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SmartDoc Field

Create entire documents that combine free-form rich text, multimedia and more

Peter Novosel avatar
Written by Peter Novosel
Updated over a week ago

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:

  • Navigate to the desired table and click + Add Field.

  • Select SmartDoc from the field type options.

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:

  1. Type / and start typing to filter options.

  2. 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 for callout (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 for code 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:

  • Type / and search for divider line (in the Basics section).

  • Click Insert Divider Line.

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:

  1. Type / at the beginning of a line or after a space.

  2. Select Link to a Record from the menu.

  3. 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:

  • Select Insert Attachment from the menu.

  • Drag and drop files for display or downloadable links.

Videos:

  • Embed videos using Insert Video or drag and drop directly into the document.


Markdown and text shortcuts

Shortcuts while typing:

  • ctrl+b activates bold

  • ctrl+i activates italic

  • ctrl+s activates strikethrough

  • shift+control+[1, 2, 3, 4 or 5] switch the current selection to heading level 1, 2, 3, 4 or 5

  • shift+control+0 switches the current selection to regular paragraph formatting

  • ctrl+a selects all content in the SmartDoc

  • shift+enter creates a line break (without creating a new paragraph)

  • ctrl+_ creates a horizontal line

  • ctrl+z undo

  • shift+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 list

  • 1. 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:

  • Type : followed by a descriptive word (e.g., :smile) to add emojis for tone and context.


Templates with Default Values

Solution Managers can create templates with default values to ensure consistency across records. For example:

  • Standardize operational plans by embedding a pre-designed template in the SmartDoc field.


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.


Related Video Content

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