Plan Availability | All plan types |
Permissions | Solution Managers or Administrators: Required for configuration |
Related Reading |
What is a Trigger?
A trigger is the “switch” that starts an automation when specific conditions are met.
Think of a trigger as:
When Something happens (Trigger) + These Conditions are true → Then This Event (Action) occurs.
Triggers define the "when" for your automation, ensuring actions run at the right moment.
How to Select a Trigger
When creating an automation:
Add an automation in the Automations menu.
In the left-hand column, choose your trigger under the When this happens section.
Types of Automation Triggers
1. SmartSuite Triggers
Native triggers that respond to events within SmartSuite.
When a Record Matches a Condition
Fires when a record meets the defined conditions.
NOTE: This trigger fires when a record begins to match the conditions. Existing records that match the conditions specified will not fire the trigger when saved; instead, records must be saved with a change that causes the conditions to be true.
Fires both on record creations or record update
Example: A trigger can fire when the Status field in a project task table changes from “In Progress” to “Complete.”
Steps:
Select the Table for the automation.
Define the Conditions that cause the trigger to fire.
When a Record is Created
Fires every time a new record is added that matches the conditions.
Example: Trigger an automation when a new task is created in the project task table.
Steps:
Select the Table for the automation.
Define the Conditions for the trigger.
When a Record is Updated
Fires whenever a record in the selected table is updated.
Example: Trigger an action when a task in the project table is updated.
Steps:
Select the Table for the automation.
Define the Conditions that apply.
When a Form is Submitted
Fires each time a form response is received.
Example: Automate record creation when a new client submits a feedback form.
Steps:
Select the Form for the automation.
Define any additional Conditions.
At a Scheduled Time
Automates actions at a defined interval or specific time.
Example: Trigger a daily task summary email every morning.
Users can see the next 10 scheduled runs
Steps:
Select the interval type: Minutes, Hours, Days, Weeks, Months, or One-time.
Configure the occurrence details: frequency, time, and starting date.
2. Integration Triggers
These triggers respond to events from systems outside of SmartSuite, for example, Google Workspace or Microsoft Outlook. See the full list of integration actions here.
Google/Outlook Gmail: When an Email is Received
Monitors your Gmail or Outlook inbox for new messages that meet specified criteria.
Example: Trigger an action when a client sends an email with the subject “Urgent.”
Steps:
Authorize Gmail:
Add your Google or Microsoft account credentials and grant SmartSuite access to your inbox.
Select a Folder:
Optionally, move matching emails to a specified folder.
Set Conditions:
Define one or more conditions, such as:
From Email
Subject
Attachment Count
Conditions can use AND (all conditions must be met) or OR (any condition can trigger).
Smart Tips for Success
Choose the Right Trigger: Ensure your automation starts at the correct event for your workflow.
Combine Triggers and Conditions: Pair triggers with specific conditions for precision.
Test Before Activating: Run tests to verify triggers and ensure desired outcomes.