SmartSuite’s record linking feature enables you to seamlessly connect data across tables and solutions, making it easier to track relationships and maintain organized workflows. Whether you're linking projects to clients or venues to events, SmartSuite provides the tools to manage these connections effectively.

Plan Availability	All plan types
Permissions	Administrator or Solution Manager role required to create linked fields
Related Reading	Linked Record field

Why Use Linked Records?

SmartSuite’s linked records offer:

Dynamic Connections: Create relationships between tables and across solutions.
Streamlined Data Management: Reduce duplicate data entry and maintain data accuracy.
Enhanced Visibility: Centralize related information for easy access and updates.

Example Use Case:
Link your Projects Table to your Clients Table to easily track which client corresponds to each project.

Steps to Link Records

Step 1: Define Your Relationships

Before linking records, identify the connections in your workflow.

Keep related items (e.g., projects, tasks, clients) in separate tables.
Plan how these tables should interconnect.

Example:

Table 1: Projects
Table 2: Clients
Linking these tables will allow you to associate projects with specific clients.

Step 2: Create Your Relationships

Link Two Existing Tables

Create a Linked Record Field:
- Open the target table and add a new field.
- Select Linked Record as the field type.
Configure the Linked Record Field:
- In the field settings, use the Select Linked Table dropdown to choose the table to link.
Link Records:
- Once the field is created, click + to select records from the linked table.

Result:

Linked records are mirrored in both tables, showing reciprocal relationships.
Example: Linking a project to a client allows you to view all associated clients in the Projects Table and all related projects in the Clients Table.

Step 3: Utilize Your Relationships

Viewing Linked Data

Expand linked record fields to view additional details from the connected table.
Example: See all tasks related to a project by expanding the linked tasks field in the Projects Table.

Using Lookup Fields

Dynamically display information from linked records.
Example: Pull a project’s due date into the Tasks Table to track deadlines across all related tasks.
Updates to the original field automatically propagate to the lookup.

Advanced Features: Linking Across Solutions

SmartSuite allows you to link tables across different solutions, ensuring data consistency and eliminating duplication.

How to Link Across Solutions:

Create a Linked Record Field in a table.
In the Select Linked Table dropdown, choose a table from any solution in your workspace.

Example:
Link the Contacts Table in your Sales CRM Solution to the Projects Table in your Project Management Solution.

Benefits:

Drill into contact details directly from the Projects Table.
Maintain a single source of truth across solutions.

Permissions and Access Control for Linked Records

When using linked records across solutions, permissions are applied to ensure data security and appropriate access:

User Access: Users can only view or interact with linked records if they have at least Viewer access to the linked table or solution.
Restricted Records: If a user does not have access to the data in the linked solution, the field will appear empty or restricted for that user.
Creating New Records: Users with Assignee+ permissions in the linked table can create new records directly from the linked record field, provided they have the appropriate permissions.

These permissions ensure that sensitive data remains secure while still enabling seamless workflows across solutions.

Smart Tips for Success

Plan Relationships Carefully: Define connections before creating linked fields to ensure logical workflows.
Centralize Updates: Use lookup fields to propagate changes across related tables.
Secure Permissions: Ensure users have appropriate access to linked content when connecting across solutions.

Practical Scenarios and Use Cases

1. Centralized Employee Records Across Departments

Scenario: HR manages employee data (e.g., roles, contact info, certifications), but multiple departments (IT, Finance) need access to subsets of this data for their workflows. Solution: Use a central "Employee Records" table linked to department-specific tables. For example:

IT links to employee certifications to manage system access.
Finance links to roles for payroll processing. This ensures each department references a single source of truth, avoiding data silos.

2. Cross-Functional Project Management

Scenario: A company’s marketing, design, and product teams collaborate on launching new products. Each team tracks specific tasks in separate tables. Solution: Link all task tables to a central "Project Overview" table. For example:

Marketing links campaigns to the project.
Design links assets to the project.
Product links development milestones to the project. This centralizes progress tracking and ensures all teams are aligned.

3. Streamlined Vendor and Inventory Management

Scenario: A retail company needs to manage vendor information and inventory across purchasing, warehousing, and sales teams. Solution: Create a "Vendors" table linked to:

"Purchasing Orders" to track orders by vendor.
"Inventory" to monitor stock levels.
"Sales" to associate vendors with sold items. This enables seamless coordination between teams and accurate reporting on vendor performance.