SmartSuite makes it easy to share solutions and their data with external users or duplicate solutions into different workspaces. Use this feature to communicate information, distribute pre-built solutions, or collaborate across teams.
Plan Availability | All plan types |
Permissions | Administrator or Solution Manager role required |
Related Reading |
What is a Shared Solution?
A shared solution allows you to:
Provide read-only access to solution data through a shareable link or embed code.
Enable users with proper permissions to duplicate the solution and its data into their own workspace.
Share information with non-SmartSuite users without requiring them to create an account.
Benefits of Sharing Solutions
Collaboration: Share data with clients or stakeholders in an easily accessible format.
Customization: Allow others to duplicate and modify the solution for their specific needs.
Distribution: Consultants can share pre-built solutions with customers, or community members can share publicly-facing datasets.
How to Share a Solution
Open the Solution Menu:
From the home page, locate the solution and click its 3-dot menu (...).
Or open the solution and select Share Solution from the dropdown menu.
Enable Sharing:
In the configuration panel, toggle the Share this Solution switch to enable sharing.
Once enabled, the solution's shareable link and embed code become active.
Access Sharing Options:
Icons on the home page and next to the solution name indicate the solution is shared.
Shareable Link Options
Once sharing is enabled, use the following options in the Shareable Link section:
Option | Description |
Copy Shared Link | Copies the solution's URL to your clipboard. |
Regenerate Shared Link | Disables the current link and creates a new one. (Old links become invalid.) |
Copy Embed Code | Generates HTML to embed the solution in an iFrame on your website. |
Preview Shared Link | Opens the shared solution in a new tab to view its appearance. |
Sharing Configuration Settings
In the Settings section, you can:
Allow Users to Copy the Solution:
Enables a Copy Solution button for users with Administrator or Solution Creator roles to duplicate the solution.
Restrict Access with a Passcode:
Adds a password requirement for viewing the shared solution.
Use the Set Passcode dialog to specify a code (minimum of 6 characters).
Accessing a Shared Solution
There are three ways to access a shared solution:
Shared Link: Paste the URL into a browser to view the solution.
Preview: Click the Preview Shared Link button to see the solution in a new tab.
Embed: Use the Copy Embed Code option to display the solution in an HTML iFrame on a website.
Passcode-Protected Solutions
If a passcode is set, users must enter it to view the solution.
Incorrect passcodes result in an error message.
Copying a Shared Solution
How to Copy:
Click the Copy Solution button in the shared solution's header.
Select a workspace where you have the required permissions (Administrator or Solution Creator).
If not logged into a workspace, you’ll be prompted to log in first. After logging in you will need to open the shared link again. The Solution is not auto-duplicated to the account after login.
Note: Users without permission to create solutions will see an error message.
Note: Automations are not copied when installing a copied Solution. (This feature is coming soon).
Copied Solution Details
When copying a solution:
Assignees: All assignees in fields, checklists, and comments are replaced by the user who installs the solution. (Future updates will introduce placeholders for the original assignees.)
Linked Records:
Internal links within the shared solution remain intact.
External links require configuration and display an error until updated by the Solution Manager.
Smart Tips for Sharing Solutions
Use Regenerate Links Cautiously: If you regenerate a link, ensure stakeholders receive the updated link.
Secure Sensitive Data: Use a passcode to protect shared solutions containing sensitive information.
Test Embed Code: Preview embedded solutions to ensure they fit seamlessly into your website.