Starting with the July 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").

What's excluded from the usage stats?

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

  • when composing an email
  • when composing a calendar event

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.

What's included in the usage stats?

All emails and evens 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 from your sent items folder it will be included. If you are attaching a previously saved event 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

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

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

Creating the search

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

Criteria

Set the search criteria filter for the field 'External ID (text)' contains #UI#. This will limit the results to only email messages with #UI# in the value which is always present when CloudExtend attaches the email.

Results

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.

SUBSTR({externalid},(INSTR({externalid} , 'UI#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'UI#')))

Filter

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

Recommendations

We highly recommend that managers add this as a KPI to their dashboards and monitor activity by user. 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

  1. Click 'Personalize'
  2. Drag 'KPI Indicator' to the desired location
  3. Click Setup
  4. Add your newly created saved search to the KPI as a custom KPI
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