Sharing, exporting, and printing records

Share, export, and print your SmartSuite record data

Emma Montgomery avatar
Written by Emma Montgomery
Updated over a week ago

Feature Overview Video

Sharing records

Sharing a record with 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:

  1. 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 simply copying the unique link from your browser:

Share a record by email

It's easy to share records via email. Simply click "..." in the upper-right of any record and select Share by Email.

Records can be shared with other Members in the same SmartSuite workspace, or with external recipients without access to the workspace.

There are many options to tailor content when sharing. Start by adding a To recipient by entering an email address, typing a SmartSuite Member name, or clicking the icon to pull up the SmartSuite Member Directory.

Edit the Subject, personalize the Message and select whether to send a copy to yourself.

Choose to:

  • Add all or any selection of fields in a record to the body of the email. This allows content to be shared with external users - remember to be careful when sharing data and follow your organization's policies & procedures when doing so.

  • Include a Link to Record.

  • Include all the record content as a PDF, CSV, Excel or Google Sheet attachment to the email.

  • Include files or images attached to the record.

  • Include Comments associated with the record.

  • Include a digest of Activity History associated with the record.

Printing a record

To print a record, simply open into record view, view the three-dot dropdown in the upper right click and select Print.

A window will open where you can customize the printer settings to your preference.

Exporting a record

To export a record, simply open into record view, view the three-dot dropdown in the upper right and select Export.

You have the option to export as an Adobe PDF, Microsoft Excel, CVS, or Google Sheets.

Working with Linked Records and Sub-Items

When printing or exporting a record to PDF that contains Linked Records and Sub-Items, we'll now print the field differently based on its display format. This ensures your printed records are more informative and visually appealing. See below for example screenshots for each Linked Record display type and Sub-Items.

Expanded Display

Simplified Display

Compact Display

Standard Display


Did this answer your question?