You have the option to enlarge every record, displaying all the details within every field in the Table on a complete page. This expanded view also includes the record activity feed, showcasing both the record-specific revision history and any comments associated with it. There are extra functionalities accessible in this expanded view, like sending, replicating, printing, or removing the record. Additionally, you'll find a link icon that enables you to swiftly copy the URL/link to the specific expanded record.

Note: The Record View layout changes you make will apply to all record views.

How to Expand a Record

When using a grid view, you have the ability to expand a record (row) by selecting the double arrow symbol located beside the primary field of that particular record. This icon becomes visible when you hover over a record. Alternatively, you can also extend a record by pressing the space bar after a cell has been chosen.

From Card or Kanban view, you can open the record by clicking anywhere on the record card.

Inside an expanded Record

When you access an expanded record, you're presented with a comprehensive display of data from all the fields associated with a specific record. This view displays all the fields located in your entire Table. This record view display is mirrored in each open record view.

You can add new fields or customize existing fields from within an expanded record view by hovering over any existing field and clicking on the three-dot menu. You can also modify the fields settings or duplicate the field from this window.

You may also add new fields in the record view through the "Add new field to this Table" button at the bottom of the record.

Drag & Drop Field Organization

Similar to arranging items on a shelf, you can rearrange the order of fields within a record. This is particularly handy when you want to present information in a logical sequence or highlight certain aspects of the record.

Solution Managers and Workspace Admins can simply drag and drop any field to a new position and the changes will persist across all members with access to the Table. This action doesn't change the content of the fields but only affects their order on the record view page.

Grab the dot icon to the left of any field to drag and drop to the new location:

Fields either span one or two columns based on the type and field settings. SmartSuite automatically accounts for the size differences when moving fields on the layout.

Column Span Fields can take up different amounts of space on the record view page. SmartSuite adjusts the layout automatically to accommodate these differences, ensuring a visually coherent presentation.

Creating Record Sections

Record sections help you categorize and group related information within a record. They provide a way to keep things organized and make it easier to find specific details. It's like having labeled dividers in a physical file folder to separate different types of documents.

Using sections becomes useful when you have a record with a lot of fields. If you want to avoid clutter and confusion, you can divide the information into sections. It's similar to using different chapters in a book to organize content.

General Users will notice them in open records where Solution Managers have created them.

Solution Managers can drop sections anywhere in a record layout by clicking "..." when hovering over any field near where they'd like to place a section.

Working with Record Sections

Sections have been designed with simplicity in mind. Solution Managers can add Record Sections anywhere. Section Headers will be displayed above the field where Solution Managers engage the "..." control and select "Add Section". Name each section once added.

SmartSuite treats every field beneath the section header as part of the same section. Clicking the arrow to the left of the header will collapse the section, hiding all fields within.

Once created, hovering over a section header will display our favorite "..." menu on the right. Here you can:

Rename the section
Add a description
Move it up or down, i.e. moving it up shifts it above the next section (note, there must be multiple sections for this to work)
Delete the section
Collapse the section by default.

Section Descriptions

You can add descriptions below the record sections. Each section can have a multi-line description. Click on the three-dot menu to add one. Use up to 750 characters to explain a particular section's purpose

Switching or editing the description can be done through the three-dot menu, switching it to edit mode to be deleted or modified.

Collapse Sections by Default

Sections can be expanded or collapsed to show or hide the information within them. This can help you focus on specific details and reduce visual clutter. Think of it like expanding and collapsing folders in a file explorer to access files within.

When a Solution Manager chooses "Collapsed by Default," general users will not see the fields in the section until they click to expand.

Examples of use include:

Collapsing a section called "Getting Started" with a SmartDoc field using a Default Value to describe how to use a Table or apply a process. The section then acts as an informative process reference for general users.

Creating a basic workflow within an Table with sections that are collapsed and easy for general users to understand the process steps that need to be completed.

Keeping those infrequently used fields off the primary display to make it easier for users to focus on the important items.

Record field layout options

When building new or making updates to existing solutions, we like to start with the data we need to capture - the fields we need to create and add to the record page. Understand how to Add or Modify Fields here.

Once you've created the fields you want to capture, it's time to organize them on the record. We recommend starting with the type of Record Layout that best fits your Table.

Select from the following options:

Single Column - this is great for simple records capturing data in a small number of fields.

Double Column 50 / 50 - this is the default layout because it provides the most versatility in organizing larger volumes of fields (data), and splits the record into two equal columns.

Double Column 70 / 30 - this layout splits the record into two columns, 70% / 30% in size. We recommend this layout for records utilizing large numbers of Texts, Linked Records, Files & Images, Checklists, and Sub Items fields where additional space on the form are beneficial. Other field types in the record can be added to the smaller 30% column.

Change Page Layout in the Page Settings, accessed by clicking the "..." button in any record (available to Solution Managers and Admins only).

📝 Note: SmartSuite hardcodes which fields go to 70 and which go to 30 part of the 70/30 view. Shorter, single-column field types such as Date, Status, Single Select fields go on the right, while the Text Area, Checklist, Files & Images, Sub Items and SmartDoc fields land on the left.

Record Comments

To open the comments panel, select the chat icon in your view or open any record and select the chat icon in the upper right corner.

Here, you can view any open comments, message any team or team member, attach any files, and assign your comment as a task to someone.

This way, you are viewing and commenting as well as creating assignments directly where your work is.

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Record Activity History

Activity History tracks and logs when items are created and last updated as well as any change to content. Activity History tracks when the record was created and last updated as well as changes made to any record content.

To view a record's activity history, just follow these steps:

Open the record in record display mode.
Click the clock-shaped icon in the upper-right hand corner of the window.
The Record Activity History panel will slide open.

Once the activity history panel is open you can:

See when the record was created and last updated
Search for changes made by specific users
See the details of the record change

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Sharing, Printing, and Exporting Records

Share with link

All records have a built-in Auto Number field displayed in the record header. Clicking the field value copies a link to the record to a clipboard.

Most elements in SmartSuite - from records to saved views - can be shared by simply copying the unique link from your browser:

Share a record by email

It's easy to share records via email. Simply click "..." in the upper-right of any record and select Share by Email.

Records can be shared with other Members in the same SmartSuite workspace, or with external recipients without access to the workspace.

Printing a record

To print a record, simply open into record view, view the three-dot dropdown in the upper right click and select Print.

A window will open where you can customize the printer settings to your preference.

Exporting a record

To export a record, simply open into record view, view the three-dot dropdown in the upper right and select Export.

You have the option to export as an Adobe PDF, Microsoft Excel, CVS, or Google Sheets.

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