Zapier has two SmartSuite search actions. Find a Record in SmartSuite returns one record that matches a field value, and can create the record when nothing matches.
Find Many Records (As Line Items) returns up to 10 matching records. Both let a Zap work on records when it does not know the title or record ID.
Example: a vendor sends an updated security questionnaire by email. A Zap finds the vendor in the SmartSuite Vendors table by its contact email, then updates the record. If no vendor matches, it creates one.
Plan Availability | All plan types. Every request a Zap makes counts toward the monthly API allowance: 25,000 on Team, 100,000 on Professional, 500,000 on Enterprise, custom on Signature. |
Permissions | Any member with an API key. The Zapier connection acts with that member's role and permissions. Zapier needs its own account. |
Platform | Web |
Related Reading |
The two actions
Action. | Returns. | Can create a record. |
Find a Record in SmartSuite. | The first matching record. | Yes, when nothing matches. |
Find Many Records (As Line Items) in SmartSuite. | Up to 10 matching records as line items. | No. |
Find a Record in SmartSuite
In the Zap, add the Find a Record in SmartSuite action.
Pick your SmartSuite connection.
Select the Solution and the Table to search.
Under Search by Field, pick the field to compare, such as an email field.
Enter the Search Value to match.
Set Proceed if Nothing is Found to true if the Zap should go on without a match. Otherwise the Zap stops.
Optional: select Create SmartSuite Record if it Doesn't Exist, then map the fields as in Create Record.
In the vendor example, Search by Field is Contact Email and Search Value is the sender's address from the email trigger.
Note: When several records match, the action returns only the first match.
Find Many Records (As Line Items) in SmartSuite
Add Find Many Records (As Line Items) in SmartSuite.
Set the Solution, Table and search settings as above.
Use the line items in later actions, for example to update each record.
This action cannot create records. Zapier explains line items in its own guide to line items.
Frequently asked questions
What happens when more than one record matches?
What happens when more than one record matches?
Find a Record returns the first match only. Use Find Many Records to get up to 10 matches.
Can Find Many Records create a record when nothing matches?
Can Find Many Records create a record when nothing matches?
No. Only Find a Record can create a record, with Create SmartSuite Record if it Doesn't Exist.
Why did my Zap stop at the find step?
Why did my Zap stop at the find step?
Nothing matched and Proceed if Nothing is Found is off. Turn it on, or turn on the create option.
Does a find step count toward my API allowance?
Does a find step count toward my API allowance?
Yes. Each search is an API request, and a create after it is another one.
Need more help? Ask the SmartSuite Community, where builders, administrators and the SmartSuite team answer questions about building on SmartSuite. For your account, billing or data, select the chat button in the lower-right corner of SmartSuite to reach support.
Last verified 1 Nov 2026.