SmartSuite

The DocsAutomator integration in SmartSuite is the most powerful and intuitive way to create invoices, reports, contracts, certificates, and just about any document from your SmartSuite data. The integration operates on a primary table and linked table basis, enabling documents generated from main records with data lists (“line items”) sourced from connected fields/tables.

Step-by-Step Setup

Create Automation

Begin by establishing a new automation within DocsAutomator’s dashboard.

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.

Configure SmartSuite Automation

Set up the automation in SmartSuite following the steps below.

Configuring SmartSuite Automation

Access Automations

Navigate to Automations via the solution title menu in SmartSuite.

Define Trigger

Set up trigger conditions (example: “Yes/No field = Yes”).

Add DocsAutomator Action

Select DocsAutomator native action.

Add API Key

Get your API key from workspace settings.

Configure Document Naming

Set up how documents will be named.

Add Update Action

Add a subsequent “update records” action for PDF storage.

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	`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?

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.

Getting Started

Integrations

Features

Use Cases

Account & Billing

Resources

Step-by-Step Setup

Configuring SmartSuite Automation

Key Configuration

Field Type Reference

Text Fields

Number Fields

Date & Time Fields

Selection Fields

Reference Fields

File & Image Fields

System Fields

FAQ

E-Signatures and PDF Templates

Next Steps

Template Guide

Line Items

​Step-by-Step Setup

​Configuring SmartSuite Automation

​Key Configuration

​Field Type Reference

​Text Fields

​Number Fields

​Date & Time Fields

​Selection Fields

​Reference Fields

​File & Image Fields

​System Fields

​FAQ

​E-Signatures and PDF Templates

​Next Steps

Template Guide

Line Items

Step-by-Step Setup

Configuring SmartSuite Automation

Key Configuration

Field Type Reference

Text Fields

Number Fields

Date & Time Fields

Selection Fields

Reference Fields

File & Image Fields

System Fields

FAQ

E-Signatures and PDF Templates

Next Steps