SmartDocs — Documents That Live Where the Work Happens
Write policies, runbooks, briefs, and knowledge articles in a block-based editor built into every Record—structured with headings and embeds, co-edited in real time, and exported to clean PDFs.
What Is SmartDocs?
SmartDocs is SmartSuite's native, block-based rich-text document editor, available as a SmartDoc Field on any Record and as a full-canvas Document View inside a Table. It lets teams create free-form documents—text, tables, callouts, embeds, and checklists—directly in the work platform instead of a disconnected file or external doc tool. SmartDocs is included on every SmartSuite plan as part of the SmartSuite platform.
Block-Based Editing
Write Structured Documents with Headings, Lists, and Markdown
Six heading levels turn long documents into collapsible, nested sections—collapse an H1 and everything beneath it folds away—while an auto-generated table of contents lets readers jump straight to the section they need. Format as you type with markdown shortcuts, or open the slash menu to insert bulleted lists, numbered lists, and checklists.
Character formatting covers bold, italic, underline, and strikethrough, with 10 text colors, 10 highlight colors, and left, center, or right alignment—so procedures and policies read exactly the way you intend.
Rich Blocks & Embeds
Embed Tables, Callouts, Code, and Files Without Leaving the Doc
The slash menu inserts tables, quote blocks, colored callouts with icons, divider lines, and code blocks with syntax highlighting. Embed images, GIFs, videos, and whiteboards inline, and attach files from your device, Dropbox, or Google Drive by drag-and-drop or picker.
Emoji shortcuts and Grammarly compatibility keep the writing itself fast, clean, and on tone.
Connected Content
Link Documents to Records, Views, and the People Doing the Work
A SmartDoc is not a disconnected file—it lives on the Record it describes. Link to any SmartSuite Record or saved View from inside the text, add external URLs, and @mention Members or Teams to notify them the moment their input is needed.
When two or more people open the same SmartDoc, Collaborative Mode activates automatically—syncing edits and showing each collaborator's cursor in real time.
Document View
Give Long-Form Content a Full-Canvas Document View
Document View turns a SmartDoc into a standalone workspace inside a Table—a shared canvas independent of any single Record. Adjust fonts, sizes, and document width, toggle cover images and timestamps, and set granular per-Member visibility and edit permissions.
Version History tracks every change and restores prior edits, so a policy page or team wiki keeps its full lineage.
Export & Reuse
Export SmartDocs to PDF and Reuse Content Across Workflows
Export any SmartDoc to a clean PDF that preserves its rich-text formatting—available from the 3-dot menu to anyone with View access. Activity History records how each document has been edited and by whom over time.
Finished documents feed the rest of the platform: reference them alongside Document Designer templates, link them from other Records, or attach them to Automations.
SmartDocs
GRC programs run on documents—policies, procedures, control narratives, and review notes all need structure, ownership, and history. SmartDocs keeps them attached to the Records and workflows they describe.
Author policies as Document View pages with cover images, per-Member permissions, and Version History. Every revision is tracked, so the current policy and its full lineage sit one click from the controls it governs.
Write control descriptions, test narratives, and reviewer notes in a SmartDoc Field on each control Record. @mention control owners for input, then export finished narratives to PDF for auditors.
Build recovery procedures with collapsible sections, checklists, and an auto-generated table of contents, so responders jump straight to the right step during a disruption.
Draft the remediation narrative directly on the finding Record—root cause, actions taken, and verification steps in one structured document, co-edited by everyone who worked the issue.
Pair SmartDocs with SmartDoc AI Copilot to generate first drafts, summaries, and rewrites from a slash command—then refine them with the full block-based editor.
GRC programs run on documents—policies, procedures, control narratives, and review notes all need structure, ownership, and history. SmartDocs keeps them attached to the Records and workflows they describe.
A SmartDoc is SmartSuite's block-based rich-text document, available as a Field on any Record or as a standalone Document View inside a Table. It supports headings, lists, tables, callouts, code blocks, embeds, checklists, and @mentions—so documents live in the same platform as the work they describe.
A SmartDoc Field attaches a document to an individual Record; Document View is a shared, full-canvas document inside a Table, independent of any single Record. Document View adds adjustable fonts and width, cover images, granular per-Member visibility and edit permissions, and Version History for tracking and restoring changes.
Yes. Collaborative Mode activates automatically when two or more people edit the same SmartDoc—edits sync in real time and each collaborator's cursor appears in a unique color. See SmartDoc Collaboration for commenting, sharing, and save safeguards.
Yes. From the SmartDoc's 3-dot menu, export the content to a clean PDF that preserves rich-text formatting. Export is open to anyone with View access to the Record.
Yes. Markdown shortcuts apply formatting inline as you type—headings, bulleted and numbered lists, code fences, and more—while the slash menu covers everything else, from tables and callouts to embeds and a table of contents.
Creating, editing, or deleting SmartDoc Fields is restricted to Workspace Administrators, Solution Managers, and Solution Creators. Any Member can view a SmartDoc they have access to, and attach, view, or download files within it.
Yes. SmartDocs—including rich-text features and collaborative editing—is available on all SmartSuite plans, from Team through Enterprise.
Yes. An AI content-generation slash command is built into the editor through SmartDoc AI Copilot, which drafts, summarizes, and rewrites content inside the document you are working in.
Write Your Next Policy Where the Work Already Lives
Draft it in a SmartDoc, route it with @mentions, and publish it with Version History—no external doc tool required.