Link records by adding a Linked Record field to a table and choosing the table it links to. The link shows in both tables, works across solutions in the same workspace, and lets Lookup, Count and Rollup fields pull the linked data through.
Plan Availability | All plan types. Linked Record fields per table: 30 on Team, 50 on Professional, 100 on Enterprise and Signature. |
Permissions | Administrator or Solution Manager role required to create linked fields. Members see linked records only if they have at least Viewer access to the linked table. |
Platform | Web |
Related Reading |
Why link records instead of copying data?
A linked record connects one record to another. Linking instead of copying gives you:
Dynamic connections: relationships between tables and across solutions, kept in one place.
Less duplicate entry: enter a client once, then link every project to it.
One place to look: open a project and see its client, tasks and files without leaving the record.
Example: link your Projects table to your Clients table so each project shows which client it belongs to, and each client shows all of its projects.
How do I plan the relationship?
Before you add a field, decide what links to what.
Keep each kind of item (projects, tasks, clients) in its own table.
Decide which table holds the link. The link is mirrored, so either side works; start from the table you edit most.
Example: table 1 is Projects, table 2 is Clients. Linking them lets you assign each project to a client.
How do I link two tables?
Open the table that will hold the link and click + at the end of the field row to add a field.
Select Linked Record as the field type.
In the field settings, open the Select Linked Table dropdown and choose the table to link. Tables from every solution in your workspace are listed.
Save the field. SmartSuite adds a matching Linked Record field to the other table.
In any record, click + in the new field and pick the records to link.
Result: the link appears in both tables. A project linked to a client shows that client in Projects, and the client shows the project in Clients.
How do I use the linked data?
View linked records
Click a linked record chip to open that record without leaving the one you are in.
Example: open a project and click a linked task to see its details.
Pull fields through with a Lookup field
Add a Lookup field, choose the Linked Record field, then choose the field to show from the linked table.
Example: show the project due date in the Tasks table so every task carries its deadline.
When the source field changes, the lookup updates on its own.
Note: Lookup fields per table are limited to 30 on Team, 50 on Professional and 100 on Enterprise and Signature. Count, Rollup and Formula fields share a combined limit of 30, 50 and 100.
Can I link tables in different solutions?
Yes. A Linked Record field can point to any table in any solution in the same workspace, so you keep one source of truth instead of a copy per solution.
Create a Linked Record field in a table.
In the Select Linked Table dropdown, choose a table from another solution.
Example: link the Contacts table in your Sales CRM solution to the Projects table in your Project Management solution, then open contact details straight from a project.
Who can see records linked from another solution?
Permissions follow the linked table, not the field that points at it.
Viewing: a member sees linked records only with at least Viewer access to the linked table or solution.
Restricted records: without that access, the field shows as empty or restricted for that member.
Creating: a member with Assignee or higher permission in the linked table can create a new record straight from the Linked Record field.
What keeps links tidy?
Plan first: define the connections before you add fields, so each link has a purpose.
Pull, do not copy: use Lookup, Count and Rollup fields for data that lives in the linked table.
Check access: when you link across solutions, confirm the members who need the data have access to the linked table.
What are common ways to use linked records?
1. One employee table for every department
Scenario: HR holds employee data (roles, contact details, certifications), and IT and Finance each need part of it. Setup: keep one Employee Records table and link department tables to it. IT links to certifications to manage system access; Finance links to roles for payroll. Each department reads the same record, so nothing drifts.
2. Cross-functional project tracking
Scenario: marketing, design and product each track their own tasks for a launch. Setup: link every task table to one Project Overview table. Marketing links campaigns, design links assets, product links milestones, and progress rolls up in one place.
3. Vendors and inventory
Scenario: purchasing, warehousing and sales all need vendor data. Setup: create a Vendors table linked to Purchase Orders (orders by vendor), Inventory (stock levels) and Sales (vendor per item sold), so reporting on vendor performance uses one record per vendor.
Related video content
Four short videos: creating a Linked Record field, linking across solutions, Lookup fields, and Count and Rollup fields.
Frequently asked questions
How do I change an existing field into a Linked Record field?
Open the field settings and change the Field type to Linked Record, then choose the table. Conversions are limited to compatible field types; see Changing a Field's Type before you convert.
How do I link to a table in a different solution?
Add a Linked Record field and pick the table from the Select Linked Table dropdown. Every table in every solution in your workspace is listed; the member viewing the link needs at least Viewer access to that solution.
How can I count how many records are linked?
Add a Count field and point it at the Linked Record field. It shows the number of linked records and updates as links are added or removed.
My Lookup field is empty even though the source field has data. Why?
Check three things: the Lookup points at the right Linked Record field, the record actually has a linked record selected, and you have access to the linked table. A lookup on a restricted table shows as empty.
Can I put a Linked Record field on a form?
Yes. Add the Linked Record field to the Form View so respondents choose one or more existing records, and add a Lookup field if you want related details shown on the form. See the Form View article for the setup.
How do I see which table a Linked Record field points to?
Open the field settings. The Select Linked Table value shows the target table and solution.
Last verified 21 Oct 2026 against the SmartSuite Limits article and the Linked Record field article, with the pricing page for plan names