If you notice duplicate files or folders in the CloudExtend Files tab, this is expected behavior — and it’s related to how ExtendSync differentiates between attached and associated items.
This article explains how these relationships work and why the same file might appear twice (at the root and under a folder).
Understanding File Relationships
ExtendSync differentiates between files and folders that are attached versus those that are associated with a NetSuite record.
Attached items are explicitly linked (“pinned”) to a record.
Associated items are shown because they exist within an attached folder.
If you attach a file and later attach that file’s parent folder to the same record, the file will appear in both places:
At the root level (because you directly attached it).
Under the folder (because it’s associated through that folder).
Attached
When you attach a file or folder to a NetSuite record using ExtendSync, it appears at the root level of the CloudExtend Files tab.
Attached items display a 📌 pin icon, indicating they are “pinned” to the record.
Even if these items are moved elsewhere in OneDrive or SharePoint later, they remain attached to the NetSuite record.
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✅ Pinned (Attached) items remain permanently linked, regardless of where they are moved.
Associated Items
Files and subfolders located within an attached folder are considered associated items.
These items remain linked to the record only while they remain inside the attached folder in OneDrive or SharePoint.
If a file or subfolder is moved outside the attached folder, it will no longer appear in the CloudExtend tab.
Associated items do not display the pin icon.
💡 Tip: Associated items are dynamically linked — if you reorganize folders, their associations update automatically.
Mixing Attached and Associated Items
If you attach both a folder and individual files that exist within that folder:
Those files will appear twice in the CloudExtend Files tab:
Once at the root level (because they’re attached directly).
Again under the folder (because they’re associated with it).
Attached files remain pinned, even if you move or rename them later.
This behavior ensures files remain visible and traceable regardless of folder structure changes.
💡 Example:
If you attach CCPA Addendum-Vendors.pdf directly to a Customer record and then attach the Alan Smith folder that contains CCPA Addendum-Vendors.pdf, you’ll see the file twice, once as an attached item (pinned at the root) and again under the Invoices folder (associated).
