Feature Overview Video
Importing Data from CSV and Excel into SmartSuite
SmartSuite makes it easy to import data from files like CSV and Excel to create records for each row. Here's how to get started and ensure a smooth import process.
Plan Availability | All plan types with varying limitations |
Permissions | Import from Solution Menu: Solution Managers and Account Administrators - Full Access - Editor - Contributor |
Related Reading |
Supported File Types
SmartSuite supports importing data from the following file types:
CSV (Comma-Separated Values)
Excel
ICS (Calendar Files)
vCard
How to Start a CSV Import
Open the Import Dialog:
Click the small arrow next to the Table's name.
Select Import Data and then CSV Import.
Confirming Import Target:
The import dialog will open, defaulting to the current Table as the target.
Configuring CSV Import Parameters
Importing involves four simple steps:
Upload Your File
Map Columns to Fields
Review and Modify Data
Complete the Import
Step 1: Upload Your File
Drag and drop your CSV / XLSX file into the import dialog, or click Select File to Import.
Key Requirements:
The file must be properly formatted as a CSV / XLSX.
Primary Field or Record ID values (if matching existing records) must be unique.
File size limit: 5 MB.
Note: The maximum number of records per import is 20,000. Plan limitations apply based on your account type and the records already in your solution.
Step 2: Map Columns to Fields
Assign each column from your CSV to a corresponding SmartSuite Field, or choose "Do Not Import."
You can also create new fields directly during this step.
Clicking on the unmapped column, click “Add New”
You will be able to rename the column as well as define the data type (field type)
All available field types will be listed, which includes nested fields and linked record fields to other tables in the Solution at hand.
Example Mapping:
CSV Column | SmartSuite Field |
"Name" | "Employee Name" |
"Start Date" | "Hiring Date" |
"Department" | "Team" |
Step 3: Review and Modify Data
Use the importer's built-in editor to validate and clean up your data before finalizing the import.
If errors are detected, resolve them using the error dialog or download an error-highlighted Excel file for further edits.
Tip: You can export modified data at any stage for external corrections.
Step 4: Complete the Import
Once the data is ready, click Import to finalize the process.
Imported data will appear immediately in your SmartSuite Table.
Important: Imports do not generate notifications or trigger automations.
Advanced Import Options
Importing Linked Record Field Values
Match linked records by their Primary Field values (comma-separated and enclosed in double quotes) or by their Record ID values.
Best Practices for CSV Imports
Start by exporting a CSV from SmartSuite to understand the correct formatting for fields and statuses.
Edit your CSV to match the exported format before importing.
Save files in CSV format (not XLSX).
Practical Scenarios and Use Cases
1. Employee Onboarding
Scenario: HR imports a list of new hires with details like start date, department, and job role.
Solution: Map CSV columns to fields like "Name," "Start Date," and "Team" to create detailed employee records.
2. Event Management
Scenario: A team needs to import attendee data, including names and RSVPs, for a corporate event.
Solution: Import CSV data into a Table designed for event tracking and communications.
3. Customer Data Integration
Scenario: A sales team imports leads generated from a trade show.
Solution: Match lead information to fields like "Company," "Contact Name," and "Email."
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