Automate your workflows with Make and streamline your processes in SmartSuite. With Make, you can trigger actions based on record creation or updates in SmartSuite, or create and update records when external data changes.
Plan Availability | All plan types |
Permissions | API access required; limited by user permissions for connected workspace. |
Related Reading |
Security Best Practices
API Token Use: Make logs into SmartSuite using the API Token you provide. The Scenario’s access is limited by the permissions of the user account associated with the token.
Pro Tip: Create a dedicated SmartSuite user account for Make automations with minimal permissions to enhance security and prevent unintended data exposure.
SmartSuite Triggers
Triggers initiate automations in Make by starting a Scenario. In SmartSuite, triggers fire when records are created or updated in a selected table (app).
1. Watch New Records
Purpose: Start a Scenario when a new record is added to a SmartSuite table.
How It Works:
Fires instantly when a record is saved.
The triggering record’s data is used in subsequent Scenario actions to update connected systems.
Example Use Case: Automatically send a Slack notification whenever a new task is added to a project table.
2. Watch Updated Records
Purpose: React to changes in existing records in SmartSuite.
How It Works:
Fires instantly when changes are made to a selected table’s records.
You can choose specific fields to monitor, reducing unnecessary triggers.
Example Use Case: Update an external CRM system whenever a customer’s status changes in SmartSuite.
SmartSuite Actions
Actions perform tasks in SmartSuite as part of an automation triggered by a Scenario.
1. Create a Record
Purpose: Add new records to a SmartSuite table.
How It Works:
Uses data from the Scenario Trigger (SmartSuite or another system) to populate fields in the new record.
Example Use Case: Automatically create records from Google Form submissions for tasks like onboarding, surveys, or job applications.
2. Update a Record
Purpose: Keep SmartSuite records synchronized with external systems.
How It Works:
Identifies the record to update using a field value (e.g., Title) from the Scenario Trigger.
Updates the matching record in the selected table.
Example Use Case: Reflect updates in Salesforce Opportunities or Zendesk tickets in your SmartSuite records.
3. Make an API Call
Purpose: Use SmartSuite’s REST API to execute custom actions.
How It Works:
Provides advanced flexibility for custom workflows and actions not directly supported by pre-configured options.
Refer to the SmartSuite API Overview for details.
Example Use Case: Perform complex calculations, retrieve specific data, or trigger external integrations.
4. Get a Record
Purpose: Retrieve a specific record in SmartSuite by matching a field value or using SmartSuite search syntax.
How It Works:
Searches for a record based on a unique identifier or custom query.
The retrieved record can be used in subsequent Scenario actions.
Example Use Case: Locate a client record using their email address and update related details in your automation workflow.
SmartSuite Searches
Searches allow you to locate multiple records in SmartSuite, providing flexibility for advanced workflows.
1. Find Records
Purpose: Retrieve multiple records in SmartSuite by matching a field value or using SmartSuite search syntax.
How It Works:
Finds all records that meet specified criteria.
Records can be used in batch processing or passed as line items for further actions.
Example Use Case: Search for all open tasks assigned to a specific team member and send an email summary.
Practical Scenarios and Use Cases
1. Automated Notifications
Scenario: Notify a team whenever a new task is added.
Solution: Use the Watch New Records Trigger to send an automated Slack message.
2. CRM Synchronization
Scenario: Keep customer data in sync across SmartSuite and an external CRM.
Solution: Use the Update a Record Action to reflect changes from one system to another.
3. Record Lookup
Scenario: A workflow requires locating a customer’s record based on their email address.
Solution: Use the Get a Record Action to retrieve the record and proceed with updates or additional actions.
4. Batch Processing
Scenario: Generate a list of overdue tasks assigned to a team member.
Solution: Use the Find Records Search to retrieve the tasks and trigger email reminders.