It is possible to report on event attach usage for both ExtendSync by creating a saved search in your NetSuite account. (We recommend also emailing the saved search to yourself and leaders weekly for tracking purposes. More on that below).
Please note that once you understand the saved search you may want to go beyond what is shown here.
Creating the search for Events
Step 1: Start by creating a saved search of the activities;
Reports > All Saved Searches > NEW > then look for Event
or
Activities > Scheduling > Activity List> Search then click Create Saved Search
Step 2: Go to the Criteria Tab and set the following:
Add Search Title
Set the Saved Search to Public
Enable Use Expressions
Step 3: Go to the Results Tab. Look for Celigo Calendar Attendee Record and set Assocation Type.
Schedule a weekly ExtendSync Summary email to leaders
Hold users accountable if they are not saving emails into NetSuite!
Step 1: Open Events Created by ExtendSync Saved Search and name it:
Events Created by ExtendSync for Email Distribution and Save As (to create another search)
Step 2: Once saved, click Edit this Search.
Criteria Tab
Add Date to filter and under Description add is within 1 years ago and 0 days ago. Add an And after the ).
Results Tab
Once all the formulas has been setup, it should look like this:
See the guide below to set up your Saved Search:
🔵 Email Address NO CHANGES NECESSARY - Leave as is
The results will use two formula fields to remove the user's email address from the external ID and then count the emails attached by that user by grouping by email and counting the message internal IDs.
Field ID: Formula (Text)
Summary Type: Group
Formula: Use the formula below to pull out the email address from the external ID.
CASE WHEN {externalid} LIKE '%#UI#%' THEN SUBSTR({externalid},(INSTR({externalid} , 'UI#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'UI#')))ELSE SUBSTR({externalid},(INSTR({externalid} , 'AP#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'AP#'))) END
🔵 This Week
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END
Custom Label: This Week
Summary Label: This Week
🔵 Last Week
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END
Custom Label: Last Week
Summary Label: Last Week
🔵 Difference
Field ID: Formula (Numeric)
Summary Type: NONE
Formula:
CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END
Custom Label: Difference
🔵 %Difference
Field ID: Formula (Percentage)
Summary Type: Sum
Function: Round
Formula:
sum((CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END)-(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END))/NULLIF(sum(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END),0)
Custom Label: % Difference
Summary Label: % Difference
🔵 Last 365 Days
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-365 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END
Custom Label: Last 365 Days
Summary Label: Last 365 Days
Highlighting tab
Step 1: Click on the Highlighting tab and then Highlight if...(Summary)
click the Set Filter button (see below):
Step 2: Add the formula below.
Summary Type: Sum
Field: Formula (Percent)
Formula:
sum((CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END)-(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END))/NULLIF(sum(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END),0)
Formula (percent): Less than or equal to
Value: 0
Step 3: Click Add then Set.
Step 4: Click the image field then select the following:
Image: X Mark
Text Color: Black
Background color: White
Available Filter Tab
Remove the filter completely.
Email Tab
Step 1: Click on Specific Recipients Subtab.
Step 2: Check off SEND EMAILS ACCORDING TO SCHEDULE, SUMMARIZE SCHEDULED EMAILS, AND SEND IF NO RESULTS.
Step 3: On the Specific Recipients, tab add in ALL the Leaders you want to CloudExtend Summary email.
Step 4: Click on Customize Message Subtab then add the following:
From: "CloudExtend" <your email address>
Subject: 📈 CloudExtend Email Summary
Message:
This email summarizes the number of emails saved using CloudExtend.
Red flags to 👀 watch for:
❌ If someone has an active license to CloudExtend but IS NOT included in this summary, then they have not saved any emails to NetSuite from their inbox. **To view who has a license log in to subscriptions.cloudextend.io**
❌ If the # of emails saved by a particular user or users continually declines week by week.
Hold these users accountable. Remind them that the path to making NetSuite the single source of truth relies on CloudExtend.
Ensure that the View Record Link is checked off
Step 5: Click on Schedule Subtab
Set your schedule. We recommend a weekly event every Thursday with no end date.
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Save and run. Your CloudExtend Summary saved search will now be emailed to the Leaders weekly.
