Share a record by copying its link from the ... menu in the record header, by clicking its Auto Number, or by copying the browser URL; the person opening it needs a SmartSuite account with at least Viewer access. Print or export (PDF, Excel, CSV, Google Sheets) from the same ... menu.
Feature overview video
Learn how to easily share, print, and export records in SmartSuite. This guide outlines the steps for sharing records via direct links and email, as well as printing and exporting options.
Plan Availability | All plan types |
Permissions | Members with access to the record. |
Platform | Web |
Related Reading |
How do I share a record?
Share a direct link
You can share direct links to any record in SmartSuite. At this time, only users with access to the record being shared will be able to view and edit the content being shared.
We offer a few convenient options for sharing:
Copy a Link to share in any channel of your choosing by clicking the "..." menu in the record header:
2. All records have a built in Auto Number field displayed in the record header. Clicking the field value copies a link to the record to a clipboard.
3. Most elements in SmartSuite - from records to saved views - can be shared by copying the unique link from your browser:
Note: The user who opens the link must have a SmartSuite Member account with at least Viewer permission for the content.
How do I print a record?
To print a record, open the record, click the three-dot menu in the upper right and select Print.
A window will open where you can customize the printer settings to your preference.
How do I export a record?
To export a record, open the record, click the three-dot menu in the upper right and select Export.
You have the option to export as an Adobe PDF, Microsoft Excel, CSV, or Google Sheets.
How do linked records and sub-items print?
When printing or exporting a record to PDF that contains Linked Records and Sub-Items, SmartSuite prints the field differently based on its display format. See below for example screenshots for each Linked Record display type and Sub-Items.
Expanded display
Simplified display
Compact display
Standard display
Sub-items
What are common ways to share records?
1. Departmental collaboration
Scenario: The Marketing team needs shared access to campaign records.
Solution: Share record links or email the record so the team works from one place.
2. Cross-functional project management
Scenario: Engineers, designers, and product managers need access to specific records for a feature launch.
Solution: Use direct links so every collaborator opens the same record.
Frequently asked questions
How do I get a URL to a specific record?
Open the record and click its Auto Number in the header, which copies the link, or choose Copy Link from the ... menu.
Can I share a record with someone who does not have a SmartSuite seat?
A record link only works for members with at least Viewer permission. For people without an account, share a read-only view instead (Public Read-Only Views on the pricing page) or export the record to PDF.
How do I print the record exactly as laid out?
Open the record, click the ... menu and choose Print; the print dialog lets you set paper and layout. Linked Record fields print according to their display format, as shown above.
Can I export a record with its comments?
Exports contain field values; comments are not part of the export. Copy the record link for anyone who needs the discussion.
How do I share a form so my team can review it?
A Form View has its own share link in the form settings; see Form View.
Last verified 21 Oct 2026 against the pricing page (Data Export formats, Public Read-Only Views) and this article as Product wrote it in Feb 2025