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Data & Field Management
Assign and @-Mention Teams in Comments and Checklists
Comments and Checklist Items now support Team assignments and Team @-mentions, extending the Teams Field infrastructure from field-level assignments into the two most conversational surfaces in SmartSuite. Assign a Team to a comment or checklist item instead of picking a specific member, or @-mention a Team inline; every Team member gets an in-app notification and (if a Team Email is configured at the workspace level) one email goes to that address instead of individual member emails. ITSM service desks routing tickets to on-call teams, GRC compliance teams assigning control-review checklists to review committees, PMO leads @-mentioning cross-functional teams in project discussions, and HR teams distributing onboarding checklists across a Team all get first-class Team routing.
Key Highlights
- Team Assignments on Comments and Checklists: Assign a Team to a comment or checklist item exactly the way you'd assign a member. Every Team member receives an in-app notification; email routing follows the workspace-level Team Email setting (single address if configured, individual members if not).
- Team @-Mentions on Comments and Checklists: Type @followed by a Team name in a comment or checklist item; the mention resolves to the whole Team with matching notifications. Notification wording distinguishes mentions from assignments ("mentioned {Team} team" vs "assigned {Team} team").
- Same Governance as the Teams Field: Only active, non-deleted Teams that currently have Contributor or Assignee access to the record appear in the picker or @-mention list. Deleted or Inactive Teams are filtered out; the "Everyone" pseudo-team is never available.
- Team Email Deduplication: If a Team has a Team Email configured at the workspace level, that single address gets the email — no individual member emails. Multi-team memberships deduplicate cleanly so users aren't double-emailed when a Team Email address is in play.
- Full Audit Trail: Team assignments and mentions log in the record's activity history the same way Member assignments and mentions do — preserving traceability for compliance, incident post-mortems, and audit reviews.
How It Works
- Open a record and go to the Comments panel (or open a Checklist field and target a checklist item).
- Type @followed by a Team name in the comment field. The picker shows Teams that are active, non-deleted, and currently have Contributor or Assignee access to the record.
- Optionally check "Assign Comment" (or the equivalent on a checklist item) if you want the mention to be an assignment as well as a mention.
- Send the comment / save the checklist item. In-app notifications go to every Team member; email routes to the Team Email if configured, else to individual members (capped at 50 recipients).
- Resolve/reopen a Team-assigned comment the same way you'd resolve a member-assigned one. Team members see the resolution notification.
With Team assignments and @-mentions on comments and checklists, SmartSuite closes the gap between record-level Team routing (already available on the Teams Field) and conversation-level Team routing — the right responder can now be "whoever on this Team picks it up first" across every collaboration surface.