Configure and Use SmartCards

SmartCards let users save and quickly access frequently used object records from a single location. Administrators configure which fields display on each SmartCard, and users can create, edit, and share SmartCards with other users or roles, then access them from the User Menu.

Who: Any user with permission to access SmartCards. Global administrators configure SmartCard settings.

When to Use SmartCards

Use SmartCards when:

• A collection of records needs to be saved for quick, repeated access. 
• A set of frequently used records needs a bookmark-style reference point. 
• A specific set of records needs to be shared with a team or role so members can reference the same records without searching individually. 
• Records from multiple object types, such as User, Organization, or Transaction records, need to be grouped together for quick navigation.

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Configure SmartCard Display Settings

SmartCards display up to three fields per record.

To configure which fields appear on SmartCards for each object type:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
2. Locate the System Configuration section, and then click SmartCard.
3. Click the Display Settings tab and select the object type from the first drop-down menu.
4. Click the Edit Object Type Display Settings [wrench] icon.
   • A SmartCard display item appears on the right panel. All standard and custom fields for the selected object type appear on the left panel.
5. Select a filter from the second drop-down menu to filter the fields shown on the left panel.
   • Options include standard fields, common custom fields, or Type/Role/Category-specific custom fields.
6. Click the applicable fields and drag and drop them onto the SmartCard display item.
   • To remove a field, click the X icon to the right of the field name.
7. Click Save, and then click OK.

To remove the entire SmartCard display item, click the delete [trash] icon in the top right of the SmartCard display item, and then click Save.

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Add a Record from a Single Object

To add a single object record to a SmartCard:

1. Navigate to the relevant record to add to a SmartCard.
2. Click the Actions drop-down menu and select Add to SmartCard.
3. Click an existing SmartCard to add the record, if a SmartCard already exists for that object type.
   • Alternatively, create a new SmartCard following the steps in Create a New SmartCard.

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Add Records from a List View

To add multiple object records to a SmartCard from a list view:

1. Navigate to the list view for the object type to add to a SmartCard.
2. Check the box next to the relevant records.
3. Click the Add to SmartCard [star] icon in the Action Bar.
4. Click an existing SmartCard to add the record, if a SmartCard already exists for that object type.
   • Alternatively, create a new SmartCard following the steps in Create a New SmartCard.

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Create a New SmartCard

If no SmartCard exists for the selected object type when adding a single object record or multiple object records, create a new SmartCard. 

1. Click the Title field and enter a name for the SmartCard.
2. Click the Icon Style field and select the relevant option from the drop-down menu.
   • Click the Example icon next to the Icon Style field to view the style options.
3. Click the Icon field and select the relevant option from the drop-down menu.
4. Locate the Share With Users field, click the Lookup [binoculars] icon, check the box next to the relevant contacts, and then click OK.
5. Click the Share With Roles field and select the applicable roles from the drop-down menu.
   • This field is optional.
6. Toggle Allow other users to edit and share this card on.
   • This field is optional.
7. Toggle Send notification to shared users when this card is updated on.
   • This field is optional.
8. Click Add to New SmartCard.

The SmartCard screen refreshes, showing the new SmartCard on the left and the create new options on the right.

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Access SmartCards

To access SmartCards:

1. Click the User Menu in the upper navigation bar, and then select SmartCards from the drop-down menu.
2. Click the My SmartCards tab to see the SmartCards you created.
3. Click the Shared with Me tab to see the SmartCards created by other users and shared with you.
4. Click any record listed in the SmartCard to navigate directly to that record.

If a SmartCard contains more records than fit on screen, click the arrow icon at the bottom to scroll through all records.

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Edit, Delete, or Share a SmartCard

SmartCards can be edited, shared, and the records can be deleted in the My SmartCards tab.

Edit the SmartCard

To edit the SmartCard:

1. Navigate to the My SmartCards tab using the steps outlined in Access SmartCards.
2. Click the three dot icon to the right of the SmartCard name.
3. Click Edit.
4. Make any necessary edits, and then click the Save icon.

The SmartCard can be deleted by clicking the Remove [trash] icon in Edit mode.

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Share the SmartCard

To share the SmartCard:

1. Navigate to the My SmartCards tab using the steps outlined in Access SmartCards.
2. Click the three dot icon to the right of the SmartCard name.
3. Click Share.
4. Click the Roles field and select the applicable roles from the drop-down menu.
5. Click the Users field and start typing the name of the applicable user, or click the Lookup [binoculars] icon, check the box next to the applicable users, and then click OK.
6. Click Save.

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Remove a Record from a SmartCard

To remove a record from a SmartCard:

1. Navigate to the My SmartCards tab using the steps outlined in Access SmartCards.
2. Click the Remove [trash] icon to the right of the record.
3. Click Yes.

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