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Automate Your Workflows with Zapier
Automate Your Workflows with Zapier

Connect SmartSuite to other tools and automate all of your work

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

Integrate SmartSuite with Zapier to streamline your workflows and enhance efficiency. With Zapier, you can automate processes by triggering actions from changes in SmartSuite records or creating and updating SmartSuite records when external data changes.

Plan Availability

All plan types

Permissions

API access required; limited by user permissions for connected workspace.

Related Reading


How Zapier Works with SmartSuite

Zapier automations, called Zaps, consist of:

  1. Triggers: Events in SmartSuite that initiate the workflow.

  2. Actions: Tasks performed by Zapier in response to triggers.


SmartSuite Triggers

Triggers kickstart your automation whenever a record is created or updated in a SmartSuite app. You can find SmartSuite in Zapier’s integrations catalog here.

1. Create Record Trigger

  • Purpose: Start a Zap when a new record is added to a SmartSuite app.

  • How It Works:

    • Fires instantly when a record is saved.

    • Passes the record’s data to subsequent Zap actions.

  • Example Use Case: Automatically notify your team in Slack whenever a new task is added to your project management app.

2. Update Record Trigger

  • Purpose: React to changes in existing records in SmartSuite.

  • How It Works:

    • Fires instantly when any field in a record is updated.

  • Example Use Case: Update an external CRM system when a record in SmartSuite changes, ensuring data consistency.


SmartSuite Actions

Actions are the tasks Zapier performs in SmartSuite in response to a trigger. Each action uses data provided by the trigger to execute a task.

Important Security Tip

Zapier logs in using an API Token linked to your SmartSuite user account. To maximize security:

  • Use a dedicated workspace account for Zapier automations with minimal permissions.

  • Ensure this account has access only to the tables and data necessary for your workflows.


1. Create Record Action

  • Purpose: Add new records to a SmartSuite app.

  • How It Works:

    • Pulls data from the Zap Trigger (SmartSuite or another system) to populate fields in the new record.

  • Example Use Case:

    • Automatically create SmartSuite records from Google Form submissions for tasks like onboarding, surveys, or applications.

2. Update Record Action

  • Purpose: Keep SmartSuite records synchronized with external systems.

  • How It Works:

    • Uses a field (e.g., Title) from the Zap Trigger to locate and update a matching record in SmartSuite.

  • Example Use Case:

    • Sync updates from Salesforce Opportunities, Zendesk tickets, or Google Sheets into SmartSuite records, ensuring data is always up to date.

3. Find a Record in SmartSuite

  • Purpose: Search for a specific SmartSuite record using a field match or SmartSuite search syntax.

  • How It Works:

    • Zapier locates a record based on a unique identifier or custom query.

    • This action is ideal for conditional workflows where a specific record must be found before performing additional tasks.

  • Example Use Case:

    • Find a contact record in your CRM app based on an email address and update it with the latest details.

4. Find Many Records (As Line Items) in SmartSuite

  • Purpose: Locate multiple records (up to 10) that match specific criteria. Records are returned as line items.

  • How It Works:

    • Zapier searches for records using a field match or SmartSuite search syntax and returns them as line items for use in subsequent actions.

  • Example Use Case:

    • Retrieve a list of open tasks assigned to a specific team member and send a summary via email.


Practical Scenarios and Use Cases

1. Automated Team Notifications

Scenario: A new task is added to a project management app in SmartSuite.

Solution: Use the Create Record Trigger to send an automated notification to your team via Slack.

2. Data Synchronization

Scenario: Your external CRM is updated with new customer information.

Solution: Use the Update Record Action to reflect the updates in your SmartSuite customer database.

3. Record Lookup

Scenario: A workflow requires locating a customer’s record based on their email address.

Solution: Use the Find a Record Action to locate the record and proceed with updates or additional actions.

4. Batch Processing

Scenario: Generate a list of overdue tasks assigned to a team member.

Solution: Use the Find Many Records Action to retrieve the tasks and trigger email reminders.

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