> ## Documentation Index
> Fetch the complete documentation index at: https://docsautomator.co/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# SmartSuite

> Create invoices, reports, contracts, and documents from your SmartSuite data

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.

<Frame>
  <iframe width="100%" height="400" src="https://www.youtube.com/embed/ZnyuJ8gQNng" title="SmartSuite Integration Overview" frameBorder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture" allowFullScreen />
</Frame>

## Step-by-Step Setup

<Steps>
  <Step title="Create Automation">
    Begin by establishing a new automation within DocsAutomator's dashboard.
  </Step>

  <Step title="Connect SmartSuite as Data Source">
    Authenticate with SmartSuite credentials to authorize DocsAutomator access to your account.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Configure Workspace and Table">
    Select your workspace, solution, and primary data table. DocsAutomator's SmartSuite integration differentiates between a primary table and linked tables.
  </Step>

  <Step title="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

    <Note>
      When using native SmartSuite actions, these settings are configured within automation steps.
    </Note>
  </Step>

  <Step title="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.
  </Step>

  <Step title="Create Previews">
    Generate document previews using up to 50 automatically loaded records, with search capability across all records.
  </Step>

  <Step title="Configure SmartSuite Automation">
    Set up the automation in SmartSuite following the steps below.
  </Step>
</Steps>

## Configuring SmartSuite Automation

<Steps>
  <Step title="Access Automations">
    Navigate to Automations via the solution title menu in SmartSuite.
  </Step>

  <Step title="Define Trigger">
    Set up trigger conditions (example: "Yes/No field = Yes").
  </Step>

  <Step title="Add DocsAutomator Action">
    Select DocsAutomator native action.
  </Step>

  <Step title="Add API Key">
    Get your API key from [workspace settings](https://app.docsautomator.co/settings/workspace/api).
  </Step>

  <Step title="Configure Document Naming">
    Set up how documents will be named.
  </Step>

  <Step title="Add Update Action">
    Add a subsequent "update records" action for PDF storage.
  </Step>
</Steps>

## Key Configuration

<Info>
  **API Key Location**: [https://app.docsautomator.co/settings/workspace/api](https://app.docsautomator.co/settings/workspace/api)
</Info>

## 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

<AccordionGroup>
  <Accordion title="How can I sort line items?">
    Sorting configuration occurs via the "Sort" option within linked field settings in SmartSuite.
  </Accordion>
</AccordionGroup>

## E-Signatures and PDF Templates

<Info>
  DocsAutomator supports [e-signatures](/features/docsautomator-esign) with all data sources, including SmartSuite. After generating a document, you can automatically route it for signing. DocsAutomator also supports [PDF templates](/docsautomator-basics/pdf-template-guide) in addition to Google Doc templates.
</Info>

## Next Steps

<CardGroup cols={2}>
  <Card title="Template Guide" icon="file-lines" href="/docsautomator-basics/google-doc-template-guide">
    Learn the template syntax
  </Card>

  <Card title="Line Items" icon="list" href="/features/line-items">
    Add tables and repeating rows
  </Card>
</CardGroup>