Five steps to define workflows and connect SOPs in SmartSuite

Executive overview

Knowing your process is only half the battle — the real challenge is embedding it in your work management software so steps happen in the right order every time. SmartSuite offers four distinct ways to represent process phases inside a record, and five ways to attach SOPs to that process.

The right combination depends on process complexity, volume, and whether steps need separate assignees.

Match your structure to your process complexity, not to the most powerful option available.

Step 1: Choose where to build

• Start in a general task management area if you are new to SmartSuite
• For established processes, build a dedicated solution purpose-built for that workflow
• Use the SmartSuite template library as a starting point (e.g. the content marketing template)

Step 2: Map your process first

• Document every step before touching the software
• Group steps into fewer than five named phases or milestones
• Output: a clear list of ordered steps and named chunks — whiteboard, flowchart, or numbered list all work

Step 3: Represent your phases in SmartSuite (four options)

Option 1 — Sub items per phase

• Creates nested records inside a parent record, each with their own custom fields
• Best for tracking structured data per phase (e.g. an approval field per milestone)
• Limitation: no assignee field on sub items, so phase ownership is not surfaced in My Work
• Limitation: no default values, so phases must be added manually each time

Option 2 — Checklist item per phase

• Simplest option; each phase or step is a checklist entry
• Supports assignee and due date per item
• Supports default values, enabling repeatable templates
• Limitation: no custom fields beyond assignee and due date
• Best for repeatable or simple one-off processes; the default go-to choice

Option 3 — Field per phase

• Each phase becomes its own field (dropdown, checklist, signature, linked record, etc.)
• Maximum customisation: pick the best field type for each phase independently
• Supports default values on individual fields
• No implied sequence — steps can be completed out of order
• No built-in phase-level assignee
• Best for well-established, stable pipelines with a consistent small team

Option 4 — Linked record per phase

• Each phase is its own record in a separate app, linked back to the parent
• Most flexible: each phase record can hold its own fields, sub items, checklists, or further links
• Works for both task-tracking (assignees, due dates) and data-tracking use cases
• Limitation: no default linked values; requires automation or manual setup
• Adds complexity — two apps instead of one
• Best for complex projects where simpler options are insufficient

Step 4: Set up a central SOP library

• Create a dedicated app in SmartSuite where each SOP is its own record
• Store procedure text, steps, and reference material inside each record
• A free SOP template is available to get a running start on field structure

Step 5: Connect SOPs to your process (five options)

Option 1 — URL field

• Add a link or URL field to the record; paste SOP links directly
• Supports multiple links per field
• Simple to set up; allows basic reporting (filled vs blank)
• Downside: displays raw URLs, not record names; not visually appealing

Option 2 — Linked record field

• Connect SOP records to process records using a linked record field
• Shows SOP name on both sides; fully reportable (count, last updated, etc.)
• No default values available — requires automation or manual linking
• Best for low-volume, long-lived processes where setup effort is justified
• Not recommended for high-volume processes (e.g. hundreds of records per day)

Option 3 — Help text on a field

• Add the SOP link or reference inside a field's help text
• Appears on hover; keeps the interface clean
• Not clickable in all contexts; easy to miss
• Best when the SOP is optional or supplementary

Option 4 — SmartDoc field

• Add a SmartDoc field to the record; embed hyperlinks with descriptive anchor text inside the document
• Visually polished; supports default values for repeatable processes
• Downside: SmartDoc fields are large and take up vertical space
• Cannot report on whether the SOP link is present
• Best starting point for beginners connecting SOPs to records

Option 5 — Checklist with inline SOP link

• Paste the SOP URL directly as text inside a checklist item, adjacent to the task
• SOP is impossible to miss — it sits next to the work
• Supports default values; works well when each step has a different assignee
• Least visually polished; gets cluttered with multiple SOPs
• Best for high-volume processes or any one-off process where SOPs must be visible