Text Style: Select normal, small, or one of six header styles (H1-H6). Headers can create collapsible sections for better navigation.
Formatting: Toggle bold, italic, underline, and strikethrough.
Alignment: Choose left (default), center, or right alignment.
Text and Highlight Colors: Choose from 10 color options.
Code Block: Highlight programming syntax for clarity.
Quote Block: Add a vertical line for emphasis.
Links: Hyperlink text to external or internal SmartSuite content.
Add Headings (Collapsible Sections)
Setting a line of text to a Heading style makes it function as a section header. You can select from H1 to H6 sizes using the Style dropdown. Each heading allows for collapsible sections, improving navigation and readability.
Examples:
H1 headers collapse all content underneath them, including nested H2 sections.
H2 headers collapse their subsections while remaining within the parent H1.
Slash Commands
Use /
at the beginning of a line or after a space to quickly add content and elements.
Available Options:
Basics:
Ask AI: Use AI to generate SmartDoc content.
Insert Emoji: Add an emoji to express emotions or emphasize text visually.
Mention a Person/Team: Notify specific team members or groups by mentioning them directly in the document.
Link to Record: Add a direct link to a record within your SmartSuite table.
Insert Image: Embed an image directly into your document.
Insert Attachment: Include file attachments that are displayed or downloadable.
Insert Divider Line: Break your document into distinct sections.
Insert Date: Use a calendar picker to add a date.
Advanced:
Insert Code Block: Add syntax-highlighted programming code.
Insert Checklist: Create a list of tasks or items to be checked off.
Table of Contents: Automatically generate a clickable outline based on your document’s headings.
Insert Table: Add a table with rows and columns for organizing data.
Insert Callout: Highlight critical information using a bordered and colored block.
How to Use Slash Commands:
Type
/
and start typing to filter options.Scroll through the menu to find the desired option.
Organizing Content
Draw Attention with Callouts
Callouts help emphasize important information by formatting content with a background color, an icon, and a border. To add a callout:
Type
/
and search forcallout
(in the Advanced section).Click Insert Callout.
Enter your text, and the callout will format it automatically.
Use callouts for:
Highlighting warnings or instructions.
Calling attention to success messages or critical tasks.
For a deeper dive into the Callout embed, please refer to this article.
Format with Code Blocks
Code blocks are ideal for displaying syntax-highlighted programming code. To add a code block:
Type
/
and search forcode block
(in the Advanced section).Click Insert Code Block.
Alternatively, type ``` (three backticks) at the beginning of a new line.
Use code blocks to:
Share snippets of programming code.
Format technical documentation.
Read more about Code Blocks in this article.
Break Things Up with a Divider
Dividers visually separate sections of your document. To add a divider:
Use dividers to:
Clearly distinguish sections of text.
Improve readability in longer documents.
Copy and Paste
Copying From External Tools: Paste content from tools like Microsoft Word or Google Docs directly into a SmartDoc. Formatting will be retained.
Copying to External Tools: Copy content from a SmartDoc into traditional editors, maintaining the original formatting for external sharing or collaboration.
Consider Record Layouts
Solution Managers can customize the Record Layout containing SmartDocs. For content-heavy applications, we recommend the Two Column 70/30 layout, ensuring optimal readability and organization.
Link to Content
SmartDocs allow you to link to both internal and external content for seamless integration.
Web Addresses (URLs):
URLs typed or pasted into a SmartDoc are automatically formatted as clickable links.
Use the text formatting bar's Link option to hyperlink selected text.
Link to a SmartSuite Record:
Type
/
at the beginning of a line or after a space.Select Link to a Record from the menu.
Choose the record you want to link to, and it will be inserted as a clickable link.
(Add GIF)
Tip: You can also open the Link to Record dialog anywhere by typing a hashtag (#
). Select the desired record, and the link will appear in your document.
Adding Media
Images and GIFs:
Select Insert Image from the slash command menu.
Drag and drop images or GIFs directly into the SmartDoc.
Attachments:
Videos:
Markdown and text shortcuts
Shortcuts while typing:
ctrl+b
activates boldctrl+i
activates italicctrl+s
activates strikethroughshift+control+[1, 2, 3, 4 or 5]
switch the current selection to heading level 1, 2, 3, 4 or 5shift+control+0
switches the current selection to regular paragraph formattingctrl+a
selects all content in the SmartDocshift+enter
creates a line break (without creating a new paragraph)ctrl+_
creates a horizontal linectrl+z
undoshift+ctrl+z
redo
At the beginning of a line:
space
opens the Ask AI (AI assist) interface> space
creates a block quote```
creates a code block- space
or* space
starts an unordered list1. space
starts a numbered list (Also, if you use 2 or any other number, the list will start at that number)# space
creates a H1 heading## space
creates a H2 heading### space
creates a H3 heading#### space
creates a H4 heading##### space
creates a H5 heading###### space
creates a H6 heading
Enhancing Collaboration
Mentions:
Type
@
followed by a team member’s name to tag them and notify them directly in the document.
Emojis:
Templates with Default Values
Solution Managers can create templates with default values to ensure consistency across records. For example:
Practical Use Cases and Scenarios
Scenario 1: Team Collaboration on Marketing Campaigns
Use Case: The marketing team is creating a campaign that requires collaborative input from designers, writers, and analysts.
Solution: Use SmartDoc fields to centralize content drafts, ideas, and analytics in one place. Tag team members with
@mentions
to get feedback and updates.
Scenario 2: Centralized Knowledge Base
Use Case: A company wants a central repository for onboarding documents, policies, and training materials.
Solution: Utilize SmartDocs to create and organize comprehensive knowledge base documents, leveraging tables of contents and callouts to improve navigation and clarity.
Scenario 3: Managing Agile Sprint Documentation
Use Case: The development team needs a consistent format for sprint goals, user stories, and retrospectives.
Solution: Create templates in SmartDoc fields to standardize sprint documentation, ensuring all team members are aligned and information is consistent across records.
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