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Email Sync: Email Autopilot 2.0 (Enterprise Only)

OLNS | How does Autopilot 2.0 works

Updated over a week ago


At CloudExtend, we are continuously striving to improve, which means listening to our customers and implementing feedback. The need for automation, particularly within email productivity apps, is the #1 request on our product board. Everyone wants to do more in less time, and we’ve built a robust product roadmap to address automation.

πŸ‘‰ Check out frequently asked questions here.

Two Autopilot Saved Methods:

While both options allow you to sync emails to NetSuite in less clicks the first option will be an email address-based sync and the other is thread-based.

πŸ’‘ Note:

If you are on a Group Edition, the CloudExtend panel will be slightly different.

Email Address-Based Autopilot (Based on To/From/CC)

When you receive an email, you will now be able to 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!✨

Step 1: Select Suggest Related Records.

Step 2: On the Autopilot section, select To/From/CC. Select the email address where the Autopilot to enabled.

Step 3: Scroll down to Matching Records section to choose what records you want to associate current and future back-and-forth emails to. If you want to associate an email to a record/s that's not on the list, scroll down and click Add More Records.

Step 4: Once done, click Start Autopilot.

In the example above, sends an email. You can have every single email that arrives into the inbox from go to a record in NetSuite. Set it once and forget it. That’s it!

πŸ’‘ Note:

Autopilot does not include file attachments. This is by design based on feedback from customers that are concerned about using up their allotted NetSuite storage space. If you receive an email with attachments that you want to attach to NetSuite you can upload them manually, attach them via our OneDrive/SharePoint integration, or cancel Autopilot, forward the mail to yourself, attach the files, and then re-enable Autopilot.

Thread-Based Autopilot (Based on Updates to this thread)

Another option is using Updates to this thread, this will only sync emails to NetSuite record/s within the email thread.

Step 1: Select Suggest Related Records.

Step 2: On the Autopilot section, select Updates to this thread.

Step 3: In the Matching Records section choose what records you want to attach emails to. If you want to associate an email to a record/s that's not on the list, scroll down and click Add More Records.

Step 4: Scroll down to Attachments mark the files you want to sync along.

Step 5: Once done, click Start Autopilot.

πŸ‘‰ Check out this link to know how to attach emails to NetSuite.


πŸ”΅ How do I cancel emails that are on Autopilot?

  • See this brief article to learn how to cancel thread and email based Autopilot

πŸ”΅ Will Autopilot 2.0 impact the performance of my Outlook?

  • It should not. Apart from the Autopilot 2.0 UI, everything else runs outside of the Outlook app

πŸ”΅ If there are 100 users in my org and only 10 have CEOL with AP are the other 90 emails being watched as well? Any performance impact to the back end?

  • CE uses a mailbox watch for just the 10 users but even this happens via the Microsoft API and will not impact performance.

πŸ”΅ Will this be available on the Gmail App?

  • Yes, in 2023

πŸ”΅ Can one email be associated with multiple records?

  • Yes!

πŸ”΅ Is there a limit as to the number of email addresses and or can have on AP 2.0?

  • No

πŸ”΅ Is there a limit as to the number of email addresses a single user can have on AP 2.0?

  • No

πŸ”΅ Can all the contacts on Autopilot 2.0 be managed in one place?

  • Contacts can be managed individually in the settings pane. There is no way at present to see every contact on 2.0 but this is planned for the future.

πŸ”΅ Can this feature be disabled for certain users within the org?

  • This is under consideration for a future release of the subscription portal.

πŸ”΅ What about shared mailboxes?

  • Autopilot for Shared mailboxes is also available. See the article below to know how to configure. Click here!

πŸ”΅ What happens if multiple people put the same contact on Autopilot?

  • If the users are attaching to the same NetSuite record (contact for example) then the email will be in NetSuite 2x.
    Emails attached to different records will not result in duplicates at the record level, however, if emails roll up to a parent they will both be displayed there.
    Teams will need to have processes in place to avoid this.

πŸ”΅ What else is planned?

  • Phase 2: Email Notification for failures

  • Phase 3: Enable or Disable Autopilot for users in the organization subscription portal

πŸ”΅ Will I be alerted if an association fails and if so, how?

  • App has Status Log view which would show the logs for both manually associated emails as well as those synced via Autopilot. Users can see which associations succeeded, which failed and which are in pending state.

  • Email notifications planned for a future release

πŸ”΅ How will I know when AP 2.0 is available?

  • When we release an update to the App the updates are pushed out to users by Microsoft. This typically occurs on the same day as the release.

  • When the update has been pushed users will receive an email notification with release notes as well as in-app notification banner.

  • The version will be 4.X for AP 2.0

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