Two-Factor Authentication
Administrators of Professional and higher SmartSuite plans can now require users to use two-factor authentication when logging in with a username and password.
The option can be enabled in Workspace settings by toggling on Two-Factor Authentication (2FA). Admins can select the user roles that are required to use 2FA, giving you the flexibility to only require two-factor login for Admins or a sub-set of roles. Admins can additionally reset an individual user’s 2FA settings, allowing them to re-register for 2FA if necessary.
IP Address Restrictions
SmartSuite now offers an advanced security feature: IP Address Restrictions for your Workspace. With this powerful tool, you can define a whitelist of trusted IP addresses or IP ranges. Only users connecting from these authorized addresses will be granted access to your workspace.
How It Works:
Whitelist Creation: Add specific IP addresses to your whitelist. These could be your office network, trusted partners, or specific locations.
Unauthorized Access Blocked: When a user attempts to log in from an IP address not on the allowed list, they’ll encounter an error message. Unauthorized access is instantly blocked.
Enhanced Security: Protect sensitive data, confidential projects, and collaborative work by ensuring that only authorized users can access your SmartSuite Workspace.
Shared Dashboards
Public Dashboard Sharing allows you to share read-only versions of your dynamic dashboards with a wider audience. This feature is useful for providing real-time data to stakeholders, clients, or team members who are not part of your SmartSuite account.
Sharing your dashboard publicly is a straightforward process within SmartSuite.
Simply select the dashboard you want to share.
Click on "Share View" icon next to the reporting toolbar.
Toggle the Shared View
This will generate a unique shareable link and embeddable code. This link can be accessed by anyone external to SmartSuite.
Communication Center: Support Gmail & Outlook for Email Send/Receive
Pro and Enterprise workspaces members can now connect their profiles to Gmail or Microsoft accounts in SmartSuite’s Communication Center.
Simply add or delete a Gmail or Microsoft account in the Connected Emails section of your User Profile. Once connected, emails sent from SmartSuite will appear in your email client’s Sent folder. Whether you continue the conversation in Outlook or SmartSuite, all emails will be captured and displayed in the original record.
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Connecting Gmail
Automation Trigger: Outlook
With SmartSuite's new "When an email is received" trigger for Outlook, you can seamlessly automate actions in SmartSuite based on your Outlook inbox activities.
The following options are available when configuring this trigger:
Outlook Account. To use this trigger you must first authorize with Outlook and give SmartSuite permissions to access your Outlook inbox and messages. Click Add new Microsoft Outlook Credential to log in to your account.
Folder. You can optionally move new mail that matches your conditions to a folder in Outlook. Note that the folder must already exist.
Conditions. Here you can add one or more conditions that must be true for the trigger to fire. These conditions match values in the Outlook message. See the list of available Outlook properties.
Note: When you specify more than one condition, you must select either AND (the default) or OR.
Choosing AND requires that all conditions are true to fire the trigger. Choosing OR instructs the trigger to fire if any condition specified is true.
This action requires Solution Manager permissions or the Administrator role.
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Automation Action: Create a Comment
You can now add comments to existing records in addition to updating the record’s content with the Add a Comment action. Use it to quickly add notes, update your team on the record’s progress through a workflow and more.
The Comment, Assign To, and Attachments sections can all be mapped based off any single record step of information in the previous steps such as the trigger or the Find Record step. In the case of Assign To, you can also select directly from the member directory based on the list of users that can access the table.
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Document Designer: Generate PDF in Record Menu
This feature adds the ability to print page designs from the record menu. Both print and export options have been enhanced to allow the selection of a Document template or the default SmartSuite export format to export the record content as a PDF.
To export using a template, open the record detail view and click the 3-dot menu. Hover export, then hover Adobe PDF.
You can then click the option to Export Record Page (which uses SmartSuite’s default format) or select a Document Designer template you have configured. You can then specify paper size, layout and font size for the PDF, which will have a filename that reflects the record’s title field combined with the current date.
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Document Designer Enhancements
Several enhancements have been made to the Document Designer to accommodate an expanded set of use cases. Linked record tables now have adjustable column widths, making it easy to display larger text areas and balance the display of your data. An anchor option lets you fix the position of a field relative to another field that may increase in vertical height, ensuring that it is always displayed directly beneath the anchored field. File and image fields can now display multiple images, with several options for sizing the displayed images.
To configure column widths, set your Linked Record field to “Table” mode. The column widths can then be defined in the sidebar, letting you specify the relative size of each. This option is perfect for creating invoice line item detail, an inventory list or detailing tasks on a project plan summary.
Set a field’s relative position by selecting the “Anchor” option. Choose the field you want it to be positioned under, and specify the vertical offset in pixels. Use this option to position a total field under an invoice’s line items, display a signature block under contract text or add a signature under a letter to a customer.
Files and Images fields can be configured to display the first image or all images. When in all images mode, you can choose to display square thumbnails or fixed height or width images. Image size and padding can be specified in pixels. Use this option when you’re designing a real estate promotional piece, creating a product data sheet or other marketing materials.
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Automation Action: Generate Document Designer PDF
This feature allows you to select from existing Document Designer templates during automation configuration. You can generate a PDF using triggering record values, and then use the generated PDF as an attachment to a file or image, an attachment for sending an email (in SmartSuite native, Gmail, or Outlook), an attachment to a Twilio message, or an attachment to a Slack message.
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Automation: Use Results from Create and Update Actions
The Automations Engine has been enhanced to allow the results from Record Create and Record Update actions to be used in subsequent automation actions. This supports creation of more dynamic and interconnected automation workflows, enabling actions to build upon the results of previous ones.
To use the outputs of a prior action, select the action in the field selector displayed in the input of your target field. A list of available inputs from the selected action will be displayed, allowing you to use those returned values as inputs for the new action.
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Dashboard Widget: Pivot Table
SmartSuite’s Pivot Table widget helps transform complex data, allowing you to see patterns and trends from multiple angles. The pivot supports grouping and summarization, organizing information into rows and columns that can answer questions like "Which product sold the most?" or "What is the average income per region?"
To add a Pivot Table to your workspace, click Add widget and then select Pivot Table from the Widget Library. After selecting the solution and table for the source of your data, you can select fields for the rows and columns in your pivot. Finally, select the field and aggregation type (either by count or by field value) in the “Summarize by” dropdown.
Chart View: Heat Map Updates
Several enhancements have been made to SmartSuite's Heatmap Chart type, aimed at improving its data visualization capabilities. These updates include consistent sorting, display of drill-in enabled values within segments, and a refined color scale that better highlights values. Additionally, the X and Y axis sort order can be configured, and each axis is labeled with the field name of its source data.
To create a heatmap chart, add a new Chart View to your table and select Heatmap Chart in the chart settings section. You can then select a field to provide values for the cells, as well as fields that define the heatmap’s X and Y axis. Adjust the sort direction by selecting First to Last or Last to First in the dropdown for each axis.
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Manage Members: Export Member List
Record activity history has been updated to record email activities from the communications center. You'll now see emails sent and received, the sender, subject line, the time and date as well as the content of the email reflected in the containing record's history.
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Form View Static Elements: Callout, Divider, Image, and Video
You can now highlight important information with a static text block, icon, and shaded background; add customizable horizontal lines with optional captions; embed images; and include clickable videos for introductions or instructions in Form Views.
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Form View: Support for Time in Date Field
SmartSuite forms now support time entries within Date fields, enabling users to input both a date and time in their responses.
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Fields: Rich Text in Field Help Text
SmartSuite’s support for field-level help text has been enhanced to support rich text formatting, in addition to allowing you to include lengthier help descriptions of up to 700 characters (increased from 250). Available formatting options now include bold, italic, strikethrough, and underlined text. You can choose to incorporate numbered and bulleted lists, URLs, and specify text and highlight colors.
Together with the option to display the text as a tooltip or under the field name in the edit record page, this capability supports a number of new use cases:
Provide additional context so that the user understands exactly what the field value represents
Display the text of a question that should be answered by the user’s choice of field value (i.e. for a Single Select field with Yes, No or N/A values)
Provide links to in-depth help for more complex workflow processes.
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