Merge records finds records in the trigger's table that match the trigger record on the fields you choose. It merges them all into the oldest of those records and moves the others to the Recycle Bin.
You choose which fields mark a duplicate, and what happens to each field's values. No Find records step is needed first.
Example: a Risk Register table in an Enterprise Risk Management solution. Risks arrive from an intake form, and the same risk is sometimes logged twice. When a risk is created, Merge records matches on Title and Link to Risk Domain. The two records become one, and the newer copy goes to the Recycle Bin.
Plan Availability | All plan types. |
Permissions | Administrators, in any solution, and Solution Managers, in the solutions they manage, create and manage automations. |
Platform | Web |
Related Reading |
How do I add the action?
Open the Solution Menu, the arrow beside the solution name, and select Automations.
Select Add Automation.
Under When this happens, pick a trigger that supplies a record, such as When a record is created.
Under Then do this, select Add Action. Under SmartSuite Actions, select Merge records.
The action's table is the trigger's table. It shows read-only so you can check it.
Note: Merge records is not offered with At a scheduled time, When a button is clicked, When webhook is received, or the Gmail and Outlook email triggers. It needs a SmartSuite record from the trigger.
Field Matching Criteria
These fields decide what counts as a duplicate.
Under Fields, select the + button.
Pick one or more fields of the trigger record.
A record is a duplicate when its values in these fields equal the trigger record's values. Only identical values match, and letter case is ignored. So Alex@Example.com matches alex@example.com, but alex.r@example.com does not.
These field types can be used: Title, Text, Text Area, Email, Phone, Single Select, Multiple Select, Status, Linked Record and Address. For an Address, use the whole field or one part, such as City or Postal Code. Full Name, dates and numbers cannot be used.
Merge records Action Settings with the title field, Risk, and Link to Risk Domain under Field Matching Criteria and the Matching Operator set to AND.
Matching Operator
With more than one field, choose how they combine:
AND, the default: every field must match.
OR: any one field must match.
For the Risk Register, AND means a risk is a duplicate only when both the Title and the domain match.
Field Merge Actions
For each field, choose what happens to the duplicate's value:
Replace: the duplicate's value overwrites the kept record's value.
Append: the duplicate's value is added to the kept record's value.
Ignore: the kept record's value stays, and the duplicate's value is dropped.
Each field starts with a default. Multiple Select, Tags, Linked Record, Files and Images, Checklist and Dependency start on Append. All others start on Replace.
Append is offered for Title, Text, Text Area and SmartDoc, and for fields that hold several values. Single-value fields, such as Single Select, Status, Date or Number, cannot append. Ignore works on every field.
Sort by orders the list by Field Name, Field Type or Merge Action. Formula, Lookup, Rollup, Count, Vote, Time Tracking Log, Button, Record ID, Auto Number and system fields are not listed.
The Field Merge Actions list with a Replace, Append or Ignore choice beside each field and the Sort by control.
What happens to the duplicates?
Records merge into the oldest record, by creation date.
The kept record keeps its activity history.
The other records are deleted and go to the Recycle Bin.
An empty value never replaces a value that exists.
Tip: Test the criteria on a few sample records before you switch the automation on. A deleted duplicate can be restored from the Recycle Bin.
Frequently asked questions
Can Merge records run on a schedule to clean a whole table?
Can Merge records run on a schedule to clean a whole table?
No. It runs only when its trigger fires, and only for the trigger record's duplicates. Other duplicate groups in the table are not touched.
Which record is kept?
Which record is kept?
The oldest one, by creation date. It keeps its activity history, and the others go to the Recycle Bin.
Does a match care about capital letters?
Does a match care about capital letters?
No. Matches ignore letter case, but the values must otherwise be identical.
Can I get a merged record back?
Can I get a merged record back?
Yes. The duplicates go to the Recycle Bin, where they can be restored.
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.