CloudExtend Google Workspace for NetSuite is a powerful tool that enables your organization to have 360 degree visibility into important communications in the right place at the right time.
The importance of 360 visibility
One Single Source of Truth
Your co-workers don't have access to your inbox, however, with CloudExtend, you can give them access to the communications and files you feel are most important. NetSuite then becomes the single source of information (and truth) and your entire organization benefits.
Measurable accountability and drive adoption
Spend a few minutes per week to monitor usage right down to the individual user. Leverage the power of NetSuite to see emails. Learn more here.
Onboard your users and create internal processes
👉 Create an internal process that is easy for users to follow and ensure they stick with it. Document this process and include it with their onboarding and reinforce it through subsequent trainings. It's easy for users to fall out of practice and miss getting important information into NetSuite. It's your responsibility to ensure this does not happen by monitoring and enforcing usage.
Determine which records to attach to
CloudExtend users can attach emails to almost any NetSuite record type. If your organization has a long sales cycle and works off NetSuite Opportunities you may want to attach emails to Opportunity records. If you're working on shorter sales cycles you may want to attach emails at the Contact level.
👉 We typically advise against attaching emails at the Customer/Company level. Emails attached by CloudExtend will automatically roll up to their parent level (learn more about email rollup here).
For example, emails attached to contacts or opportunities will automatically roll up the parent customer record. This gives you the best of both worlds. You can see the email activity where it is most relatable yet you can also see it in one holistic view at the parent level.
Viewing emails in NetSuite
There are various ways to view these important emails in NetSuite. One way to get a holistic view of all activities and emails at the Customer, lead or prospect level is by using the "Dashboard View" and adding a Timeline to the dashboard.
All communication will always be saved under the messages tab. You can customize the default view (or create a new one) and add "messages" in the results so that you see some of the message content from the messages tab, versus having to click each email and opening it up to see the content.
Lastly, you can use the "View History" button under the messages tab to see a running history of all communication on that record.
Avoid email clutter at all costs
Just because it's easy to attach an email to NetSuite does not mean every email belongs there. If we had to make one recommendation to our users it would be don't stuff NetSuite with emails that are not useful. If you or your colleagues will not benefit from seeing an email in NetSuite leave it out. This makes it mush easier for others to see the important emails when they visit NetSuite.
When you should use autopilot to save emails to NetSuite (Enterprise users only)
Autopilot enables Gmail users to put an email thread on Autopilot, ie once you attach the email to a NetSuite record all subsequent emails in the same thread will be automatically attached to the same set of records. You should use autopilot when you know that every email in that thread is going to be important for others in your organization to see in NetSuite.
Let your users know where to get help when they need it
CloudExtend offers a number of ways to get help.
Share this Getting Started link with end users
Keep a copy of your first end user training call and distribute that to new employees
Visit support.cloudextend.io and search for your answer
Use the chat at the bottom right of the help center
Check status.cloudextend.io for any known issues