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Getting Started: CloudExtend Google Workspace Best Practices Guide
Getting Started: CloudExtend Google Workspace Best Practices Guide

GMNS | CloudExtend Google Workspace Admins can leverage this guide when implementing and planning user onboarding

Updated over a week ago

The importance of 360 visibility

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.

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.

πŸ‘‰πŸΌ Read our eBook here which goes into depth on the importance of this visibility.

Logging In

βœ… Log in to NetSuite and Google Workspace at the same time on one browser

Doing this will enable the CloudExtend application to communicate with NetSuite. Click on an email from your inbox to start syncing.

Onboard your users and create internal processes

βœ… Create an Internal Process

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 training. 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.

βœ… 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.

🚨 HOT TIP: 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.

βœ… 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 much easier for others to see the important emails when they visit NetSuite.

βœ… 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. "If it isn't in NetSuite, it didn't happen".

βœ… Find and view emails in NetSuite with ease

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 Message in the results so that you see some of the message content from the messages tab, versus having to click each email and open 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.

βœ… 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.

βœ… Using Google Drive (Enterprise users only)

With CloudExtend Google Drive you can attach files and/or folders to NetSuite records without consuming any NetSuite storage space. Whenever you add a folder to a NetSuite record(s), anytime that someone adds files or folders to the record in Google Drive, they will also automatically be attached to the folder of the record(s) it is attached to in NetSuite.

As long as you have your folders attached to the proper records, you can manage everything through Google Drive.

Click here to learn more about Google Drive.

βœ… 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 and search for your answer

  • Use the chat at the bottom right of the help center or also from in your App

  • Reach out to your Customer Success Manager

  • Check for any known issues


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