SmartSuite hierarchy explained: solutions, apps, and records

Executive overview

Most people struggle to understand where to start in a new project management tool. SmartSuite mirrors the logic of pen-and-paper organisation — pieces of paper become apps, the bag holding them becomes a solution, and each row becomes a record.

The core insight: SmartSuite is a digital Ziploc bag — a solution holds related apps, each app holds records, and each record can expand far beyond what paper allows.

The three-level hierarchy

• Solution — the top level; a theme or problem you are solving (e.g. personal life organisation)
• App — one "piece of paper" inside the solution; tracks one type of data (e.g. tasks, birthdays)
• Record — a single row inside an app; can represent a task, a contact, an event, or anything else

Views: folding the paper without losing data

• Each app can be displayed in multiple layouts — grid, Kanban, calendar, card, map
• Views save a specific layout, filter, or highlight without changing the underlying data
• Conditional formatting lets you spotlight specific records (e.g. highlight all rows mentioning a person)
• Switch between views instantly; the raw data stays intact

Records: beyond the sticky note

• Records can be opened to reveal a full detail panel — no cramming into a one-line title
• Add a rich-text description with headings, formatting, and collapsible sections
• Custom fields extend each record: priority, effort, currency, phone, email, voting, and more
• Fields can be visible as columns or hidden inside the record only

Collaboration features inside records

• Every record has a comment thread — functions like a direct message chain
• Tag individuals or groups in comments to assign follow-up actions
• Action history logs every change to a record with an exact timestamp

Navigation shortcuts worth knowing

• Home (logo click) — returns to the full list of solutions from anywhere
• Search — finds any record, file, or comment across all solutions
• My Work (checkmark icon) — aggregates every record assigned to you, filterable by due date, priority, or solution
• Starred — bookmarks for frequently visited apps or views; one-click access from anywhere
• Notification centre — alerts for tags, comments, and mentions when collaborating