A Platform to Build and Maintain Workflows

Orchestration refers to how teams design, connect, and manage workflows across SmartSuite. It brings together data, tasks, automations, logic, and handoffs to ensure each process runs smoothly from initiation to completion—across teams, systems, and departments.

Automations handle discrete triggers and actions (e.g., send a message, update a record).
Orchestration is the end-to-end coordination of entire workflows, including dependencies, approvals, handoffs, stage transitions, and cross-solution interactions

Yes. Workflows can span Teams, Projects, GRC programs, ITSM processes, BCP playbooks, CRM operations, and more. Linked records, shared views, and multi-solution automations allow different teams to collaborate in a unified flow without losing data context.

SmartSuite supports everything from simple linear workflows to advanced multi-path processes with conditional logic, escalations, SLAs, looping actions, and system-to-system integrations. The platform is designed to scale with increasing operational complexity.

No. SmartSuite’s orchestration tools are fully no-code. Builders use drag-and-drop logic, field rules, automations, permissions, and solution configurations to structure workflows without writing scripts.

SmartSuite ensures reliability through required fields, conditional displays, automated assignments, notifications, approval checkpoints, SLAs, record permissions, and audit history. This creates a guided, controlled environment for critical processes.

Absolutely. Orchestrations combine human tasks (reviews, approvals, updates) with system-driven actions (notifications, integrations, record creation, status changes) to keep processes efficient without losing accountability or oversight.

Teams can monitor performance through dashboards, bottleneck analysis, record histories, automation logs, audit trails, and user feedback. Workflows can be updated safely without disrupting operations, helping organizations optimize over time.

AI is embedded directly into the platform — working inside your workflows, automations, records, and data model. It enhances the way work flows rather than acting as a separate tool or add-on.

Any workflow that involves text-heavy content, decision-making, prioritization, risk evaluation, or repetitive review steps benefits immediately. Common examples include GRC, ITSM, project management, vendor management, audits, support operations, and cross-team processes.

No. AI in SmartSuite is assistive—not autonomous. It generates recommendations, summaries, classifications, or next steps, but human users remain fully in control of approvals, edits, routing, or updates.

Yes. AI only operates on the data a user already has access to. It respects SmartSuite’s solution-level, table-level, record-level, and field-level permissions at all times.

Yes. SmartSuite supports a Bring Your Own LLM (BYO-LLM) approach that allows organizations to use the AI models they trust—including OpenAI, Anthropic, AWS Bedrock models, IBM, and private enterprise deployments.

SmartSuite enforces strict data boundaries, never trains external models on your data, provides access controls for where AI can be used, and maintains an audit trail for AI-assisted updates. This aligns with enterprise-grade security and compliance expectations.

Yes. AI can help teams build new workflows in SmartSuite Studio by translating plain-language descriptions into structured solutions with tables, fields, views, and initial logic. Users can refine and adapt everything before deploying.

Yes. SmartSuite can summarize documents, extract key insights, highlight risks, identify next steps, and convert unstructured content into structured data fields—all while staying within your permission model.

AI enhances automations by enabling smarter routing, classification, enrichment, normalization, translation, and interpretation of incoming data. This makes complex workflows more adaptive and context-aware.

Customers use AI to summarize assessments, extract findings, generate remediation tasks, classify tickets, identify missing data, calculate risk scores, produce executive summaries, predict bottlenecks, enrich records, and convert conversations or documents into structured data.

SmartSuite allows multiple users to work on the same record simultaneously, with instant updates, in-line comments, mentions, and activity tracking. Every change is visible in real time, ensuring teams stay aligned without version conflicts.

Each record includes a threaded comment system, @mentions, attachments, reactions, and activity history. This keeps discussions tied to the work itself—no more searching through email or chat to find context.

Yes. SmartSuite supports Guest Users who can be granted access to specific Views, Dashboards, and Interfaces. They can update assigned tasks and interact with permitted content without accessing the full workspace.

Teams can use Views, Folders, and Dashboards to centralize the discussion around projects, risks, incidents, requests, tickets, or any workflow. Permissions ensure each group sees only what’s relevant to their responsibilities.

SmartSuite provides in-app notifications, email alerts, mobile push notifications, and automated reminders. Notifications trigger when users are mentioned, assigned tasks, or workflows reach key stages—keeping everything on track.

Yes. Automations can assign tasks, notify channels, trigger approvals, generate documents, distribute updates, and sync changes to Slack, Teams, or other collaboration tools. This reduces manual follow-up and accelerates handoffs.

Record Activity History logs every change—including who made it, when, and what the previous value was—for up to three years (depending on the plan). Comments, attachments, and workflow actions are all captured to maintain a complete audit trail.

SmartSuite separates responsibilities through role-based permissions, Interface-level access, organized Views, and clear ownership fields. Shared workflows remain structured and governed, even when multiple departments contribute.

SmartSuite dashboards pull directly from your live workflows—projects, risks, incidents, tickets, assets, controls, requests, or any table—so every metric, chart, and visualization reflects the most current operational reality. There’s no exporting, syncing, or manual refresh required.

Yes. Dashboards are cross-solution by design. You can pull metrics, charts, lists, calendars, or KPIs from any table across your workspace, making them ideal for executive rollups, PMO oversight, GRC reports, ITSM health, or multi-department programs.

Permissions flow directly from your underlying data model. Users only see the records and fields they have access to, even when viewing shared widgets or dashboards. This preserves confidentiality while still enabling broad visibility.

SmartSuite includes charts, graphs, gauges, KPIs, calendars, kanban boards, lists, record galleries, hero sections, banners, text blocks, filters, buttons, and embedded external content. This enables both analytical dashboards and page-like, narrative experiences.

Absolutely. Dashboards can be fully tailored by team, role, or department. You can create executive views, operational command centers, department-specific portals, customer-facing dashboards, and everything in between.

Yes. Users can filter, drill into records, expand views, pivot data, adjust date ranges, and explore linked information in context. Interactions always reflect the user’s permissions and the live state of your data.

Yes. Dashboards can be shared in a controlled, view-only mode with external stakeholders such as clients, partners, and auditors. Access remains secure, does not reveal underlying Solutions, and respects all permission rules.

Dashboards update automatically whenever your data changes, making them ideal for tracking KPIs, SLAs, compliance status, project health, risk exposure, capacity planning, and operational throughput. They act as a real-time system of record for your entire business.

SmartSuite provides multiple ways to connect with external systems, including native integration actions, webhook triggers, webhook actions, iPaaS partners (Make, Zapier, Relay, Workato, Bardeen, Integrately), and a fully documented REST API. This ensures compatibility with nearly any modern SaaS platform.

Native integration actions are built directly into SmartSuite and allow you to send messages, post updates, create files, schedule events, and sync data without additional tools. They are ideal for high-volume, low-latency workflows where reliability and simplicity are critical.

iPaaS tools like Make, Zapier, Relay, Workato, and others act as orchestration layers between SmartSuite and external systems. They enable multi-step logic, branching, transformations, batch processing, and complex enterprise integrations, all without writing code.

Webhooks allow SmartSuite to receive data from external systems (triggers) or send structured payloads out to other systems (actions). This is ideal for real-time events like ticket creation, risk updates, deployments, approvals, or third-party alerts.

Yes. SmartSuite offers a secure, well-documented REST API that enables developers to retrieve, create, update, and manage data programmatically. The API supports large-scale integrations, system migrations, custom applications, and embedded platform use cases.

API usage and automation runs include plan-based limits designed to ensure system performance and workspace stability. SmartSuite includes throttling, run monitoring, and alerts to help teams manage usage at enterprise scale.

SmartSuite uses encrypted communication, OAuth-based authentication (when supported), IP allowlists, granular permissions, audit logs, and token-based access controls. Integrations follow the same security standards that protect the SmartSuite platform itself.

Often, yes. Teams frequently consolidate project tools, ticketing systems, reporting tools, spreadsheets, and form builders into SmartSuite—while still integrating with mission-critical systems like cloud storage, messaging platforms, CRMs, IDPs, and service desks.