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How do I build my first solution, tables, fields and records: Build your First Workflow

Create a solution from a template or from scratch, add tables and fields, enter records and link tables, in five steps.

Written by Peter Novosel

Build your first workflow in five steps: create a solution (from one of the 200+ templates, from scratch or from an import), add a table, add fields, enter records, then link tables with a Linked Record field. Solution Creators and Administrators can do all five.

A workflow in SmartSuite is a solution with tables, fields and records that holds your data, assigns work and runs automations. 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.

Platform

Web

Related Reading

Guide to SmartSuite's Structure, Field Overview, Guide to View Types

Step 1: Create a solution

Solutions are the foundation of your workflow. They act as containers for Tables, where your data is stored.

Options

  • 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:

  1. Navigate to the SmartSuite homepage.

  2. Click Create Solution.

  3. Select Start with Template, Create from Scratch, or Create from Import.

Tip: Each Solution can contain up to 25 Tables.

The Create Solution dialog with Start with Template, Create from Scratch and Create from Import

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

  1. Open your Solution.

  2. Click Add Table.

  3. Name the Table and define its purpose.

Tip: You can have up to 25 Tables per Solution.

The Add Table button inside a 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

  1. Open your Table.

  2. Click Add Field.

  3. Choose a Field type (e.g., Text, Date, SmartDoc).

  4. Configure the Field settings, such as default values and display options.

Tip: Use the Modify Field Settings menu to customize your Fields further.

The Add Field menu listing field types

The field settings window for a new field

Step 4: Add records

Records represent individual items in a Table, similar to rows in a spreadsheet. Each Record contains values for the Table’s Fields.

Steps

  1. Click + Add New in the upper-right corner of the Table.

  2. Enter data in the provided modal or directly in the Table.

  3. Modify or add Fields as needed.

Shortcut: Click the + icon in the first open row to add a Record directly below existing ones.

The Add New button in the upper right of a table and the plus icon in the first open row

Step 5: Link tables with Linked Record fields

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

  1. Add a Linked Record field to a Table.

  2. Choose the Table to link.

  3. 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.

A Linked Record field being added with the table to link selected

A Linked Record field populated with a related record

What does a first workflow look like?

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.

Related video content

Frequently asked questions

Can I create a table from a spreadsheet?

Yes. Choose Create from Import when you create the solution, or import a CSV or spreadsheet into a table. You can also describe the table you want and let the AI Workflow Builder create the tables, fields and views.

Should I make one solution per project, or one solution with a table of projects?

One solution with a table of projects (or exhibitions, events, clients) and linked tables for their tasks and details. A solution per project means rebuilding fields and views each time and makes reporting across projects hard.

How many tables can a solution hold?

Up to 25.

Does changing a field in one view change it in other views?

Field settings belong to the table, so they apply in every view. Which fields are shown, their order and width are set per view.

Next step: How do I connect tables within and across solutions: Guide to Connecting Your Workflows

Last verified 21 Oct 2026 against the pricing page (200+ templates, over 40 field types, data import, AI Workflow Builder) and this article as Product wrote it; the 25-tables-per-solution figure kept as written

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