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How to Spotlight by Status or Single Select Field to Simplify Your Workflow

How to Spotlight by Status or Single Select Field to Simplify Your Workflow

5 minutes

February 9, 2024

Welcome back to SmartTips! It's your go-to source for tips that make your work in SmartSuite as efficient as possible. This video share a nifty feature that simplifies the way you spotlight data based on the values in a single select or status field. If that sounds like something you need in your life, then stay tuned!

Understanding Spotlight for Context

Before we dive deeper, let's clarify what we mean by "spotlighting". This feature, located in the top toolbar of your SmartSuite view, enables you to highlight records in a way that stands out. And not just a single field—this bad boy lets you shade the entire record based on certain conditions.

Now, imagine you're knee-deep in a sea of opportunities, contacts, or any kind of data. It can be a dizzying experience trying to sort through all that information. What you want is to instantly identify records that are in a specific stage, like stalled opportunities. That's where spotlighting swoops in to save the day.

Normally, you want these records to pop visually—let's say by turning red when a deal isn't moving forward. Without the spotlight feature, you'd be sifting through a haystack. But with it, you can give each record the visual nudge it needs based on predetermined conditions linked to select fields.

Practical Application: From Dull to Colorful

Let's take a real-world scenario. You've got an extensive list of opportunities and you want those in the stalled stage to scream "Attention needed" as you scroll through. In an ideal world, these records would wave a big red flag to catch your eye.

Traditionally, to create such visual cues, you'd be adding a spotlight and setting up rules for every single option within your select or status fields. Frankly, that's a chore most of us would rather skip. We're all about efficiency here, right?

Luckily, with the latest update to Smart Suite, the game has changed. Let's walk through this sweet new functionality, shall we?

A Color for Every Status

With the new select field feature, colors are automatically applied to entire records based on the stage they're in. Previously chosen colors within the field settings are now reflected across your view, bringing with it a host of visual benefits:

  • Visual Quick-Scan: Instantly identify the status of each record at a glance.
  • Consistency: Maintain a uniform color scheme that matches your field settings.
  • Efficiency: No need for manual setup for each individual status or select option.

For instance, your status field may contain stages like "New Discovery", "Scoping", or "Solution Delivery", each with a unique color association. With the new feature, each record visibly takes on the color of its stage, transforming your view into a vibrant, easily navigable workspace.

The Icing on the Cake: Simplified Workflow

The real beauty of this upgrade lies in its simplicity and time-saving nature. By automating the color coding of records, Smart Suite streamlines your workflow, allowing you to dedicate time to more pressing tasks. It exemplifies Smart Suite's commitment to user-friendly design and functionality that genuinely improves your day-to-day operations.

Beyond the immediate aesthetic improvement, this enhancement to the spotlight feature provides a meaningful boost to the user experience for teams and individuals alike.

To Wrap It Up

I hope you're as excited about this feature as I am. Customizing views in Smart Suite has never been simpler, and it's innovations like these that keep our workflows lean and mean. Thanks for tuning in, and I'm eager to see how this new spotlighting capability will revolutionize your data management.

Remember, the spotlight is not just a tool—it's your ally in the war against clutter and inefficiency. Use it wisely, and watch as your productivity skyrockets!

Are there other Smart Suite features you'd like to dive into? Let us know in the comments, and we might just cover them in an upcoming post. Happy customizing!

Until next time, keep making the most of your Smart Suite experience!

And there you have it! If you have questions or your own tips to share, drop a comment below. If you found this post helpful, feel free to share it with your network. Stay tuned for more Smart Tips, and keep optimizing your workflow with Smart Suite's suite of features! If you need further guidance, check our Smart Suite Help Center or contact our support team.

Stay organized out there, Jeff Gonzalez