new
All Plans
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.