Go to section:

How do I start a CSV import?

Configure CSV Import Parameters

  1. Select the target App

  2. Specify Options

  3. Upload your File

  4. Map columns to Fields

  5. Import your data

Importing Linked Record field values

Importing into a SmartDoc field

CSV import best practices

Example Import


Almost every software platform that stores data has the ability to export that information as a Comma-Separated Values (CSV) file. In just a few easy steps, SmartSuite lets you take that file and create SmartSuite records for each row.


Working With the CSV Importer

How do I start a CSV import?

There are two ways to start your CSV import - from the Solution menu and from the App menu. Let's look at both.

Solution Menu Start

To open CSV import from the Solution menu just follow these steps:

  1. Click on the small arrow to the right of the Solution's name.

  2. Select Import Data.

  3. Click on CSV Import.

  4. Note that the Import dialog will open, defaulting to the first (default) App as import target.

  5. CSV Import is open - see below for details on configuring your import!

App Menu Start

You can also start the CSV import process directly from a specific App. Follow these steps:

  1. Click on the small arrow to the right of the App's name.

  2. Select Import Data.

  3. Click on CSV Import.

  4. Note that the Import dialog will open, defaulting to the current App as import target.

  5. CSV Import is open - see below for details on configuring your import!


Configure CSV Import Parameters

There are four steps to configuring your import - but don't worry, they're easy! Let's review each:

  1. Select the App you want to import data into.

  2. Specify whether your import file contains headers, and if you want to update existing records.

  3. Upload your import file.

  4. Map import columns to SmartSuite Fields.

Let's dive into each step...

1. Select the target App

The first thing we need to do is tell SmartSuite which App we want to load data into. If you started the import process from the Solution menu, your default will be the default App (the one that is listed first).

If you started the import from the App menu, we're going to assume that's where you want your data to go. If that's not correct, no problem - just click on the dropdown and select the correct one....

2. Specify Options

Next, tell SmartSuite a little bit about the data you plan to import. We need to know two things:

  1. Does the first row of your CSV contain field headings? If checked, SmartSuite will use the first row to label your columns for easier matching in the next step. This is optional, but recommended.

  2. Should SmartSuite update existing records? If checked, SmartSuite will update any existing records that exactly match either the Primary Field value, or exactly match the Record Id of an existing record.

Check or uncheck those options to configure how SmartSuite interprets and processes your file.

3. Upload your File

Before we can upload your data - we need your data! Please select a properly-formatted CSV file by either dragging-and-dropping it in the right-hand portion of the screen, or by clicking Select File to Import.

A few things to remember:

  • The file must be a properly-formatted CSV (see specifications here).

  • All Primary Field values (or Record Id values if you're using them to match existing records) MUST be unique.

  • Your file can have a maximum of 50,000 data rows.

  • Your file must have 75 or fewer columns.

4. Map columns to Fields

Now for the most important part - telling SmartSuite where to put your columns of data. Each imported CSV column can be either set to Do Not Import (the default) or mapped to a SmartSuite Field.

Select a target field for each column or leave it in a not-importing state, like this...

5. Import your data!

With mapping done, just click Import to create or update your records. Voila! Your data appears in your SmartSuite App!

Importing Linked Record field values

You can import linked record values in two ways - by either exactly matching the Primary field values for the linked records (separating multiples with commas and enclosing the values in double quotes), or by using the Record Id values of those linked records.

FYI SmartSuite CSV exports contain two columns for each Linked Record field, one that has the text values of the Primary field, and one that contains a list of Record Ids. You can match either when you re-import the CSV file to your Linked Record. This is handy when you're using the CSV as an offline backup of your data.

Importing into a SmartDoc field

A SmartDoc field supports HTML for its content. If you're importing into a SmartDoc field and have data with line breaks inside your CSV, you'll need to replace all line breaks with <br> to maintain the formatting inside the SmartDoc field.

CSV import best practices

We suggest that you begin your import in perhaps an unusual way - start with a CSV export. If you export data from your app, you will see the correct formats for fields, choices for Single and Multiple Select fields, and the exact spelling of Status field values.

Just add your new rows of data and make sure that you save the file as CSV (a common mistake is to allow it to save in XSLX format).


Example Import


Related Articles

Did this answer your question?