Plan Availability | All plan types |
Permissions | General Access: Can view and share records |
Related Reading | Shared Grid View, Sharing Saved Views |
Sharing a Record with a Direct Link
You can share direct links to any record in SmartSuite. Recipients of the shared link will be able to view and edit the content according to their permissions to the content.
Note: Unauthenticated members will be required to sign in prior to accessing the shared content. You must have a SmartSuite account with appropriate permissions in the source Workspace to view or edit shared record content.
Sharing Options
Copy a Link:
Click the "..." menu in the record header to copy a link that can be shared via any channel.
Auto Number Field:
All records have an Auto Number field displayed in the record header. Clicking this field value copies a link to the record to your clipboard.
Browser Links:
Many elements in SmartSuite, such as records and saved views, can be shared by copying the unique link directly from your browser.
Share a Record by Email
Sharing records via email is straightforward. Follow these steps:
Click the "..." menu in the upper-right corner of any record.
Select Share by Email.
Key Features for Email Sharing
Records can be shared with other Members in the same SmartSuite workspace or with external recipients who do not have access to the workspace.
Customizing Your Email
Add a recipient by entering an email address, typing a SmartSuite Member name, or using the icon to pull up the SmartSuite Member Directory.
Edit the subject line and personalize the message.
Choose whether to send a copy to yourself.
Sharing Options
You can choose to include:
Link to Record: Include a clickable link to the record.
Record Attachments: Attach the entire record in formats such as PDF, CSV, Excel.
Attached Files or Images: Include any files or images attached to the record.
Practical Scenarios and Use Cases
1. Departmental Collaboration
Scenario: The Marketing team needs to share records about campaign progress with other departments. Solution: Share records via email with selected fields and include comments to provide context.
2. Project Updates
Scenario: A project manager wants to update stakeholders about key milestones.
Solution: Use the "Share by Email" feature to send updates, including an activity digest.
3. External Vendor Coordination
Scenario: Share specific data with an external vendor without giving access to the entire workspace.
Solution: Attach the record as a PDF and include only necessary fields.