CloudExtend Outlook for NetSuite Enterprise Edition users can associate files stored on OneDrive for Business or SharePoint to help make their files more portable and to reduce the storage space used by NetSuite (learn more about the feature here). Users can add email file attachments up to 150 MB in size and associate files up to 250 GB (yes GB) in size with NetSuite records.
This article will show you how to create a metric on how much NetSuite storage space is being saved by using CloudExtend OneDrive and SharePoint Sync.
Creating the Search
Let's start by creating a Saved Search.
Step 1: In NetSuite go to Reports> Saved Searches> All Saved Searches > New
Step 2: Look for Celigo CloudExtend File System Record
Step 3: Enter Search Title of your choosing such as CloudExtend | OneDrive Storage Savings By User and set to Public.
Step 4: Go to the Results tab and use the settings below:
Add the metric you'd like to group by
To see metrics by user select 'Associated User DisplayName': Summary Type - Group
To see metrics by record type select Associated Record Type: Summary Type - Group
Add a Formula(Numeric) field:
Summary Type - Sum
Function - Round
Use the formula to calculate the total space saved by user.
to_number({custrecord_celigo_ce_fs_file_size})/1024
Sort By: Formula (Numeric) - Descending
Recommendations
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 have NetSuite Usage Metrics for users syncing emails with CloudExtend. To learn more go to 👉 CloudExtend Outlook for NetSuite usage metrics.