Troubleshooting SmartSuite automation errors often involves understanding common issues and how to resolve them. This guide outlines typical errors and provides step-by-step solutions.
Plan Availability | All plan types |
Permissions | Administrators, Solution Managers: Manage automations. |
Platform | Web |
Related Reading |
My automation run shows an error: check these seven things, in order
Work down the list; each item links the fix below it. Administrators and Solution Managers can open History and edit the automation. If you have neither role, send this page, the error text and the record name to the person who manages the solution.
Usage Limit Reached. Every automation in the workspace stopped at once: the action limit for the calendar month is used up. Fix the usage limit.
Input is Missing or Field is Missing. An action points at a field value that was renamed, or at a field that was deleted. Fix a missing input or a missing field.
Insufficient Authentication Scopes or a Google integration error. A Gmail, Outlook or Google Calendar step was authorized without every permission box checked. Re-authenticate the integration; for Google, remove and re-add access.
Unable to Find Choices. The automation maps a value that does not exist in the Select List field's options. Fix the choices.
Missing Record ID in Inputs. An Update Record step is trying to update a record that is not the triggering record. Add a Find Record step.
Email Sending Limit Reached. A Trial, Team or Professional workspace reached its daily email limit. Fix the email limit.
External Service Error. A third-party service behind a webhook action returned an error. What to do.
An error that is not in this list is in What do the other errors in run history mean? below.
Common Errors and Solutions
Input is Missing
Error Description: This error occurs when an action in your automation references a field with a mismatched or deleted value.
Example: The "Appointment Status" field has an error due to a value change (e.g., from "Regular" to "Regular Appointment").
Solution:
Identify the problematic action in your automation.
Update the field value to match the new or correct option.
Save the automation to resolve the issue.
Field is Missing
Error Description: This error occurs when a field used as an output in an action has been deleted.
Solution:
Check the field referenced in the automation.
Replace or remove the deleted field to fix the error.
Email Sending Limit Reached
Error Description: Trial, Team and Professional workspaces have a daily limit on emails sent from SmartSuite native domains; see Email Sending Limits in SmartSuite.
Solution:
Integrate with your Gmail or Outlook email address to bypass this limit.
Usage Limit Reached
Error Description: This error indicates that your automation limit for the current calendar month has been reached.
Solution:
Wait until the 1st of the next month when usage resets.
Or turn on the auto-billing toggle in Workspace Administration > Usage, which adds 1,000-run blocks at $15 so automations keep running; unused blocks expire at the end of the month. Contact SmartSuite support if you believe this limit was reached in error.
Insufficient Authentication Scopes
Error Description: This error is common with Gmail and Outlook triggers. It happens when permissions required for the integration are not fully granted.
Example: Using the Gmail Trigger without granting inbox access.
Solution:
Re-authenticate the integration, ensuring all permission boxes are checked.
Missing Record ID in Inputs
Error Description: This error is caused by an "Update Record" step attempting to update a record that is not the triggering record.
Solution:
Add a "Find Record" step before the "Update Record" action.
Unable to Find Choices
Error Description: This error occurs when an automation is trying to update or create a record and map a value into a field. The value does not exist in that field's list of options. For example, if the automation tries to set the status to “Completed” but your Select List field only contains “Complete,” SmartSuite won’t be able to match it.
Solution:
Check the Select List Field
Go to the field settings for the Select List used in the automation.
Confirm whether the value being passed (e.g., “Completed”) exists in the list of choices.
If it does not exist, add it as a new option.
Check the Automation Source
Review the field mapping in your automation.
Make sure the value being passed in (from another field, lookup, or external system) matches an existing Select List option exactly, including spelling, capitalization, and spacing.
Google Integration Errors
Error Description: Missing permissions in Google integrations (e.g., Google Calendar, Gmail) can cause automations to appear successful but fail to execute properly.
Solution:
Remove the authentication for SmartSuite in your Google Account:
Go to the Security section of your Google Account.
Under Third-party apps with account access, select Manage third-party access.
Choose SmartSuite and click Remove Access.
Re-authenticate with SmartSuite, ensuring all permission boxes are checked during the process.
External Service Error: error message
Error Description: This error occurs in webhook actions when a third-party service connected through the webhook returns an error.
Solution:
Contact the third-party service’s Support team for help, as this is not a SmartSuite error.
What do the other errors in run history mean?
Run history names the step that failed and its error. These are the errors listed in Automation Run History/Erroring with what each means.
Error in run history | Meaning | What to do |
Build record missing inputs. | A field used as an input to an action was deleted. | Open the action, replace or remove the deleted field, save. |
Action inputs could not be generated. | An action has invalid or missing inputs, usually because a field was deleted. | Open the action, replace or remove the deleted field, save. |
Bad Gateway. | The server did not respond. | Open the run in History and select Re-run Automation. |
Gateway Timeout. | The server did not respond in time, or the request ran too long. | Re-run the automation; if it repeats, reduce the records the run handles. |
Action Fail. | An external service returned an error, for example Slack or Twilio. | Check the connected account and the service, then re-run. |
Missing record ID in inputs. | The record to update was not found. | Add a Find Records step before Update Record. |
Invalid phone number. | The Twilio action received a phone number it cannot use. | Correct the phone number on the record. |
Bad Request. | Invalid data was sent to the server. | Check the values mapped into the action. |
Unable to find choice. | A Select field does not have the option the action tried to set. | Add the option or correct the mapped value (see above). |
No emails to send to. | No valid email address reached an action that sends email. | Check that the address field on the record has a value, or map a different field. |
When do I contact support?
Contact support when the fix for your error does not clear it, when you believe the usage limit was reached in error, or when the error is in neither list. Select the chat button in the lower-right corner of SmartSuite: the last block of the panel shows the service status, and Send a message in the same panel reaches support.
Include the link to the automation (open it, select the three-dot menu and choose Copy Link). Add the error text as History shows it, the start time of the run and the name of the record.
Frequently asked questions
Who is told when an automation fails?
Who is told when an automation fails?
Workspace Administrators and the Solution Managers of the solution receive an email with the error details and a SmartSuite notification for each failed run.
Can I re-run a failed automation?
Can I re-run a failed automation?
Yes. Open the run in History and select Re-run Automation. A run that failed because of an expired credential keeps the old credential, so reconnect the account and trigger a fresh run instead of a retry.
How long is run history kept?
How long is run history kept?
1 year on Team, 2 years on Professional and 3 years on Enterprise and Signature.
Where do I see how many automation actions my workspace has used?
Where do I see how many automation actions my workspace has used?
Administrators open Workspace Administration and select the Usage tab. It shows the actions used against the plan limit and any add-on purchases.
Last verified 26 Oct 2026.