It is possible to report on # of records updated, # of records created and # of records deleted using CloudExtend by creating a saved search in your NetSuite account. (We recommend also emailing the saved search to yourself and leaders weekly to hold end users accountable. More on that below).
Creating the Saved Search
Start by creating a saved search of the message record, Lists > Saved Searches > New (select SOAP Web Services Operations).
Name the Search Title: CloudExtend Excel Data Management Usage Metrics
Criteria Tab
Check off Use Expressions
Set the 1st search criteria filter for the field Integration description to CloudExtend Excel.
Set the 2nd search criteria filter for the field Integration description to CloudExtend Excel for NetSuite.
Set the 3rd search filter to the field Time description to is within last business week
When done, it should look like this:
Results Tab
Sort by Operation
Field ID: User Email
Summary Type: Group
🔵 # of times records were downloaded
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {operation} LIKE 'getList' THEN 1 ELSE 0 ENDCustom Label: # of times records were downloaded
🔵 # of times records were created
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {operation} LIKE 'addList' THEN 1 ELSE 0 ENDCustom Label: # of times records were created
🔵 # of times records were edited
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {operation} LIKE 'updateList' THEN 1 ELSE 0 ENDCustom Label: # of times records were edited
🔵 # of times records were deleted
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {operation} LIKE 'deleteList' THEN 1 ELSE 0 ENDCustom Label: # of times records were deleted
When done it should look like this:
SAVE AND RUN!
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.
✅ Create the Key Performance Indicator
Step 1: Click Personalize.
Step 2: Drag KPI Indicator to the desired location.
Step 3: Click Setup > Custom KPI.
Step 4: Add your newly created saved search to the KPI.
✅ Schedule a weekly CloudExtend Summary email to leaders
Hold users accountable if they are not using CloudExtend!
Find your "CloudExtend Excel Data Management Usage Metrics" Saved Search and click Edit Search.
Email Tab
Click on Specific Recipients SubTab
Check off SEND EMAILS ACCORDING TO SCHEDULE, SUMMARIZE SCHEDULED EMAILS AND SEND IF NO RESULTS
On the Specific Recipients tab add in ALL the Leaders you want to CloudExtend Summary email.
Click on Customize Message Subtab
Add the following:
From: "CloudExtend" <your email address>
Subject: 📈 CloudExtend Excel for NetSuite Usage Summary
Message:
This email summarizes how many times users download NetSuite records, create NetSuite records, edit NetSuite records and delete NetSuite records using CloudExtend Excel.
Red flags to 👀 watch for:
❌ If someone has an active license to CloudExtend but IS NOT included in this summary, then they have not used the application at all. **To view who has a license login to subscriptions.cloudextend.io**
❌ If usage decreases by a particular user or users continually declines week by week.
Hold these users accountable. Remind them that working with their NetSuite data in Excel will save them a substantial amount of time. If additional training is required, reach out to cloudextend-training@celigo.com.
Ensure that the View Record Link is checked off
Click on Schedule Subtab
Set your schedule. We recommend a weekly event every Thursday with no end date.
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Save and run. Your CloudExtend Summary saved search will now be emailed to the Leaders weekly.
