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Follow up on the latest improvements and updates.
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Microsoft Teams Automations v2: Actionable Notifications
Microsoft Teams Automations v2 turns one-way notifications into two-way workflows. Service desks running approval flows, change-management boards routing requests through Teams, and any GRC workflow that needs a recipient to take a documented action in Teams can now do it with a single click, attributed back to SmartSuite with a full audit trail.
Key Highlights
- Actionable Notifications: Send a Teams message with up to three clickable buttons mapped to values in a Status, Single Select, Multiple Select, or Yes/No field. Clicking a button updates the target record directly.
- Personal and Team Messaging: Target an individual (static or dynamic mapping from Assigned To, Email, Text, Lookup, Formula, or Single Select fields) or post into a specific Team and Channel.
- Dynamic Record Targeting: Drive notifications from a Trigger output, a Single Find output, or the Current Item inside a Loop, without hardcoding records.
- Dynamic Links in SmartDoc: Build hyperlink URLs inside the message body by mixing static text with dynamic field values, so Open Record buttons always point to the right record.
- Built-In Run History and Error Capture: Failed executions are recorded as comments on the target record with human-friendly reasons (Not enough permissions, Record not found) and a link back to the originating automation.
How It Works
- Admins configure the O365 integration once in Workspace Administration by registering an Azure application and granting the delegated Microsoft Graph permissions.
- Automation builders add the new 'Send an actionable notification' action under Integrations, Microsoft Teams, pick a target record source, choose Personal or Team message, write the title and body with dynamic values, and map a field to buttons.
- When the notification lands in Teams, the recipient clicks a button. SmartSuite validates their record-edit permissions, applies the update, and attributes the change to the person who clicked via the automation.
- Anything that goes wrong (a permission issue, a missing record, a timeout) surfaces as a comment on the record with a clear reason, so automation owners can resolve it quickly.
- Available on Enterprise and Signature plans. Existing legacy Teams actions remain operational.
Upgrade your connection to take advantage of Actionable Notifications and the faster O365 configuration.
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All Plans
Forms: Progress Bar
Multi-page forms now support a configurable Progress Bar at the top. Service desk intake forms, GRC attestation flows, and any structured multi-page submission can show users where they are in the form, complete with one-click backward navigation to any previous page.
Key Highlights
- New Progress Bar Option: Toggle a Progress Bar on any form with two or more pages from the Style Tab.
- Two Visual Styles: Choose Dot or Numbers to match the form's design language.
- Page Name Display: Optionally show the name of each page next to its progress indicator, or hide names for a cleaner look.
- Backward Navigation: Completed pages are clickable, so submitters can jump back to fix an earlier answer without losing form state.
- Safe Default Behavior: The feature is off by default, requires at least two pages to enable, and auto-disables if page count drops below two.
How It Works
- Open the Style Tab on a multi-page form and find the Progress Bar section near the bottom of the panel.
- Toggle the Progress Bar on (only available when the form has two or more pages, not counting the Submission step).
- Pick a Style (Dot or Numbers) and decide whether to Show or Hide page names alongside the indicator.
- Submitters see the bar at the top of each page, with their current page highlighted, completed pages shown as clickable history, and upcoming pages shown but not yet navigable.
- If a builder removes a Page Break and the form drops to a single page, the Progress Bar disables automatically and no half-configured bar appears on the live form.
Pair this with Multi-Page Forms (released last week) to give long forms the pacing cues submitters need to push through.
Loop actions in automations can now loop over the values in a list-style field on a single record. Service desks fanning a request to multiple owners, GRC workflows looping over a list of related controls, and PMO automations splitting per-member work all get a more direct path than chaining multiple Find Records steps.
Key Highlights
- New Loop Source: Loop over the values in a list-style field (Linked Record, Assigned To, Team, Multiple Select, Tags, Email, Phone, URL, IP Address, or any Lookup to those types) on a single record.
- Per-Value Cycle: Each cycle exposes Current Item with both the current value and the source record's context, so downstream actions can reference either freely.
- ITSM Service Desk Ready: Route a single request to every member in its Assigned To list with one action per member, no chained Find Records required.
- Team Member Loop: For Team fields, choose to loop over the teams themselves or over the deduplicated union of all team members.
- Backward Compatible: Existing loops over record lists work unchanged; this is an additive option.
How It Works
- In a Loop action, choose 'a list field on a single record' as the source instead of the default 'list of records'.
- Pick the source record (Trigger output or Single Find output) and the specific list field on that record to loop over.
- The loop runs once per value in that field; Current Item exposes the value and the record context.
- For Team fields, an additional choice lets you loop over the team names or the unique list of members across all selected teams (with deduplication for members who belong to multiple teams).
- Each cycle's actions reference Current Item just like any other loop step, including Find, Update, Create, and Send Email actions.
Use this when you need to fan one request out to a list of owners, send an email per item in a Multiple Select field, or process every value in a list-bearing field without writing extra Find steps.
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Forms: Review Page
Multi-page forms now support an optional Review Page that lets users confirm their answers before submitting, with one-click edits back to any page. Service desk intake, compliance attestations, and any form with consequential downstream effects gets a built-in safety check at the end.
Key Highlights
- Built-In Review Step: Add a single Review Page to any form to give users one last look at their answers before submission.
- Page-Grouped Answers: Fields display grouped by the page they live on, with the page name as a heading and an Edit button to jump back.
- Configurable Title and Description: Set custom copy for the review header, or use the defaults ('Please review your submissions' and 'Update any relevant information as needed.').
- Per-Field Selection: Choose which fields appear on the Review Page; by default all form fields are pre-selected, including conditionally visible ones.
- Smart Empty States: Unanswered fields show as 'Unanswered', Yes/No fields default to 'No', and fields with configured default values show their default rather than appearing empty.
How It Works
- Add a Review Page from the Pages control at the bottom of the form canvas; one Review Page is allowed per form, and it always sits in a fixed position before the Submission Page.
- Configure the Title and Description for the review header, both with translation support for the default values.
- In the Fields to Review setting, deselect any fields you do not want users to confirm; everything else appears as a Label-Value pair grouped by source page.
- When a user reaches the Review Page, they see all their answers and can click Edit next to any page name to navigate back, make changes, and return.
- The Submit button only appears on the Review Page (or the last Form Page if no Review Page is configured), so users always know they are at the final step.
Use the Review Page wherever a submitter benefits from a confidence check before their answers commit, especially in service desk intake, compliance attestation, and structured onboarding flows.
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Forms: Support for Multiple Pages
SmartSuite Forms now support multiple pages with a built-in Review step and a configurable post-submit experience. Service desks running long intake forms, GRC teams gathering attestations across multiple control areas, and HR teams onboarding new hires can pace longer forms cleanly instead of presenting one wall of fields.
Key Highlights
- Multiple Form Pages: Group related fields into pages, with up to 10 pages per form including an optional Review page.
- Three Page Types: Form Pages hold the fields, the optional Review Page lets users confirm answers before submitting, and the Submission Page handles the post-submit message or redirect.
- Automatic Navigation Buttons: The system shows Next, Back, and Submit buttons in the right places based on which page the user is on, with no manual configuration.
- Page-Level Field Moves: Any field can be moved between pages from its three-dot menu, keeping a form organized as it grows.
- Progress Bar Pairing: Form Pages work hand-in-hand with the new Progress Bar option on the Style Tab to show users their position in a multi-step form.
How It Works
- Open a form's Pages control at the bottom of the canvas to add, rename, reorder, or delete pages.
- Add a Review Page (one per form, optional) to show users their answers grouped by page, with an Edit button next to each page name for jumping back to make changes.
- Configure the Submission Page to either display a thank-you message (with a customizable title, description, and optional icon) or redirect submitters to a URL.
- The form's Title and Header display on every page, so the form's identity stays clear no matter which page the user is on.
- The Submit button only shows on the last Form-type page; Back and Next buttons appear automatically on the right pages.
Use this to break long forms apart into manageable steps, especially for service desk intake, compliance attestation, structured HR onboarding, and any workflow where the form would otherwise feel overwhelming.
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Forms: Linked Record Table Display
Linked Record fields on forms can now display as a table with configurable columns from the linked record's table. ITSM service desks linking to existing tickets, GRC teams linking evidence to controls, and PMO intake linking to active initiatives can give submitters far more context inline than the previous title-only display.
Key Highlights
- New Table Display Format: Pick Table from a Linked Record field's display options to render linked records as rows in an inline table.
- Configurable Columns: Use the Fields to Display control to pick which fields from the linked record's table show as columns; the Title field is pre-selected by default.
- Inline Context for Submitters: Show ticket priority, control status, project sprint, or any other field inline next to the linked record, so submitters do not have to guess what they are linking.
- Familiar Record Selection: Submitters click '+ Link to {Table}' to open the standard record-picker modal, then remove rows with a single X click.
- Backward Compatible: The Standard format (text or pills) is unchanged and remains the default, so existing forms are not affected.
How It Works
- Open a Linked Record field's settings on a form and pick Table as the display format.
- The Fields to Display control appears; pick the fields from the linked record's table that should show as columns. Title is selected by default.
- The Record Selector setting is hidden when Table is chosen, since the modal picker is the default selection method.
- Submitters see the table inline and use the Link button to add records or the X button on a row to remove one without a confirmation prompt.
- Each linked record's field values render as plain text in the table columns; column ordering follows the order you selected fields in the configuration.
Use Table Display anywhere submitters need to see what they are linking to, especially in service desk intake forms (priority and owner inline), GRC evidence forms (control status), and project intake (sprint and dependencies).
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Data & Field Management
Restore Solutions from Recycle Bin
Solutions deleted in error can now be restored from the Recycle Bin, complete with every child object and even the Linked Record relationships to other Solutions. Solution Managers running short-lived Solutions for projects, audits, or pilots gain a safety net that previously required IT-level intervention or a from-scratch rebuild.
Key Highlights
- Solution-Level Restore: Solution Managers and Account Admins can restore a deleted Solution from the User Profile Recycle Bin in a single click.
- Full Child Recovery: Restoring a Solution brings back all its applications, automations, reports, records and comments, fields, My Work items, and dashboard widgets.
- Cross-Solution Link Repair: Linked Records pointing from other Solutions get reconnected automatically when both Solutions are present, with Mirrored Links and dependent Lookups restored end-to-end.
- Disambiguating Names: Restored Solutions get a '(Restored)' suffix, with a number appended if multiple restores happen for the same name.
- Safe Bin Behavior: Child elements that were already in the bin before the Solution was deleted return to the bin on restore and continue counting their original deletion timer rather than resetting.
How It Works
- Solution Managers and Account Admins access the Recycle Bin from their User Profile to see deleted Solutions alongside other deleted items.
- Click Restore on a deleted Solution to begin the restore; the system walks the Solution's child objects and Linked Record relationships before completing.
- For Linked Records pointing to other Solutions, the system checks whether the target is still available: if yes, the link is restored along with the Mirrored Link and dependent Lookups; if no, the Linked Record remains in text mode until the target is restored.
- Permanent deletion is also available from the bin for Solutions that should be cleaned up rather than restored.
Use this to recover from accidental deletions without rebuilding from a backup, especially in environments where Solution Managers create short-lived Solutions for project planning, compliance audits, or feature pilots.
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AI Field Agent: Manual Stop
AI Field Agents in the middle of generating can now be stopped manually. When generation runs long or gets stuck in a perpetual loading state, click Stop Agent next to the field to immediately return it to its regular state and discard the in-flight LLM response.
Key Highlights
- Stop Agent Button: A new Stop Agent button appears on every AI Field Agent currently in the generating state, with a 'Stop agent' tooltip on hover.
- Immediate Return: Clicking Stop returns the field to its regular state without waiting for the LLM response, so the user can continue working.
- Discarded Response: Any LLM response that arrives after a stop is discarded and does not write to the record, so the field stays in the state the user left it in.
- Configuration Preserved: Stopping an agent does not change its configuration; the prompt, the model, and any toggles stay in place for the next run.
- Free Runs Counted: Cancelled executions still count against the workspace's Free Runs pool, since the LLM call has already been issued at the point of cancellation.
How It Works
- When an AI Field Agent enters the generating state, a Stop Agent button appears next to the field.
- The button is available wherever the agent renders: inline editing in Grid View, the Record Page, and the Record Details Widget.
- On click, the field reverts to its regular state immediately, abandoning the in-flight LLM call from the user's perspective.
- The system listens for the LLM response in the background and discards it on arrival; the record value is never updated by a cancelled run.
- The agent's configuration is untouched, so the next manual run or automatic trigger executes normally without reconfiguration.
Use this when an AI Field Agent is taking too long, when a slow model is blocking inline editing, or when an agent appears stuck and you need to recover the field without disabling the agent.
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UI & Reporting
Internal Forms
Forms now support an Internal mode designed for authenticated, in-app submissions. ITSM service desk teams, GRC compliance leads, and any builder running an internal intake workflow can collect data with full awareness of the signed-in user, complete with field-level permission enforcement and submitter attribution captured on the record.
Key Highlights
- Two Operational Modes: Every form can run as Internal (in-app, authenticated) or Shared (public link), independent of one another, with both modes available on the same form simultaneously.
- Authenticated Submissions: Internal forms know which SmartSuite user is filling them out, opening the door to user-aware logic, permission enforcement, and per-user defaults.
- Permission-Aware Fields: Field-level view and edit restrictions apply to internal forms; fields a user cannot view are hidden, and fields they cannot edit are read-only.
- Service Desk Intake: ITSM teams can build authenticated intake forms that capture the requester's identity automatically, with no manual entry of who submitted.
- Submitter Attribution: An extended Created By model captures the submitter, the form title, and the source type, displayed as 'Created by [Member] via [Form Title] Form' in the activity history and on the record page.
How It Works
- Open any form's configuration; Internal mode is automatically available without any toggle, and the Shared (public link) state remains independent.
- Internal forms can be opened from a Form View inside the app or launched from the new Open a Form button action on dashboards.
- When a user opens an internal form, the system loads it inside the SmartSuite app context, applies their permissions, and pre-resolves any user-aware defaults.
- On submission, the record is created with the submitter as Created By, plus a Source Type (Form) and Source Title (the form's name) for full traceability.
- Automation triggers that listen for 'When a form is submitted' fire for both internal and shared submissions, so existing automations work unchanged.
This release is the foundation for richer in-app form workflows, underpins the new Open a Form button action shipping alongside it, and the Created By extension carries forward to upcoming workflow actions like MS Teams Actionable Notifications.
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Automations: Dynamic values in URLs
The Rich Text URL control now accepts dynamic field values, so URLs across SmartDoc, automation messages, and embedded rich-text content can resolve to the right record at runtime instead of pointing to a single hardcoded destination. ITSM teams sending MS Teams Actionable Notifications, GRC teams linking evidence pages to source records, and any builder embedding contextual links in rich text get a foundational upgrade.
Key Highlights
- Dynamic URL Composition: Highlight text in any rich-text field, click the URL control, and insert a field placeholder using the same picker that powers automation message bodies.
- ITSM Notification Foundation: The Open Record button on the upcoming MS Teams Actionable Notification action uses this capability to link straight to the relevant ticket or change request.
- SmartDoc Live Links: Rich-text URLs in SmartDoc fields can now resolve to the correct record on every view, no manual editing per record required.
- Single Underlying Control: The same dynamic URL control works everywhere the Rich Text component is used, so a builder learns the pattern once and applies it across surfaces.
- Backward Compatible: Existing static URLs continue to function unchanged, so no automation or SmartDoc content needs to be migrated.
How It Works
- Highlight the text you want to link in any rich-text field, click the URL control, and the URL input now supports the standard field picker.
- Use the field picker to insert placeholders that the system resolves to the live value at runtime when the automation runs or the SmartDoc renders for a record.
- Static URLs remain valid input; you can mix static and dynamic segments in the same URL when the destination needs both.
- The change applies wherever the Rich Text URL control appears, giving consistent behavior across automation messages, SmartDoc fields, and any embedded rich-text input.
Pair this with the upcoming MS Teams Actionable Notification action to send approval requests that land recipients on the exact record that triggered the workflow.
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