An action is what an automation does after its trigger fires: create, update, delete, find or merge records, send an email, add a comment, generate a PDF or send a webhook. Choose it under Then do this; each automation can hold up to 10 actions.

The first three checks apply to every automation; the last two are about actions. You need the Administrator role, or the Solution Manager role for the solution, to open History and change the automation.

If no run is listed, the trigger never fired; the causes are in Automations explained: check these five things. Still stuck: the chat button in the lower-right corner of SmartSuite shows the service status at the bottom of the panel, and Send a message in the same panel reaches support. Include the automation link, the start time of the run and the record name. The full fix guide is Fix an automation that did not run.

26 Oct 2026. This article was restructured. The checklist above was added, and the release notes that sat between the action list and Create a Record moved into this block and into Dynamic values and value pills. The Update Records steps were renumbered and the Find Records wording was reconciled with Looping. No product behavior, limit or price changed; the Last verified date at the end is the date of this edit.

Product changes to actions, newest first, each with its What's New post.

An automation action is a step that performs a task, activity, event or change, such as sending an email.

Think of an action as: when something happens (the trigger) and these conditions are true, then this event (the action) occurs.

After you create the automation and pick its Trigger, choose the action to run when it fires. Select it in the Then do this section at the bottom of the right-hand column.

The Then do this section at the bottom of the right-hand column.

The native SmartSuite actions are:

The integration actions cover Slack, Microsoft Teams, Gmail, Outlook, Google Calendar, Google Drive, Google Sheets, HubSpot, Intercom, Jira, Salesforce and Twilio. The advanced logic actions are Looping, Conditional Logic and AI Workflow Agent. Both lists, with a link per action, are in Automations explained: What is an action?.

Whenever the trigger fires and the conditions are met, Create a Record adds a new record (row).

Select the Table the record goes in, then set the field values, which can come from the trigger record or from an earlier Find Records step.

The Create a Record action configuration.

Whenever the trigger and its conditions are met, Update Records changes values in one or more records. The records can be the trigger record or the records returned by a Find Records action.

Configuring the action takes these steps:

Select the Solution and Table whose records you want to update. The default is the triggering Table.

If an earlier Find Records action targets the same Solution and Table, you can point the update at its output. The fields you specify are then updated in every record the Find returned, so build the Find to select only the records you want to change.

Once you have identified the records, specify the fields to change and their new values:

For each field you can replace the value, clear it, or in some cases append to it.

Note: Append is available only for text fields and fields that hold several values, such as Checklist, Linked Record and Multiple Select.

The Replace, Append and Clear options for a field.

Numeric fields can be calculated in the Update Records action.

The math operator drop-down beside a numeric field.

Note: the field being updated must already hold a value. Empty numeric fields are not treated as 0; if a field can be empty, set its default to 0.

For Linked Record and Multiple Select fields you can choose to parse the value you map into the field. For example, a GET_LIST formula that returns a list of Linked Record titles can be mapped into the matching Linked Record field with the parse box checked.

The parse value checkbox for a Linked Record or Multiple Select field.

Update Records can add new choices to Single Select and Multiple Select fields. When the automation receives a value that is not yet an option, it creates the option. Select the Create New Choices checkbox in the action to turn this on.

The Create New Choices checkbox in Update Records.

Auto Number fields offer two output options when you add their value to an action. Existing automations keep the number-only output; the entire formatted field, with leading zeros, prefixes and suffixes, is the second option.

Auto Number returns the numeric value only. This is the original behavior and the default for existing automations; a value displayed as 001 is passed as 1.

Auto Number, Entire field returns the full formatted value as text, including leading zeros, prefixes and suffixes; 001 is passed as 001.

Delete Records is configured like Update Records, but it deletes the records instead of changing them. The only choice is which records to delete: by default the triggering record, or the records returned by an earlier Find Records step.

In the example below, a record in Accounts is deleted when its status becomes Canceled.

The Delete Records action configuration.

Find Records builds a list of one or more records that match your conditions. A later Update Records action can change every record in the list, and a Looping action can repeat a set of actions for each record. A scheduled automation that works through a source table and updates the matching records in another table is a typical use.

The find is configured as follows:

First decide whether the find returns a single record or multiple records.

The Find Records action with the single or multiple records option.

Identify the Solution and Table to search with the Solution and Table drop-downs.

Two settings narrow the result:

Name the search so it is easy to pick in later Update Records actions, which helps when an automation has more than one Find Records action.

Choose whether the automation continues or fails when the find returns no records. A find set to fail stops the run at that step, and the run shows it in History.

Set the conditions that match records in the target Table; select Add Condition for each extra condition row.

With several conditions, choose whether all must be true (AND) or any one is enough (OR).

The Find Records additional settings, including the record limit.

Send an Email creates a SmartSuite notification: an email message plus an alert in the notification center.

Set the recipients, the subject and the message sent each time the automation fires. CC and BCC recipients are optional.

The email is sent from the SmartSuite mailbox; set a reply-to address so replies reach your own inbox.

Set the subject, the message and any attachments. Select the + icon to add field values from the triggering record.

When the automation fires, the email goes to every recipient with the field values filled in.

The Send an Email action with Send To, subject and message.

Set the short text shown in the SmartSuite notification center when the notification fires. It can include field values.

Note: up to 50 addresses in total across Send To, CC and BCC. More than 50 can cause delivery errors.

Some file types cannot be sent by email; the list of unsupported types is in the AWS documentation.

After you pick the trigger, select Merge Records from the SmartSuite section of the Add Actions list.

There are three ways to merge a field:

The full steps are in Automation Action: Merge Records.

Create a Comment adds a comment to a record and can assign it to a member, who then receives an email and a notification center alert.

Choose the record: the trigger record, or records found in an earlier Find Records step.

Set the comment, the Assign To member and any attachments. Select the + icon to add field values from the triggering record.

When the automation fires, the comment is added to the selected records.

The full steps are in Automation Action: Create a Comment.

Generate PDF creates a PDF from record content inside an automation. Later actions can use the file: attach it to an email, add it to a record, or pass it to any action that accepts a file.

The full steps are in Automation Action: Generate PDF.

Send Webhook Request calls an external system with an outbound REST API request. It supports GET, POST, PUT, PATCH and DELETE, so an automation can send data to a CRM, a project tool or a messaging platform such as Slack or Teams.

The full steps are in Automation Action: Send Webhook Request.

Two builder features show where a dynamic value comes from and let a link carry one.

Hover over a value pill in an action to see where its data comes from, for example Step 2: Create Record. The tooltip shows the origin of a dynamic value without leaving the builder.

A value pill tooltip showing the step the data comes from.

Since 7 May 2026, URL controls in Rich Text fields used in automation actions accept dynamic field values. A link in a Send an Email, Create a Comment or Microsoft Teams actionable notification message opens the right record at runtime instead of one fixed destination. The video shows it; the steps follow.

When the automation runs, every dynamic placeholder in the URL is replaced with the live value from the record before the action executes. If a referenced field is empty, that segment of the URL resolves to an empty string. If a referenced field has been deleted, the URL stays in an error state and the action fails, with the error captured in run history, so the automation does not send broken links.

Static URLs behave as they always have and open the same destination on every run.

Last verified 26 Oct 2026.