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.- Automations fire only when there is a state change in the condition from False to True while the automation is active. For example, if a record already meets the condition (True) before the automation is saved, it will not trigger. The trigger must occur when the record transitions from not meeting the condition (False) to meeting it (True) after the automation is saved.- Switching from "When a record is updated" to "When a record matches a condition" can help prevent duplicate actions. This ensures the trigger fires only on state changes (False → True) rather than on every save.
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.”- Formula fields like
WEEKDAY(TODAY())or Yes/No weekday formulas won't reliably trigger daily emails because they update visually but don't cause a state change event.
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.
NOTE: This trigger re-evaluates its conditions every time a record is saved. If a record is saved multiple times in quick succession, the automation may fire multiple times before a status field updates to indicate the action has already occurred.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- Use the "Find Records" action combined with conditions to filter records before looping through them for actions.
Steps:
Select the interval type: Minutes, Hours, Days, Weeks, Months, or One-time.
Configure the occurrence details: frequency, time, and starting date.
Add a "Find Records" action to specify conditions such as date or status fields.
Loop through the found records to perform actions like sending emails.
Advanced Automation Patterns For complex workflows, consider using a three-automation setup:
Reset on Initiation: When a record is updated (e.g., status changes from "Not Started"), reset a helper field (e.g., "Reminder Status") to a neutral value.
Schedule Nudge: Use a Scheduled Time trigger to find overdue records and update their "Reminder Status" to "Send Email."
Send Email: Trigger an email when the "Reminder Status" is updated to "Send Email," then reset the status to a holding value (e.g., "Due"). This pattern ensures reliable daily sends and simplifies record linking.
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.
Include an Exit Condition: Specify criteria such as "Status = Tasks incomplete" to ensure the loop stops after processing relevant records. For instance, if only three records meet the condition, the loop will terminate after processing those three records.
Use Date or Toggle Fields: Incorporate a date field or a toggle field (e.g., Yes/No) in your criteria. This ensures that reminders or updates are sent only for tasks that meet specific, relevant conditions.
Use Control Fields to Prevent Duplicates: Add a Yes/No field (e.g., "Automation Fired") to gate automations and prevent duplicate actions.
Avoid Triggers That Evaluate on Every Save: Prefer state-change triggers like "When a record matches a condition" to avoid unintended duplicate actions.
Plan Your Workflow: Clearly define the desired outcome and identify the fields and triggers required.
Use Scheduled Automations for Complex Scenarios: When triggers depend on calculated fields or other dynamic data, scheduled automations can provide a reliable alternative.
Leverage Conditional Logic with Find Records and Repeating Action Loops: Use Conditional Logic with Find Records and Repeating Action loops to handle complex branching scenarios.