Learning Track
This Help Article appears in the System Admin learning track. Get the most out of this learning track by starting at the beginning.
This Help Article appears in the System Admin learning track. Get the most out of this learning track by starting at the beginning.
Licensed System Administrators can use the User Merge feature
With User Merge, you can update email addresses in bulk or merge two user accounts into one. Merging user accounts automatically transfers all sheets, reports, dashboards, workspaces, and sharing information from two accounts into one.
Are you on a Business or Pro plan? You will need to transfer items to the account you want to keep, then delete the extra account.
You can use User Merge for the following scenarios:
Before you begin
Validate and activate all domains
Before you can use User Merge, you must validate and activate all of the email domains associated with email addresses that you want to merge.
User merge requires domain validation and domain activation, but the User Auto Provisioning (UAP) feature can be disabled.
If a user account already exists for an entered email address, that user account must be a member of your organization in your User List.
The user account may exist and not be listed in User Management if they were deleted from the account or shared to a sheet. To merge this user, invite them to your account. They must accept the invitation to be added to your org as an active member.
Remove premium app roles
If either of the accounts you want to merge have Premium App roles enabled, first remove these permissions before you merge the accounts. You can re-assign Premium App roles after the accounts are merged.
Make sure the email addresses in each pair belong to the same person.
You can specify up to 500 pairs of email addresses in one file. If you have to update more than 500 pairs of email addresses, you'll need to upload additional merge files.
If an entered email address already exists as its own Smartsheet user account, that user account must be a member of your organization.
After the merge, the primary email address of the keptaccount will be the value in the Replacement Login Email Address column. The value in the Current Login Email Address column will be kept as an alternate email address on the account.
Preview Merge will validate the email addresses for possible issues such as invalid email addresses, duplicate entries, unvalidated domains, and more. Entries that aren’t Ready for Merge won’t be applied, and an actionable fix will be shown in the Recommendation column.
When the User Merge process is complete, the affected users will receive a confirmation email to notify them of the changes.
You'll also get an email with a link to a report of the User Merge results. User Merge results include the following information:
That's it, you’ve completed the User Merge.
In the User Merge process, Smartsheet follows this logic:
Upon completion, Smartsheet transfers the following items from the closed account into the retained account:
In the User Merge process, the system moves workspace items to the Transferred From folder.
Smartsheet prompts a non-Smartsheet user to create an account if they received the following:
To prevent losing Connector workflows and API tokens when you merge accounts, make sure:
*API tokens are used for integrations and premium applications such as Control Center and Calendar App. Users may need to re-authenticate these apps to use them.
If you experience issues with User Merge or need to undo the User Merge for any accounts, highlight the rows in the User Merge file that you want to undo, then contact Smartsheet Support. Please attach the User Merge file to the support request.
Smartsheet Support will reach out to you to confirm the request before proceeding with the changes.
A User Merge can only be rolled back if it was completed within the last seven days.
A rollback will not completely return a user account to its original pre-merged state. Only the items that were merged will be restored. Users may need to re-authenticate to premium applications, fix Automated Workflows, or take other action.