Master SmartSuite Automations: Finding Records & Boosting Workflow 😎

Master the 'Find Records' Action with SmartSuite Automation

Imagine if you could automate a significant part of your workflow and boost your productivity efficietly and seamlessly. If unlocking the full potential of your SmartSuite automation is what you seek, this blog will help you understand how to effectively harness the power of the 'Find Records' action in SmartSuite.

SmartSuite Automation - Adding Efficiency to Your Workflows

Before we delve into the specifics of the 'Find Records' action, it's worth reminding the advantages of using automation tools like SmartSuite for your business. It not only relieves you from repetitive tasks but also enhances your workflows, saving countless hours, and leaving you free to focus on more strategic tasks.

Breakdown of the Find Records Action in SmartSuite

The 'Find Records' action allows you to create more precise automations by searching for specific records in your tables and acting on them based on your designated criteria. This function allows you to manipulate data and automate workflows in a more targeted manner.

There are two fundamental ways you can use the 'Find Records' function in SmartSuite.

1. You can choose to find a single record.
2. You can opt to find multiple records.

The choice depends on your automation requirements and what you intend to accomplish with the data located in subsequent steps of the automation.

Here is a step-by-step breakdown of each method:

Finding Multiple Records

If you want to locate and update multiple records based on specific criteria, you need to set the 'Find Records' action to 'multiple records'.

Here are the steps:

1. Set up your automation to run at scheduled intervals.
2. Use the 'Find Records' function and choose multiple records.
3. Set your conditions. For instance, you may want to find opportunities that are marked as 'closed one' but without a specified close date.
4. Once the records fitting these criteria are found, you can set SmartSuite to update all these records simultaneously.

Remember, at present, the list of records that the 'Find Records' tool finds in the multiple record search cannot be used in subsequent steps of the automation.

Finding a Single Record

If your automation requires information from a specific record, you should set 'Find Record' to locate a single record. With this method, you can use the searched information in subsequent steps of the automation.

Follow these steps:

1. Set your conditions. This could be when an opportunity's stage is updated to 'closed one' and a region is specified.
2. Next, use the 'Find Records' function to locate a single record in your chosen table.
3. Finally, update the record identified in the trigger with the information found in the previous step.

Remember, the single record 'Find Records' function allows you to apply the found information to other parts of your automation.

Improving Automations With SmartSuite

Navigating the 'Find Records' function in SmartSuite can add tremendous value to automations for your business. It's a simple yet powerful action that can drastically reduce your workload, only requiring you to set up your conditions and let the software execute your desired actions.

However, building it on your own may seem overwhelming at first. But not to worry, we provide a professional and expert hands-on approach to implement SmartSuite for you. We offer an array of services to streamline your transition to autonomous operations, allowing you to focus on the core of your business.

So why wait? Embrace the efficiency and precision of SmartSuite automations and take your productivity to newer heights!