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
Enterprise and Premier plan types
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.
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 UAP 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. In order to merge this user, you must invite them to your account, and they must accept the invitation to be added to your org as an active member.
For more information about domain validation, see Automatically Add Users to an Enterprise Account with User Auto Provisioning.
It's a good best practice to ensure that 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 must 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 retained account will be the value in the Replacement Login Email Address column, and the value in the Current Login Email Address column will be retained 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 are not Ready for Merge will not be applied, and an actionable fix will be shown in the Recommendation column.
That's it, you’ve completed the User Merge.
Upon completion, the following items are merged into the retained account from the closed account:
All other items are excluded from the merge.
Items that are not merged include (but are not not limited to):
*Because API tokens are used for integrations and premium applications such as Control Center and Calendar App, users may need to re-authenticate to use these applications.
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.