Forms — Turn Every Submission Into Structured, Governed Data
Collect requests, attestations, and intake data from anyone through customizable, shareable forms—every submission lands as a structured Record, triggers your workflows, and never touches a spreadsheet.
What Are Forms?
Forms is a SmartSuite view type that collects data from external or internal users through customizable, shareable forms whose submissions write directly into a Table as Records. It helps GRC, IT, project, and business operations teams standardize intake—capturing requests, incidents, registrations, and attestations as structured data that can trigger Automations the moment a form is submitted. Forms are available on every SmartSuite plan; custom branding options are included on paid plans.
Form Builder
Build Forms From 30+ Field Types—No Code Required
Drag and drop more than 30 field types onto the form canvas—text, selects, dates, currency, files, signatures, ratings, addresses, and linked records among them. Relabel fields, add help text, mark fields required or read-only, set default values, and hide fields that should capture data without being shown.
Content elements like headings, rich-text paragraphs, images, videos, callouts, and captcha turn a bare form into a guided experience.
Conditional Logic
Show the Right Questions with Conditional Logic
Fields, sections, images, and videos can appear only when prior answers call for them—a rush-fee section when a deadline is tight, an outage block when severity is critical. Respondents see a short, relevant form; you still capture complete, structured data.
Linked Record fields go further with cascading filters, so choosing one option narrows the choices in a dependent field.
Multi-Page Flows
Structure Long Forms Across Multiple Pages
Break complex intake into up to 10 pages with a progress bar, an optional review page where respondents confirm their answers, and a custom confirmation page or redirect after submission. Partial submissions auto-save in the respondent's browser, so a long assessment can be finished later instead of abandoned.
Branding & Sharing
Share Branded Forms Anywhere Your Audience Is
Publish a form with a shareable link or embed it on your website with an embed snippet—your logo, a clickable logo link, and the option to remove SmartSuite's own branding on paid plans. Passcode protection keeps sensitive forms limited to the audience you intend, and shared forms open inside the SmartSuite mobile app.
Guests submitting shared forms never count against your billable users.
Prefill & Automation
Prefill Forms and Trigger Workflows on Submission
Generate URLs that arrive with fields already populated—including hidden fields—so an approval form opens with the requestor, project, and cost filled in. Prefilled links can be produced dynamically from Button and Formula fields elsewhere in your Solution.
On submission, the "When a Form is Submitted" trigger hands the new Record to your Automations—routing, notifying, and generating documents without a human in the loop.
Forms
Intake is where governance starts—or breaks. Forms give GRC teams a standardized front door for attestations, risk intake, and third-party assessments, with every submission structured and traceable from the first field.
Send employees a passcode-protected attestation form with the policy embedded as rich text and a signature field. Every acknowledgment lands as a Record tied to the policy—evidence you can produce on demand.
A multi-page vendor questionnaire uses conditional sections to ask deeper questions only when a vendor handles sensitive data, and auto-save lets vendors complete long assessments across sessions.
A public form lets any employee or guest report a concern without a SmartSuite account. Conditional fields surface follow-up questions only when the report involves a named policy or business unit.
Embed an exception-request form with cascading Linked Record fields—choosing a policy narrows the related controls—so requests arrive scoped and routed to the right owner from the start.
Connect Forms to Automations so each submission creates review tasks, notifies the accountable owner, and generates a PDF acknowledgment—intake to remediation with zero manual handoffs.
Forms is a SmartSuite view type that collects data through customizable, shareable forms. Submissions write directly into the underlying Table as structured Records, so intake data is immediately available to Views, Dashboards, and Automations.
Yes. Forms can be shared by public link or embedded on external websites, and respondents don't need a SmartSuite account. Shared form submissions don't incur user charges, and passcode protection is available when access should be limited.
Yes. Fields, sections, images, and videos can be shown or hidden based on prior answers, and Linked Record fields support cascading filters that narrow options in dependent fields. Respondents see only what's relevant to them.
Yes. A form can include up to 10 pages—input pages, an optional review page, and a confirmation page—with a progress bar shown as dots or numbered steps. Partial submissions auto-save in the respondent's browser.
Yes, on paid plans. You can replace the SmartSuite logo with your own, make it a clickable link, and remove the "Powered by SmartSuite" footer branding so embedded forms match your site.
Yes. URL parameters prefill most field types—including hidden fields—and dynamic prefilled links can be generated from Button and Formula fields, so approval and follow-up forms open with context already completed.
Members with the Solution Manager role create and manage Forms. Each form can be kept private to its creator or made public so other Full Access Members and above can edit it.
SmartSuite doesn't offer native payment collection on forms. Teams that need payments typically connect a processor like Stripe through automation platforms such as Zapier or Make after submission.
Standardize Intake in Hours—Not Weeks
Build your first form, share it anywhere, and watch every submission arrive as structured, workflow-ready data.