So you now that you've started to use SmartSuite within your team, and everyone wants to build something, how do you choose and control the rollout of new SmartSuite applications? This showcase explains how to create an effective rollout strategy for SmartSuite applications that works for your team.
This Video's Chapters:
0:00- Intro to Showcase
0:28- Where to Find Showcase Templates
0:46- Buildout Goals & Overview
1:20- Internal Request Form
2:08- Requesting More Information Email Automation
2:50- Automation to Create Project & Tasks
4:10- Permissions
5:37- Recap
Video Details:
Introduction and Overview
Welcome to the SmartSuite Showcase! This series provides insights into how customers are utilizing SmartSuite, based on recent work by our onboarding team. In today's episode, we'll explore how to manage incoming project requests using SmartSuite, enabling you to set up new projects and processes in a strategic and orderly manner.
Buildout Goals & Overview
When building out projects in SmartSuite, it's crucial to have clear goals:
- Ensure there's a valid business reason for using SmartSuite.
- Check compliance with company policies.
- Manage access levels appropriately.
- Test the solution thoroughly before releasing it to production.
These steps ensure that your project setup is efficient and compliant with organizational standards.
Internal Request Form
SmartSuite's internal custom requests app allows team members to submit new project requests via a form. This form can be shared easily, enabling users to include attachments and submit detailed requests. Once submitted, a record is created in SmartSuite, capturing all relevant information for review.
Requesting More Information Email Automation
If additional information is needed from the request submitter, SmartSuite's Automation Engine can send an email requesting clarification. By changing the status to "Needs Further Information," an automated email is triggered, ensuring that all necessary details are gathered efficiently.
Automation to Create Project & Tasks
Upon approving a project request, SmartSuite automates the creation of the project and associated tasks. This automation pulls information from the request and generates tasks necessary for implementation, streamlining the workflow and ensuring consistency across projects.
Permissions
Controlling permissions at the solution, app, and field levels is crucial for maintaining data security. SmartSuite allows you to set access restrictions so that only authorized team members can view sensitive information. This ensures that your projects are both secure and accessible to those who need them.
Testing and Production Readiness
Before deploying a solution, it's important to test automations and permissions thoroughly. Once testing is complete, changing the status to "Production Ready" notifies your team that the solution is ready for use. The solution guide serves as a documentation tool, detailing how the project should be used.
Recap
SmartSuite provides an organized approach to managing new project requests, ensuring structure and compliance throughout the process. By following these guidelines, you can effectively manage who needs access to project information and why, setting up projects with clarity and purpose.
Showcase Outro
We hope this showcase has provided valuable insights into managing new project requests with SmartSuite. If you have any questions or suggestions for future showcases, please leave them in the comments below. Thank you for tuning in, and we'll see you in the next episode!
