AI Automation: AI Workflow Agent BETA

We’re introducing a powerful new automation action - AI Workflow Agent: Custom Prompt - that enables SmartSuite users to design custom AI tasks by writing their own prompts and defining structured outputs. This action provides deep flexibility to tailor AI processing to specific business needs using any connected LLM provider. Whether you're translating text, analyzing compliance documents, or summarizing customer feedback, the Custom Prompt action lets you build advanced, context-rich interactions with AI directly in your workflows.
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BETA Availability Notice

• For a limited time, AI Workflow Agent is available in all workspaces
• During the beta period, we do not recommend using this for mission-critical workflows
• Once generally available, this feature will be exclusive to paid workspaces
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Key highlights

• Select from a variety of LLM platforms and models
• Bring your own API key
• Combine custom prompt text + SmartSuite field variables
• Use input from any prior step, including multi-record data
• Support for text, numbers, files, emails, and more
• Choose between raw text or structured data responses
• Pass in file attachments (like PDFs or images) to models that support them
• Outputs are field-type matched for downstream actions
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How it works

• Select a Provider & Model: Choose your LLM provider (e.g., OpenAI) and a specific model (e.g., GPT-4o) for each action
• Authorize Connections: Add and manage API key-based connections, shared at the solution level
• Build Your Prompt: Compose a prompt using static text and dynamic field values from prior steps
• Define Output Format: Choose between simple or custom output types, such as JSON objects or value lists
• Test and Validate: Prompts are checked against model capabilities and automation structure
• Leverage Output: Feed structured AI responses into downstream steps like updating records or sending emails
• Handle Errors Gracefully: Invalid configurations are flagged, ensuring automation reliability
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The AI Workflow Agent action brings the full power and flexibility of modern LLMs to SmartSuite automations. With rich support for dynamic field inputs, structured outputs, and multiple AI providers, users can now craft intelligent workflows that automate complex tasks - from translations and summaries to calculations and classifications. This is a foundational step toward deeply integrated, intelligent automation in SmartSuite.