Step-by-Step Setup
Connect SmartSuite as Data Source
Authenticate with SmartSuite credentials to authorize DocsAutomator access to your account.
Select Google Doc Template
Every automation in DocsAutomator needs a Google Doc template. You can start from scratch, use pre-designed templates, or browse the template gallery.
Configure Workspace and Table
Select your workspace, solution, and primary data table. DocsAutomator’s SmartSuite integration differentiates between a primary table and linked tables.
Set Document Name and Attachment Field
Configure the following:
- Document name field: Controls generated document naming (formula fields recommended for unique naming)
- Attachment field: Specifies PDF storage location
When using native SmartSuite actions, these settings are configured within automation steps.
Map Fields and Line Items
Map template placeholders to SmartSuite fields. Use AI mapping for automatic field matching. Line items appear when properly defined and linked fields exist.
Create Previews
Generate document previews using up to 50 automatically loaded records, with search capability across all records.
Configuring SmartSuite Automation
Add API Key
Get your API key from workspace settings.
Key Configuration
API Key Location: https://app.docsautomator.co/settings/workspace/api
Field Type Reference
Text Fields
| Field Type | Output Format | Notes |
|---|---|---|
| Text | Unmodified | Text displays as-is |
| Text Area | Unmodified | Multi-line text |
| Record Title | Unmodified | Primary field value |
| Full Name | Title First Middle Last | Combined name parts. Individual components accessible via field.first_name, field.last_name, etc. |
| Address | Street, City, State, Zip, Country | Combined address parts. Individual components accessible via field.location_city, field.location_state, etc. |
| Phone | Number (Number, ...) | Comma-separated if multiple |
email@example.com | Comma-separated if multiple | |
| Link/URL | url1, url2 | Comma-separated if multiple |
| IP Address | 192.168.1.1 (US) | Includes country code if available |
| Social Network | Facebook: user, Twitter: user | Lists each network with username |
| SmartDoc (Rich Text) | Rich text | Preserves formatting when used with Google Doc templates |
| Checklist | ☑ Item 1\n☐ Item 2 | Checked/unchecked icons with content |
| Color Picker | Name: #hex, #hex | Includes color name if set |
Number Fields
| Field Type | Output Format | Notes |
|---|---|---|
| Number | 299.99 | Respects locale formatting settings |
| Currency | $299.99 | Symbol and precision from SmartSuite field config |
| Percent | 75% | Appends % symbol |
| Percent Complete | 75% | Appends % symbol |
| Number Slider | Numeric value | Raw number |
| Rating | ⭐⭐⭐ / 🚩🚩 / ❤️❤️ / etc. | Emoji format matches SmartSuite display format (stars, flags, hearts, thumbs up, smileys, numbers, rectangles) |
| Vote | 5 | Total vote count |
| Count | Numeric value | Count of linked records |
Date & Time Fields
| Field Type | Output Format | Notes |
|---|---|---|
| Date | 21/05/2024 | Format respects automation locale, date format, and time zone settings. Includes time if configured in SmartSuite |
| Date Range | 01/01/2024 to 01/31/2024 | From and to dates, includes time if configured |
| Due Date | 01/31/2024 (Overdue) | Includes completion/overdue status |
| Duration | 2:05:30 | Hours:minutes:seconds format |
| Time | Unmodified | Time value as-is |
| Time Tracking | 2h 5m 30s | Total tracked duration |
Selection Fields
| Field Type | Output Format | Notes |
|---|---|---|
| Single Select | Label text | Resolves internal value to display label |
| Multiple Select | Label 1, Label 2 | Comma-separated labels |
| Tags | Tag 1, Tag 2 | Comma-separated tag labels |
| Status | Label text | Resolves internal value to display label |
| Yes/No | ✅ or ❌ | Icon reflects checked/unchecked state |
Reference Fields
| Field Type | Output Format | Notes |
|---|---|---|
| Linked Record | Record 1, Record 2 | Primary field values of linked records |
| Lookup | Varies | Matches the looked-up field’s format. Lookup of file fields returns images |
| Rollup | Varies | Matches the target field’s format. Rollup of file fields returns images |
| Formula | Varies | Output depends on the formula’s result field type |
| User | Full Name, Full Name | Resolves user IDs to full names |
| Sub-Items | 3 | Returns count of sub-items |
| Dependency | Predecessors: id1 Successors: id2 | Lists predecessor and successor record IDs |
File & Image Fields
| Field Type | Output Format | Notes |
|---|---|---|
| File | Image(s) | Map to image placeholders ({{image_*}}). Multiple files supported |
| Signature | Image or text | Drawn signatures are embedded as images. Typed signatures render as text with a typewriter-style font. Map to image placeholders |
System Fields
| Field Type | Output Format | Notes |
|---|---|---|
| Auto Number | Numeric value | Auto-incrementing ID |
| Record ID | Unmodified | SmartSuite record ID |
| First Created | 3/24/2026, 2:30:00 PM by Name | Date and creator |
| Last Updated | 3/24/2026, 2:30:00 PM by Name | Date and updater |
| Comments Count | Numeric value | Number of comments |
FAQ
How can I sort line items?
How can I sort line items?
Sorting configuration occurs via the “Sort” option within linked field settings in SmartSuite.
E-Signatures and PDF Templates
DocsAutomator supports e-signatures with all data sources, including SmartSuite. After generating a document, you can automatically route it for signing. DocsAutomator also supports PDF templates in addition to Google Doc templates.
Next Steps
Template Guide
Learn the template syntax
Line Items
Add tables and repeating rows