CloudExtend Excel Analytics for NetSuite workbooks can be shared with unlimited users, however, only the user whose NetSuite account is linked to the searches (usually the user that created the workbook) can refresh the saved searches.
Why can't anyone run the saved searches in a workbook they don't own?
When you load CloudExtend it is tied to your NetSuite account via an association with your Microsoft 365 account. When someone other than you opens a workbook and desires to run the same searches they will need to login with their own NetSuite credentials. Since the workbook is owned by your Microsoft account and that account is tied to your NetSuite credentials the user will not be able to login to NetSuite.
Furthermore, there may be data integrity issues. For example, if someone with different NetSuite permissions runs the same searches with their credentials the data returned may be different, ie you may have access to a search with data for all subsidiaries whereas another user may only have access to one. In such a case the results may not be as expected. In addition, you may have access to all the fields (columns) in the search but another user may not. In such a scenario the user may run a search that results in missing columns which could cause issues if they were included in formulas, charts, or pivot tables.
Please see the best practice tips below. If you have one to share please send it to email@example.com.
✅ Best Practice Tip #1: Schedule your searches
Users can schedule their NetSuite saved searches to run as often as every 60 minutes. The searches will run on the schedule set using the credentials of the individual that assigned them to the schedule.
Best practice for scheduling
If you are sharing your workbooks with multiple users and there is a possibility of conflicts due to files being updated by multiple users at the same time we encourage users to separate the data files from the Excel analysis (ie pivot tables, charts, etc.). This can be accomplished by creating an Excel Workbook to hold your source data and then creating a new workbook that holds your analysis. This analysis workbook would source the data files using Excel Power Query (at present Power Query is only available for Windows users).
With this approach the source files will always be as up to date as the last scheduled run and, since other users are not editing them directly they will remain intact.
✅ Best Practice Tip #2: Make copies of your workbook and share as needed
If you would like users to be able to refresh the searches you have built on their own then you may make a copy of the workbook and then 'disconnect' your own login from the workbook.
When disconnecting your CloudExtend account, all schedules will be deleted from the current workbook. When a user logs in to the file, you will see an option to import the saved search that will recreate the schedule under the logged-in user’s name.
Save a copy of your workbook and then follow the steps below
Step 1: Open the CloudExtend Menu and select NetSuite Accounts.
Step 2: Choose DISCONNECT.
Step 3: Select OK to confirm the disconnect. Note any saved searches that were previously scheduled will need to be rescheduled by the new user.
When the individual you shared the workbook with opens CloudExtend they will be asked if they want to take ownership of the reports in the workbook. Since this is desired (and is a copy of the original workbook) they should accept by following the steps below.
Step 1: Click YES when asked if you want to take ownership of the reports.
Step 2: Click CONNECT to login into your NetSuite account with your own credentials.
Step 3: Your report preview will appear. Click CONFIRM and you will now be able to refresh the NetSuite saved search on-demand or add them to a schedule using your own NetSuite credentials.
Note that because every copy of the workbook references the same NetSuite saved search any changes made to the search will be reflected in every shared workbook.
✅ Best Practice Tip #3: Transfer Owner of Workbooks
You may share your workbook with your colleagues. Once shared, your colleagues will be able to view all the sheets in the shared workbook with the latest data on it. Check out the full article here.
✅ Best Practice Tip #4: Add your workbook to a NetSuite dashboard
By adding your workbook to a NetSuite portlet and putting your searches on a schedule you can ensure that your users will have access. In addition, when you share a workbook in this manner you have full control over what users can do to minimize any unintended damage to your models.
👉 Learn how to add your workbook to a NetSuite dashboard in this article.
Note that the saved searches you initially scheduled may behave differently when another user runs them, just as they would in the NetSuite UI.
🔵 Missing data
If your users do not have access to the same set of search results you do their data will not be as complete. For example, if you have access to data for all locations (or subsidiaries, etc.) and you run the search you will see a full set of results. If you share the workbook with someone else that only has access to one location they will only see a subset of the data you were able to see. Of course, this may be desired and by design on your part.
🔵 Broken columns
If your users do not have access to all of the fields on the saved search then they will be promoted with a warning that if they continue only the columns they have access to will be added to the search results in Excel. Again, this may be by design and desired on your part however we want to point this out as a cautionary tale.