Creating a workflow in SmartSuite is a powerful way to manage your data, assign tasks, and automate processes. With over 40 field types and flexible tools, you can customize workflows to suit any project or business need.
Plan Availability | All plan types |
Permissions | Solution Creators: Can create and manage workflows. |
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Step 1: Create a Solution
Solutions are the foundation of your workflow. They act as containers for Tables, where your data is stored.
Key Features:
Templates: Choose from over 200 pre-built templates for various business processes.
Custom Solutions: Build a Solution from scratch to meet your specific needs.
Steps:
Navigate to the SmartSuite homepage.
Click Create Solution.
Select Start with Template, Create from Scratch, or Create from Import.
Tip: Each Solution can contain up to 25 Tables.
Step 2: Create a Table
Tables organize your data into logical groupings, such as customers, projects, or tasks. They function like tables in a database and can be linked together to establish relationships.
Example:
An "Event Management" Solution might include Tables for:
Events
Vendors
Attendees
Steps:
Open your Solution.
Click Add Table.
Name the Table and define its purpose.
Tip: You can have up to 25 Tables per Solution.
Step 3: Add Fields to a Table
Fields define the types of data stored in each Table. With more than 40 field types available, you can store everything from simple text and dates to complex documents and relationships.
Steps:
Open your Table.
Click Add Field.
Choose a Field type (e.g., Text, Date, SmartDoc).
Configure the Field settings, such as default values and display options.
Tip: Use the Modify Field Settings menu to customize your Fields further.
Step 4: Add Your Data with Records
Records represent individual items in a Table, similar to rows in a spreadsheet. Each Record contains values for the Table’s Fields.
Adding Records:
Click + Add New in the upper-right corner of the Table.
Enter data in the provided modal or directly in the Table.
Modify or add Fields as needed.
Shortcut: Click the + icon in the first open row to add a Record directly below existing ones.
Step 5: Link Tables with Linked Records
The Linked Record field connects Tables, allowing data relationships to be established and maintained. For example:
Link customers to orders.
Link projects to tasks.
Steps:
Add a Linked Record field to a Table.
Choose the Table to link.
Populate the field with the related Record.
Example: Link a client in the "Clients" Table to their respective project in the "Projects" Table. Use Saved Views to group data by linked fields.
Practical Scenarios and Use Cases
1. Project Management
Scenario: A marketing team tracks campaigns and assigns tasks. Solution: Create a Solution with Tables for "Campaigns," "Tasks," and "Team Members," linking them with Linked Record fields.
2. Sales Tracking
Scenario: A sales team manages leads and opportunities. Solution: Build a Solution with Tables for "Leads," "Opportunities," and "Sales Reps," integrating automation to track progress.
3. Inventory Management
Scenario: An IT department tracks equipment and maintenance schedules. Solution: Use Tables for "Equipment" and "Maintenance," linking them to track dependencies.
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