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Getting Started: CloudExtend Gmail for NetSuite Best Practices Guide
Getting Started: CloudExtend Gmail for NetSuite Best Practices Guide

Gmail | Admins can leverage this guide when implementing and planning user onboarding

Updated over a week ago

Steps to success

CloudExtend Google Workspace for NetSuite is a powerful tool that enables your organization to have 360-degree visibility into important communications in the right place at the right time.

In order for your Organization to be successful with CloudExtend, we encourage you to follow the best practices below.

One Single Source of Truth

Your co-workers don't have access to your inbox, however, with CloudExtend, you can give them access to the communications and files you feel are most important. NetSuite then becomes the single source of information (and truth) and your entire organization benefits.

πŸ‘‰πŸΌ Read our eBook here which goes into depth on the importance of this visibility.

Check out these best practices for you to optimize your CloudExtend usage! ✨

Create an Internal Process

Create an internal process that is easy for users to follow and ensure they stick with it. Document this process and include it with their onboarding and reinforce it through subsequent trainings. Users should know what records to save emails too, along with what information should be in NetSuite (and how much). This will vary by Organization. It's easy for users to fall out of practice and miss getting important information into NetSuite. It's your responsibility to ensure this does not happen by monitoring and enforcing usage.

Determine which records to attach to

CloudExtend users can attach emails to almost any NetSuite record type. If your organization has a long sales cycle and works off NetSuite Opportunities you may want to attach emails to Opportunity records. If you're working on shorter sales cycles you may want to attach emails at the Contact level.

🚨 HOT TIP: We typically advise against attaching emails at the Customer/Company level. Emails attached by CloudExtend will automatically roll up to their parent level (learn more about email rollup here).

For example, emails attached to contacts or opportunities will automatically roll up the parent customer record. This gives you the best of both worlds. You can see the email activity where it is most relatable yet you can also see it in one holistic view at the parent level.

Measure accountability and drive adoption

Creating KPI Dashboard in NetSuite

Spend a few minutes per week to monitor usage right down to the individual user. Leverage the power of NetSuite to see emails and events by sender/recipient, entity, and more. If it isn't in NetSuite, it didn't happen.

NetSuite saved searches can be used to determine the number of emails attached to NetSuite. We have created this article to help you build your dashboard to track usage over time. It's important

We have created this article to help you build your own dashboard to track usage over time and even have these metrics emailed to you on a daily or weekly basis. If usage is declining for a particular user or users, you can forward them the email and hold them accountable. If you need help setting this up just email

Using Gmail Analytics

CloudExtend Gmail Analytics is a new feature to view stats on how your application is helping you stay productive.

By checking the Saved Email Count in the Analytics, you will gain insights into:

  • The different methods you use for saving emails.

  • Graphs and donut charts representing CloudExtend usage.

  • Daily, weekly, and monthly usage analytics for up to 2 months.

πŸ‘‰ Learn more about this feature here!

Avoid email clutter at all costs

Just because it's easy to attach an email to NetSuite does not mean every email belongs there. If we had to make one recommendation to our users it would be don't stuff NetSuite with emails that are not useful. If you or your colleagues will not benefit from seeing an email in NetSuite leave it out. This makes it much easier for others to see important emails when they visit NetSuite.

Find and view emails in NetSuite with ease

There are various ways to view these important emails in NetSuite. One way to get a holistic view of all activities and emails at the Customer, lead or prospect level is by using the Dashboard View and adding a Timeline to the dashboard.

All communication will always be saved under the messages tab. You can customize the default view (or create a new one) and add Message in the results so that you see some of the message content from the messages tab, versus having to click each email and open it up to see the content.

Lastly, you can use the View History button under the messages tab to see a running history of all communication on that record.

With CloudExtend you can save emails to NetSuite a few different ways; A One-time save, thread-based Autopilot or email address-based Autopilot

CloudExtend Gmail for NetSuite is NOT yet supported in mobile but we are working on it to be available for you!

Check out our suggestions below to determine what method is right for you.

One-Time Saving Method: With every email that you want saved in NetSuite, you have to manually save it every single time. When to use it:

  • You only want very important emails in NetSuite.

  • You are saving to transactions like Sales Orders or Invoices.

  • You typically do not have long email threads going on with your customers.

  • You are on the Group Edition and do not have a choice (Autopilot options are only available on the Enterprise Edition. Ask us about upgrading.)

Thread-based Autopilot: Autopilot enables users to attach an email to one or more NetSuite records and then auto-sync every single back/forth reply attached to those same records, even when they are away from their computer. When to use it:

  • You want more in NetSuite, than not in NetSuite and you want less clicks to get emails into NetSuite to the right records.

  • You are saving to transaction records like Sales Orders or Invoices and the email threads typically only involve discussing 1 transaction at a time.

  • You typically do have long email threads going on with customers and a lot of back and forths.

Email address Autopilot: When you receive an email, you can monitor all future communications to or from a specific email address and have that email attached to just the right record type in NetSuite with zero clicks. When to use it:

  • You want all important emails in NetSuite without having to do much to get them there. Set it and forget it!

  • You are saving to entity records like contacts, customers, vendors, prospects, leads etc.

✨ Email address-based Autopilot is by far the easiest and quickest method to get your emails into NetSuite! See the full article here.

Using Google Drive (Enterprise users only)

With CloudExtend Google Drive you can attach files and/or folders to NetSuite records without consuming any NetSuite storage space. Whenever you add a folder to a NetSuite record(s), anytime that someone adds files or folders to the record in Google Drive, they will also automatically be attached to the folder of the record(s) it is attached to in NetSuite.

As long as you have your folders attached to the proper records, you can manage everything through Google Drive.

Click here to learn more about Google Drive.

Additional Tips

Exclude inactive NetSuite records when searching for records

Learn how to exclude inactive records from your search.

In NetSuite, Navigate to Set preferences > Analytics > Make sure the Include in-actives in global and quick search is unchecked.

Search by Prefix feature in CloudExtend Bundle

The Enable Search by Prefix changes the way the bundle global search is performed.

When searching for a customer with the search phrase β€œ3M” the global search will use β€œ3M” as the search term. When this feature is enabled this changes to β€œcus:3M”.

The feature should be enabled by customers who meet the following criteria:

Customers having a large number of records that match a particular search term which can cause timeouts or too much data being returned in the add-in.

πŸ‘‰ Learn more about it here.

Let your users know where to get help when they need it

CloudExtend offers several ways to get help.

  • Share this Getting Started link with end-users

  • Keep a copy of your first end-user training call and distribute that to new employees

  • Visit and search for your answer

  • Use the chat at the bottom right of the help center or also from your App

  • Reach out to your Customer Success Manager

  • Check for any known issues

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