Records — Every Work Item With Its Full Context
Give each task, control, incident, and asset one structured home—field data, comments, files, and a searchable activity history together—so decisions happen where the work lives.
What Is Records?
A Record is the smallest unit of data in SmartSuite: an individual item within a Table—a single task, contact, control, or asset—holding a value for each of the Table's Fields plus its own activity history and communications. It helps GRC, IT, project, and business operations teams keep structured data and the conversation about it in one place—commented, tracked, and shareable. Record View and bulk record actions are available on every SmartSuite plan; Records live inside Tables.
Record View
Open Any Record Into a Full-Page Workspace
Expand a Record from any view—click the arrows beside the primary field in Grid View, press the spacebar on a selected cell, or click a card in Kanban—and it opens into a full-page Record View showing every Field, organized into Tabs and collapsible Sections.
Layouts are configurable too: single column, or double column split 50/50 or 70/30, matched to how the Record is actually read.
Collaboration Built In
Discuss, Assign, and Attach Without Leaving the Record
Every Record carries its own Communications panel: internal comments, field-level comments, file attachments, and—when enabled—email, all in one thread. @mention a teammate to assign work from a comment, and follow any Record to be notified when it changes.
The context and the conversation stay together, so nothing gets decided in a channel nobody can find later.
Change Tracking
Trace Every Change With Searchable Activity History
Each Record maintains a full Activity History—creation, updates, and detailed change logs—that any Member can search. Who changed the status, when the owner was reassigned, what the value was before: it is all on the Record.
For governed teams, that trail is the difference between recalling what happened and proving it.
Bulk Actions
Update Hundreds of Records in One Pass
Select multiple Records in Grid View and act on all of them at once: Update, Duplicate, Delete, Print, Export, or Copy. A bulk update works the way you'd want it to—edit the value on one selected Record and it applies across the whole selection.
Reassigning a queue or closing out a quarter takes one pass, not an afternoon.
Governed Layouts
Design Record Layouts Once, Govern Them Everywhere
Solution Managers arrange Fields by drag-and-drop, group them into named, collapsible Sections with descriptions, and set visibility rules for fields, sections, and tabs using AND/OR conditional logic based on other field values. Layout changes apply globally, so every Member sees the same governed structure.
Records can also be shared by link or email, printed with customizable options, and exported to PDF, Excel, CSV, or Google Sheets.
Records
In governed workflows, the Record is the system of record—each control, risk, and finding carries its own data, discussion, and audit trail.
Each control lives as a Record holding its framework mappings, test schedule, attached evidence, and a searchable history of every change—context an auditor can walk through in minutes.
Track findings as Records with owners, due dates, and remediation status. Comments and @mentions keep the discussion on the finding itself, not scattered across inboxes.
Every policy Record carries its review history—status changes, owner reassignments, and approval dates—so Activity History reconstructs the approval timeline without any manual logging.
Select the quarter's outstanding attestation Records and update their status in one pass, or bulk-reassign a departing owner's controls—checkbox selection and one edit applied to all.
Pair Records with Data Export to hand a filtered set of Records to auditors or executives as PDF or Excel—formatted output straight from the source of truth.
Open an exception Record to review its linked control, business justification, and approval comments in one place—then follow it to be notified as it moves to a decision.
In governed workflows, the Record is the system of record—each control, risk, and finding carries its own data, discussion, and audit trail.
A Record is the smallest unit of data in SmartSuite—an individual item in a Table, such as a task, contact, or control. It holds a value for each of the Table's Fields, plus its own comments, attachments, and activity history.
Record View is the expanded, full-page presentation of a single Record, showing all its Fields organized into optional Tabs and collapsible Sections. Open it from Grid View with the expand icon or spacebar, or by clicking a card in Kanban.
Yes. Checkbox-select multiple Records in Grid View and apply bulk actions: Update, Duplicate, Delete, Print, Export, or Copy. For a bulk update, edit the value on one selected Record and it propagates to the whole selection. Bulk actions are available to General Access users.
Yes. Every Record keeps a full Activity History covering creation, updates, and detailed change logs, and it is searchable. Retention is plan-based: one year on Team, two on Professional, and three on Enterprise.
Yes. Records can be shared via link or email, printed with customizable options, and exported to PDF, Excel, CSV, or Google Sheets—useful for client-facing reports and audit packages.
Yes. Solution Managers arrange fields by drag-and-drop, group them into sections, and set field, section, and tab visibility rules using AND/OR conditional logic. Layout changes apply globally to everyone viewing that record type.
Record capacity is plan-based: 5,000 Records per Solution on Team, 100,000 on Professional, and 400,000 on Enterprise. Deleted Records are recoverable from the Recycle Bin for 30, 45, or 60 days respectively.
Put Every Work Item's Full Story in One Place
Structured data, live discussion, and a searchable history—on every Record, from your first day on the platform.