Starting with the August 2020 build of CloudExtend Outlook for NetSuite it is possible to report on usage with some limitations. At present these limitations will underestimate usage (See What's excluded from usage stats below).

Please note that once you understand the saved search you may want to go beyond what is shown here. For example, you may want to break out emails saved by Autopilot separately.


At present, the reports and KPIs will only display ALL results for users logged in with an Admin role. For users without an admin role, it will only display their own metrics. This is due to security restrictions enforced by NetSuite. Additional message search options from NetSuite are outlined here.

What's excluded from the usage stats?

The following emails and event types will be excluded from reporting.

The reason for this is that we rely on pushing a value from Outlook to the external ID field in NetSuite and the Microsoft API does not provide this until the message/event is saved.

  • When composing an email

    • To ensure all messages are included consider attaching after sending (from sent items folder)

  • When composing a calendar event

    • Only events you are invited to can currently be included in reporting. If you are the organizer events will always open in compose mode therefore the API cannot grab the event ID.

What's included in the usage stats?

  • All emails and events that are attached via CloudExtend while not in compose mode will be included in usage stats. For example:

    • If you receive an email in your inbox and attach it to NetSuite it will be included.

    • If you create a new email and attach it while still in compose mode it will not be included in the stats.

    • If you send it and attach it from your sent items folder it will be included.

    • If you are attaching a previously saved event for which you are not the organizer it will also be included.

How can I be sure a specific mail will be included?

If there is an external ID assigned to the mail with a CEOL prefix it will be included. One way to tell is to customize your message view and expose the external ID field in the results column.

Designing the saved searches and KPI dashboard

Total emails saved with CloudExtend

The KPI below was created with 5 custom saved searches. We'll outline in detail the saved search used to create the Total emails saved with CloudExtend results.

Drilling down into either period will show the stats by the user.

Start by creating a saved search of the message record, Lists > Saved Searches > New (select Messages).


Set the search criteria filter for the field External ID (text) contains #UI# OR #AP#. This will limit the results to only email messages with #UI# (for emails attached via user interface) or #AP# (for emails attached via Autopilot) in the value which is always present when CloudExtend attaches the email.


The results will use two formula fields to remove the user's email address from the external ID and then count the emails attached by that user by grouping by email and counting the message internal ID's.

Use the formula below to pull out the email address from the external ID.

CASE WHEN {externalid} LIKE '%#UI#%' THEN SUBSTR({externalid},(INSTR({externalid} , 'UI#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'UI#')))ELSE SUBSTR({externalid},(INSTR({externalid} , 'AP#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'AP#'))) END


To use this search on a KPI (recommended) add a date filter.


We highly recommend that managers add this as a KPI to their dashboards and monitor activity by users. The KPI view will show usage for all users. To see individual usage you can the saved search separately or drill down into a specific period directly from the KPI.

Create the KPI

Step 1: Click Personalize.

Step 2: Drag KPI Indicator to the desired location.

Step 3: Click Setup.

Step 4: Add your newly created saved search to the KPI as a custom KPI.

You may also want to visit another article that will show you how to create a metric on how much NetSuite storage space is being saved by using CloudExtend OneDrive and SharePoint Sync. 👉 Learn more here.

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