Plan Availability | All plan types |
Permissions | Administrators and Solution Managers: Can create and manage automations. |
Related Reading |
What is an Automation Action?
An automation action in SmartSuite is a step that performs a specific task or event based on pre-set triggers and conditions. Think of it like this:
When something happens (Trigger), and
These conditions are met,
Then this event occurs (Action).
The Create a Comment action allows you to dynamically add comments to records in a SmartSuite table, enhancing collaboration and communication. If you haven't already, we also recommend that you check out our articles on creating an automation and managing automations for more information about setting up new workflows.
How to Set Up the Create a Comment Action
Step 1: Access Automations
Click the Automations option in the Solution drop-down menu.
Ensure you have Solution Manager permissions or the Administrator role.
Tip: To learn more about roles and permissions, see our roles and permissions article.
Accessing the Automations configuration interface:
Step 2: Create a New Automation
Open the Solution Automations modal.
Click Add Automation to begin creating a new automation.
Step 3: Choose a Trigger
Select a trigger to specify:
When the automation will run.
Which record will serve as the source or target for the action.
Step 4: Select the Create a Comment Action
From the Add Actions list under the SmartSuite section, select Create a Comment.
How to Configure the Create a Comment Action
1. Verify the Solution & Table
The solution and table are inherited from your trigger.
You can change this to any other table within SmartSuite as needed.
2. Select Records to Add a Comment To
Choose the record you want to add a comment to. Options include:
The triggering record.
Any records found by a Find Records action in previous steps.
Note: If no Find Records step appears in the list, double-check your solution and table selection.
3. Configure the Comment Details
Comment Content: Map the comment text to dynamic data (e.g., trigger data or fields from the Find Records step).
Assign To: Assign the comment to a user. Choose from:
Dynamic assignments based on previous steps.
Direct selection from the member directory.
Attachments: Add attachments based on data from previous steps, if needed.
Practical Scenarios and Use Cases
1. Sales Follow-Up Notifications
Scenario: A sales team wants to add automated comments to track follow-ups for high-priority leads.
Solution: Use the Create a Comment action to automatically post follow-up reminders whenever a lead's priority status changes.
2. Customer Support Escalations
Scenario: The support team needs to leave internal comments when tickets are escalated.
Solution: Set up an automation to post an internal comment tagging the appropriate manager whenever a ticket's escalation status updates.
3. Project Updates
Scenario: A project manager wants to keep stakeholders informed about task completions.
Solution: Automatically add a comment to a task record when a milestone is achieved, notifying key team members.