Bulk updating all users with alternate emails

Nick Champlin

Hello,

Our company is going through a name change and with this our domain is changing also. I am wondering if there is anyway that we can bulk add their email with the new domain on it as an alternate email.

Genevieve P.

Hi @Nick Champlin

If you are a System Admin for your company's plan, you can add alternate emails onto each individual user's account in your plan (see this Help Article on managing users, here). This would be an individual action for each user, and they would need to verify the account from this new email address. They can then make this email the Primary email on their account.

Keep in mind that it's important to add these emails to each account before anyone starts sharing sheets to these emails. If a sheet is shared to an email address, an automatic, separate, free collaborator Smartsheet account will be created for that email so it can view the sheet.

Cheers,

Genevieve

Don Young

Our company is getting ready to go through a similar change and everyone will be getting a new email. We have hundreds of users. Is there no way to accomplish this in bulk? Is the user merge tool something that only works one at a time? If not, can we add new accounts in bulk and use user merge to combine with the corresponding current emails?

Genevieve P.

Hi @Don Young

You can specify up to 500 pairs of email addresses in one file in User Merge! See this Help Article for more details.

Cheers,

Genevieve

Amy Stanislowski

@Genevieve P.

Our company is going through a similar change. I can see that we can add users in bulk and merge users in bulk. After we add users in bulk though, do we need every user to verify the new email address before we do the bulk merge?

Genevieve P.

Hi @Amy Stanislowski

Yes, if you add users in bulk this creates a Smartsheet account for that email and then those accounts will need to accept the invitation to be members of your plan (verified).

However, if the new emails don't have a Smartsheet account yet, you can skip adding the users completely, and simply use Merge Users in Bulk! You can update the primary email address of users in your organization before the email address has an associated account. (See the second bullet point: Admin Center: Combine accounts with User Merge)

Does that make sense?

Cheers,

Genevieve