This article is designed to help you create guidelines and internal processes, so all users of ExtendSync are on the same page. Below are the questions you want to have outlined for your users, to ensure internal success and adoption.
Who is going to use ExtendSync?
Determine which departments will be using ExtendSync. Sales, Customer Service, Support, Finance etc. If it is various departments, it is very likely that each different department will be working with different record types in NetSuite and the process may not be the same per each department.
Which records should we save the emails and events to in NetSuite?
This will likely vary with different departments but per each department, there should be guidelines.
Example: You are working with contact Jess Nana from the company Socially Savvy Studio. You have an open opportunity and an open estimate related to this customer. These are 4 different record types in NetSuite: contact, customer, opportunity, and estimate. Where do you want to see the emails in NetSuite? In almost every situation, you will likely want to have all the communications on the customer record. You may also want to have some emails saved on the opportunity or the estimate as well. This is something you will need to make an internal decision about. The good news is in the above scenario if you save an email or emails to the contact, the opportunity, or the estimate it will also AUTOMATICALLY save to the customer record. More on email rollup can be found here.
What is being saved to NetSuite from Outlook?
Emails, events, and/or attachments? With ExtendSync you can save emails, events, and attachments to NetSuite which will be stored under the communication tab for important visibility in NetSuite. Do you want all these different activities to be tracked? Outline what it is you want saved in NetSuite.
How much are we saving?
“If it isn’t in NetSuite, it didn’t happen”.
All important emails, events, and attachments should be saved. (Attachments do take up storage space, so you may want to consider using OneDrive/SharePoint to save these attachments if they are over a certain size). Learn more about saving attachments here.
What standard and custom fields need to be added to each record type so we can create records from ExtendSync?
With ExtendSync, you can create, edit, and view specific NetSuite records directly in Outlook.
For each record type, you can choose which standard and custom fields to include on your form.
This selection needs to be made for each record type that we support, whether for editing, viewing, or creating.
IMPLEMENTATION/SETUP (Full installation guide here):
Permissions adjusted in NetSuite for each role using the application
Licenses allocated to end users
Added admin users to the admin portal
Deployed ExtendSync to end users from the O365 Admin Center
Email metrics were added to NetSuite for tracking (& ExtenddSync Email Summary saved search was setup and scheduled with Leaders)
Autopilot enabled (Enterprise only)
Deployed the ExtendSync files tab to relevant NetSuite records (Enterprise only)
INDIVIDUAL END USER SETUP (Full getting started guide here):
Installed ExtendSync (or was pre-deployed by the O365 Admin)
Logged in successfully
Reviewed end user customizations and made changes accordingly:
Changed the message tab view in NetSuite
Pinned ExtendSync to task pane
Filtered on record types you want pulled back in the auto search
Customized your forms so you can create, edit, and view records faster
Completed a training session (live or Celigo University Course)
Reviewed user guidelines provided by Management and general best practice guide
🚨 Find all-important resource links to the above here.