SmartDoc Collaboration — Write Together, in Real Time
Collaborative Mode activates the moment a second editor opens a SmartDoc—syncing every edit instantly, showing each contributor's cursor, and protecting unsaved work.
What Is SmartDoc Collaboration?
SmartDoc Collaboration is the set of real-time co-editing, commenting, and sharing capabilities built around SmartDoc Fields and Document View. It lets multiple people work in the same document at once—with color-coded cursors, instant sync, inline comments, and @mention notifications—so distributed teams write together instead of trading copies. Collaborative Mode is available on all SmartSuite plan types and works everywhere SmartDocs does.
Collaborative Mode
Co-Edit Documents in Real Time—No Toggle Required
Collaborative Mode activates automatically as soon as two or more people edit the same SmartDoc Field—there is nothing to switch on. Edits made by one person are immediately visible to everyone else, even before the document is saved, and each collaborator appears with a unique color for their cursor and recent changes.
Contributions stay easy to tell apart, so a team can draft a proposal, plan, or policy together in a single pass.
Comments & Mentions
Route Feedback with Inline Comments and @Mentions
In Document View, reviewers leave inline comments directly on the text—then reply, edit, resolve, or delete them as the discussion moves forward. @mention any Member or Team from inside the document to send a notification the moment input is needed.
Feedback lives with the document, not in a separate email thread.
Sharing & Safeguards
Share Documents Securely and Never Lose an Edit
Share a Record and its SmartDoc content with a direct link—recipients need a SmartSuite Member account with at least Viewer permission, so access stays governed. Any collaborator can save, and if someone exits without saving, their edits are retained.
Activity History logs every SmartDoc edit and its author over time, giving reviewers a clear record of who changed what.
SmartDoc Collaboration
Policy reviews, audit responses, and sign-offs are where GRC teams lose time to version chaos. SmartDoc Collaboration keeps every contributor in one document, with access controlled and edits logged.
Route a draft policy to reviewers who comment inline, resolve threads as language is settled, and @mention approvers for sign-off—all inside the governed document rather than an email chain.
Multiple control owners contribute answers to an audit request in the same SmartDoc at the same time, with color-coded cursors showing who is writing which section.
Workshop participants record threats, impacts, and mitigations in the same SmartDoc as the discussion happens—everyone edits simultaneously, and no one's notes are overwritten.
Control owners review an updated procedure in Document View, leaving inline comments on specific steps and resolving each thread as fixes land.
Pair SmartDoc Collaboration with Activity History to keep a full log of document edits and authors—useful when a policy's change history matters to auditors.
Policy reviews, audit responses, and sign-offs are where GRC teams lose time to version chaos. SmartDoc Collaboration keeps every contributor in one document, with access controlled and edits logged.
SmartDoc Collaboration is the real-time co-editing, commenting, and sharing capability built around SmartDoc Fields and Document View. It lets multiple people edit the same document simultaneously, comment inline, @mention teammates, and share documents by link—with access governed by SmartSuite permissions.
Automatically. As soon as two or more users open and edit the same SmartDoc Field, Collaborative Mode activates on its own—no manual toggle, setting, or invitation is required.
Yes. Each collaborator is shown with a unique color for their cursor and recent edits, so contributions are easy to tell apart while everyone works in the same document.
Their edits are retained for the collaborators still in the document. If the last remaining collaborator leaves without saving, the document reverts to its original content—and any collaborator can save at any time with the Save button or Ctrl+S.
Yes. Document View supports inline commenting with reply, edit, resolve, and delete actions, and @mentions notify individual Members or Teams directly from within the document.
Anyone who opens the link must have a SmartSuite Member account with at least Viewer permission on the Record. Sharing works from the Record's 3-dot menu, the Auto Number field, or by copying the browser URL—access always stays inside your permission model.
Yes. Collaborative Mode is available on all SmartSuite plan types, and commenting and sharing follow the access levels Members already have on the Record or Field.
Stop Trading Document Copies
Open the same SmartDoc, write together in real time, and keep every edit—governed, logged, and in one place.