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Automate your workflows with Zapier and get everything done in SmartSuite with streamlined efficiency. You will be able to initiate actions from the addition or modification of records in SmartSuite, or create and update records in SmartSuite when external data changes.
Triggers initiate your automation, kicking off a workflow that can send notifications, modify records and more. SmartSuite triggers fire in response to the creation or update of a record in a selected App.
Create Record Trigger
Use the Create Record trigger to start a Zap when a new record is added to a SmartSuite app. This trigger is labeled "instant" as it fires as soon as the record is saved.
You will be able to use information contained in the triggering record in subsequent Zap actions to update a connected system with its information.
Update Record Trigger
The Update Record trigger allows you to react to changes in existing SmartSuite records. As with the Create trigger, the Update Record trigger fires as soon as a change is made to any of the selected App's records.
Actions are the work that your automations perform when initiated by a Trigger. Triggers can kick off one or more actions, and can use the information provided by the Trigger.
Note: Zapier logs in to SmartSuite using a user API Token that you provide. The Zap's access to data and its ability to add or change records is limited by the permissions granted to that member workspace. Pro-tip: create a workspace that you use just for Zapier automations that has the fewest permissions necessary to accomplish your tasks to maximize your workspace security.
Create Record Action
Use this action to create records in a selected SmartSuite app. You will be able to use fields of data from the Zap Trigger - whether that data came from SmartSuite or another system - to populate your new record.
This action type works great with external Web forms products like Google Forms. Just select your forms platform as the trigger, then use this action to automatically add a record with the user's submitted information. This is perfect for user onboarding, surveys, applications and much more.
Update Record Action
The Update Record action is your key to keeping SmartSuite in sync with another system. Unlike the Create action, update lets you specify the Title field value of the target record provided by one of the fields of data in the Zap Trigger. The record in your selected app that matches this "Record" value will be updated.
With this action you can keep everything in sync, reflecting updates in an external CRM system, help desk platform or other tools in your mirrored SmartSuite records. You could get updates to a Salesforce Opportunity record, a customer service case in Zendesk or changes in a Google Sheet - all as soon as they happen.