If two people see different record counts in the same solution, a view filter or a permission is hiding records from one of them. To count every record in a solution, open each table in a grid view with no filters and add up the counts.
Plan Availability | All plans. Record limits per solution depend on your plan; see SmartSuite Plans, Features and Pricing. |
Permissions | Solution Managers and Administrators: set table, view and record permissions and saved-view filters. |
Related Reading |
Why do two users see different numbers of records?
Check the view filters. Open the view each person uses and look for a filter that restricts records, for example "Assigned to: current user". Personal views can carry filters other people do not see.
Check permissions. Table, record and field permissions can hide records from a role or a member. Compare what each person is allowed to see.
Test. After changing the filter or permission, confirm both people see the same count.
How do I count the total records in a solution?
Open each table in the solution in a grid view.
Make sure no filter is applied to the view.
Note the record count shown for the table.
Add the counts of all tables together. The solution record limit applies to this combined total, not per table.
Frequently asked questions
Does the solution record limit count per table?
No. It is the combined total of records across all tables in the solution.
A user sees records in one view but not another. Why?
Each view has its own filters. Compare the filters of the two views.
Can a record be hidden from one person but visible to another?
Yes, through record-level permissions or an assignment-based filter.
Last verified: 21 Oct 2026, against SmartSuite Permissions and the pricing article in this help center.