Solution Managers can add Record ID fields to any Table. SmartSuite generates a 24-character alphanumeric unique identifier for each record in a Table, and the Record ID field displays this value. Record IDs are read-only and cannot be changed.
Plan Availability | All plan types |
Permissions | Solution Managers: Can add and configure Record ID fields. |
Related Reading |
Record ID fields are used when unique identifiers are needed for referencing data. They're commonly used to update records in SmartSuite via export / import. This is because it is easy to match the unique Record ID values with data imported from CSV, Google Sheets, or Excel.
Adding a Record ID
From Grid View
Follow these steps to add a Record ID field in Grid View:
Click the + menu icon after the last column header or open the Column Menu by clicking on a column header's dropdown icon and then select "Add Field to the Right."
Select "Record ID," and a window will open to configure the field. You can optionally search for its name to quickly find it in the list.
From Record View
Follow these steps to add a Record ID field in the edit record view:
Click the “+” sign next to a current field to add a new field below.
Select Record ID from the list.
See a Record ID field being added in Edit Record View below:
Customizing the field
Solution Managers can opt to include labels - Prefix or Suffix values - with the Record ID field.
Note: To further customize the field see this article about Adding Help Text.
Unique Record ID Feature
Record ID is often used for search, sharing, and import / export purposes to ensure the right record is referenced. One shortcut you can use in Grid View - simply click into a cell with a Record ID to have the value automatically copied to your clipboard.
Practical Scenarios and Use Cases
1. Data Synchronization
Scenario: A company imports sales data from external spreadsheets weekly.
Solution: Use Record IDs to match existing records with the new data, ensuring updates are applied correctly.
2. System Integration
Scenario: A team uses both SmartSuite and a third-party CRM tool.
Solution: Record IDs act as unique keys for syncing data between the systems.
3. Audit and Compliance
Scenario: A financial team needs unalterable references for transactional records.
Solution: Implement Record IDs to provide permanent identifiers for auditing purposes.