This article will help you to complete the necessary steps to successfully create categories and add a color of your choice to easily see which emails have been attached to NetSuite.

CloudExtend Outlook will automatically attempt to add a category to all emails attached to NetSuite for users on Outlook 2016 or higher. In order to avoid any conflict with existing colors it is initially set to transparent and users are encouraged to change the color to something more meaningful.

When categories are enabled you will be able to quickly identify emails that were attached to NetSuite in two places, The category column of your email will display the color you assigned to the category, and your message body will display both the category color and the name.

  • 'Attached to NetSuite' indicates that your email has been successfully attached to NetSuite.
  • 'Sync in Progress' indicates that your email has been queued for attachment. Once attached, this category is removed and replaced with 'Attached to NetSuite'.'

If you don't see the category after following these steps be sure to follow the Troubleshooting steps at the end of the article.

Adding your category

Upon attaching your first email, you will see a one time notification as below.

The process to complete the category setup is different for Mac and PC users. Follow the instructions for your OS below.

Windows Users

While the steps below refer to the 'Attached to NetSuite' category they should be repeated for the 'Syncing to NetSuite' category introduced in the July 2020 release.

Step 1: Within Outlook, click on Categories and then "All Categories"

Step 2: There you will find "Attached to NetSuite" category with suffix "Not in Master Category List". You may also see "Syncing to NetSuite" with the same suffix.

Step 3: Select "Attached to NetSuite (not in Master Category List" and then click on "New".

Step 4: Rename the category

  • Select a new color 
  • Provide a name -> "Attached to NetSuite" (the name is case sensitive must be entered exactly as indicated)
  • Click OK 

You should now see a new color mapped to "Attached to NetSuite" category

Repeat the above steps for the 'Syncing to NetSuite' category.

Once above steps are done, every time you attach a new email, you will see that all attached mails are categorized as with "Attached to NetSuite" Category automatically.

Mac Users

Mac categories are processed in a slightly different way than on PC's. Even though CloudExtend adds the category it will not show for the user until the steps below are completed.

Click edit categories per the screenshot below and then follow the 4 remaining steps.

  1. Click the "+" to begin the process
  2. Enter the name "Attached to NetSuite" (the name is case sensitive must be entered exactly as indicated)
  3. If desired, click the category color to change it
  4. Select a new color and click "Add".

Your emails will now be automatically categorize when attached to NetSuite.

Repeat the above steps for the 'Syncing to NetSuite' category.

Once above steps are done, every time you attach a new email, you will see that all attached mails are categorized as with "Attached to NetSuite" Category automatically.

Troubleshooting

If you receive a message indicating that CloudExtend could not add a category and you are using Outlook 2016 please try the following steps.

  • Open the categories to manually create a new category
  • Click 'new' and type the following (must be exact including proper case) Attached to NetSuite
  • Assign a color and save your choice
  • Repeat the steps above and add the category Sync in Progress

If the category color is not showing up for you in List View it's likely that Outlook just needs to be configured to show it. 

Microsoft has instructions for this based and they vary based on your OS.

  • If you're running Outlook on a Windows PC click here for instructions on how to add the 'category' field to your list of columns
  • If you're running Outlook on a Mac click here for instructions on how to add the 'category' field to your list of columns.
    Note - Mac users need to temporarily hide your reading pane or set the view to bottom.
  • Microsoft doesn't support attaching a category when the mail is in compose mode. If you attach an email while composing and then send it , you will not be seeing category added to that email in Sent folder. 
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