Plan Availability | All plan types |
Permissions | Account Administrators and Solution Managers - Can create, modify, and manage automations in their assigned solutions. |
Related Reading |
What is an Action?
An automation action is a step that performs a specific task, activity, or change. Think of an action as:
When something happens (the Trigger),
And these Conditions are met,
Then this Event (the Action) occurs.
What Action Data Can Be Used?
You can use data from the following automation actions in subsequent actions:
Find Record (Single)
Create Record
Update Record
Webhooks
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How to Use the Outputs of a Prior Action
When mapping a field in an action, SmartSuite defaults to "Fields from Trigger." To access more options:
Click the < arrow in the top left.
A full list of available options will appear.
If you have any valid prior actions (from the list above), they will be available as data sources.
Ordering of Available Data
The available data groupings appear in the same order as they are listed in the left-hand configuration menu. For example:
If you have multiple Create Record actions, and need data from the second one, select Use data from Action: Create a record (2nd instance) in the list.
Examples of Using Action Data
1. Auto-Assigning a Task Owner
Scenario: When a new support ticket is created, you want to assign it automatically to the most recently available support agent. Solution:
Use the Find Record action to locate the agent with the least open tickets.
Use the Update Record action to assign the ticket to that agent.
2. Sending a Follow-Up Email After a Record Update
Scenario: When a sales lead status changes to "Won," an email should be sent to the customer. Solution:
Use the Update Record action to detect the status change.
Use the Create Record action to log the email activity.
Use the Send Email action to notify the customer automatically.
3. Creating a Linked Record for a New Entry
Scenario: When a new project is added, a default task list should be generated. Solution:
Use the Create Record action to generate predefined tasks.
Use the Update Record action to link them to the new project.
By leveraging automation action data, you can create more dynamic and efficient workflows within SmartSuite.