Manage Records: Creating New NetSuite records using Gmail

Gmail | See how to create records via CloudExtend application

Updated this week

CloudExtend makes it easy for you to create records. Within the application, you can create records without leaving Gmail. A very handy functionality, which helps everyone with the create or edit permission to manage NetSuite records and keep data up to date!

Learn how to do the following within the application:

Additional Features! ✨


Create New Records via CloudExtend

Supported record types to create and update within the CloudExtend application.

  • Employee

  • Contact

  • Customer

  • Vendor

  • Lead

  • Prospect

  • Partner

  • Job

  • Opportunity

  • Support Case

  • Task

If the records you are looking for are not part of the list, turn on the Create from NetSuite toggle button. This will give you a list of custom and standard record types in NetSuite depending on your NetSuite role permission.

There are two ways to create a record.

πŸ’‘ Note:

  • When we create a record from the + icon on the header, it would have to be searched once the creation is successful.

  • When the record is created from suggestions only then the newly created record is visible in the Available records list.

  • You can add and remove fields in the CloudExtend form, know the actions you can do inside CloudExtend here.

From the Header of the Application

Step 1: Click the + sign and select the record you want to create a record

Step 2: Choose which record you would like to create.

CloudExtend will pull the minimal set of fields required to create a record based on your NetSuite settings. Mandatory fields will be included in the list, including custom fields if you have permission. Know more about mandatory fields on this link.

πŸ’‘ Note: See the list of supported record types here. Your NetSuite roles need to have permission in NetSuite to be able to use this functionality.

Step 3: Fill in relevant information and hit Save.

From Suggest Related Records

With this option, we will also be able to pre-populate the contact record first name, last name, and email (if available).

Step 1: Click the + Icon next to the record.

Step 2: Select the record you want to create the email address. Click Configure field to add mandatory fields and other preferred fields you want to use.

Supported record types will be Contact, Customer, Lead, Prospect, and Vendor.

Step 3: Once the record is successfully created, the new record will be highlighted in orange and can be selected to associate email. If you want to view the newly created record, hover on the name and click the View in NetSuite link.


Turn on Create from NetSuite Toggle Button

Records type not available in CloudExtend form? Turn on the Create from NetSuite toggle button. This will give you a list of custom and standard record types in NetSuite depending on your NetSuite role permission.

Select the record you want and it will direct you to the NetSuite creation page form of that record. Reach out to your NetSuite admin if you are having issues with permissions.

  • Calendar Event

  • Phone Call

  • Invoice

  • Cash Sale

  • Sales Order

  • Purchase Order

  • Vendor Bill

  • Opportunity

  • Estimate

  • Return Authorization

  • Expense Report

  • Vendor Return Authorization

  • Customer Deposit

  • Credit Memo

  • Item Receipt

  • Customer Payment

  • Credit Card Charge

  • Vendor Credit

  • Item Fulfillment

and many more!


Mandatory Fields - Configure fields and Permission Settings

Few Standard mandatory fields that are required to create records are exposed in the CloudExtend form.

You can add and remove fields in the CloudExtend form, know the actions you can do inside CloudExtend here.

However, if your NetSuite you have a field in NetSuite that is not set up as mandatory in NetSuite, you can set it up in the CloudExtend app without the need for Netsuite admin.

πŸ›‘ For Lead and Prospect records, the Entity Status field is mandatory from our application. It is not advisable to remove this on the field setting as the user will get an error.


Additional Features

We are adding more features when creating records via the CloudExtend app.

Field Dependency Validation

  • Some fields in NetSuite do have advanced configuration, here a value in one field adjusts based on the selected value in other fields. CloudExtend will display a message if you need to select the field dependent on the current field for the list to propagate.

  • A prompt will appear if a dependent field is not present in the create form.

Auto-Scroll to dependent fields

This is in line with the field dependency validation. Click on the link of the field name in the message prompt to auto-scroll to the field to populate or review.

Remember Form Input

CloudExtend remembers the entries you entered in the form. If you are entering a value in the create form and then hit back and then return to the create form again, the entered values will remain in the form.

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