Option 1: Auto search to attach to configured record types
(Freemium, User, Group + Enterprise Edition)
Step 1: If you are using Outlook on the Web (If you are using the Desktop version of Outlook, go to next step.), choose an email you want to attach to NetSuite. Click on the ‘Celigo’ O button to populate the CloudExtend tool on the right. If you click on the last email in the thread, the entire message thread will be saved ie. everything in the conversation. 🚨🚨 CloudExtend users that use the App regularly may elect to turn on task pane pinning to keep the App open as they move from email to email. Learn more here.
Step 1 continued: For Outlook on the Desktop, choose an email you want to attach to NetSuite. Click on the ‘CloudExtend NetSuite’ button to populate the CloudExtend tool. If you click on the last email in the thread, the entire message thread will be saved ie. everything in the conversation. 🚨🚨 CloudExtend users that use the App regularly may elect to turn on task pane pinning to keep the App open as they move from email to email. Learn more here.
Step 2: Click on ‘Suggest related records’ from the toolbar home screen. (TIP: If you opted not to pin CloudExtend, you can completely by pass this welcome page by checking off "Don't show the welcome page". Now anytime you click the Celigo CloudExtend button to save an email we will start auto searching).
Step 3: Once that is clicked, CloudExtend does an auto search and looks in NetSuite for relevant contact, customer and vendor records (default records) associated with that email defined in TO, CC and From. We also search for 5 or more digits in the subject line. We then display those contact, customer or vendor records here.
🚨🚨🚨 Click here to learn about how you can configure what records types you want displayed on the auto search. For example, maybe vendors is not relevant for you and you want Opportunities pulled back in here.
Step 4: Choose the record (or records) you want to attach the email to (1).
NOTE: If you are subscribed to the User, Group or Enterprise Editions of CloudExtend, you also have the option to save attachments by clicking the toggle next to ‘Attachments' and choosing which attachments you want to attach with the email. (2)
Step 5: You also have the options to add additional records to save the email to. For example you also want to save this email to an opportunity record that our auto search did not find; along with the customer and contact record. To do this click on 'Add More Records' (or the magnifying glass at the top).
Step 5 continued: This will bring you to the search screen.
- Choose the record you want to search for (1)
- Type in the search criteria and hit enter (2)
- Check off the record to attach it to (3)
- Hit 'Done' (4)
Step 6: You now are ready to attach the email to the Contact record, the Customer record and the Opportunity record including the attachment. Hit 'Attach'.
Option 2: Create a new NetSuite contact record and attach an email to it (User, Group + Enterprise Edition only)
Step 1: If the sender or recipient of the email you are trying to save is not a contact in NetSuite, CloudExtend will give you the option to create that contact and then attach the email to that newly created contact record. After you hit 'ATTACH EMAIL TO NETSUITE' Click the 3 dots next to the new contact you want to create.
Step 2: This will prompt you to click ‘Add’
Step 3: Enter the company/customer name you want to associate the contact to and all relevant information and hit 'Save'.
NOTE: Make sure when you enter in the company you hit ENTER after to ensure CloudExtend searches and associates the contact with the company.
Step 4: Once saved, there will be a check mark next to the name of the record you just created. Click ‘Attach Email’.
Option 3: Manual Search to attach to other record types (Freemium, User, Group + Enterprise Edition)
Step 1: Click 'Search for records'.
Step 2: Choose from the dropdown list one of the supported record types you want to search for and enter in the search criteria (company, name, invoice number etc.) and hit enter.
Step 3: Check off the record you want to save the email to and click ‘Attach Email’