Forget about the manual associations and resyncs - experience Calendar Autopilot, our latest game-changing enhancement! 🚀
Now, creating events in Outlook will effortlessly sync with NetSuite in real-time. No more selecting records or worrying about duplicates.
In 2022, we treated a selected group of our customers to a beta version of the one-way event sync from Outlook to NetSuite. Eager to share the love, ExtendSync worked hard to productize this feature and bring it to our Enterprise users! We can't wait for you to try it!
Excited?!
To learn how to enable Calendar Autopilot in your organization, check out the link here.
How Calendar Autopilot Works
Watch the video to see it in action!
Feature Highlights! 📅
It records meetings and appointments directly from your Outlook calendar, ensuring that they are precisely mirrored in NetSuite.
Any changes made to events in Outlook are instantly updated in NetSuite real-time.
Users can still manually associate the same event with another contact or transaction record.
Give users visibility if someone else has already associated the same event to any NetSuite record.
Avoid creating duplicates when the same event is associated with NetSuite records.
Admins have the option to enable the bi-directional calendar sync. See this guide for more info.
For Outlook Events with attendees, ExtendSync will sync the event to all relevant entity records in NetSuite. The order of preferences followed while searching for entities in NetSuite is as follows:
Employee > Contact > Customer > Vendor > Lead> Prospect > Partner > Job
Other Features
Bi-directional Calendar Sync between Outlook and NetSuite
In addition to syncing calendar events from Outlook to NetSuite, you can now sync events from NetSuite to Outlook as well and have the full Bi-directional sync between Outlook and NetSuite.
Manually Sync Calendar when Event Autopilot is Enabled
Users can save events automatically and manually which is truly a game-changer!
💡 Note:
In cases where a user attempts to link an event to more than one contact, transaction, or support case, duplicates will be created. However, in an upcoming update, we will address this issue to ensure that when the same event is updated, duplicates will no longer be created.
Shared Association Feature for Calendar Autopilot
Associations to NetSuite records when done by you or another ExtendSync user within the organization will be showing in the application as well. The purple indication means someone associated the event with NetSuite so no need to do any linking.
If both users, A and B are invited to an event, and B manually links the event to a record in NetSuite, when A views the event in Outlook it will show a purple indication to signify that the event has an existing association.
If A and B were invited to an event, and the event was synced via Event Autopilot, when either A or B logs into the application and checks the event in Outlook, users would see the AP icon on the associated records.
FAQs
🔵 What happens to private events, are they still synced over and how do they appear?
Admins in NetSuite can view all events by default due to standard NetSuite permissions, which grant them full access to the system.
As a NetSuite admin, it's a best practice to keep your calendar preferences private. To ensure your calendar remains private to other NetSuite admins, follow these steps:
Navigate to Activities > Calendar Preferences > Sharing.
Set the option to Make it Private to All.
🔵 Do all recurring events get synced over?
We also support the sync of recurring events from Outlook to NetSuite and NetSuite to Outlook. Create, update, and delete of recurring events will sync without any issues.
Note: Updating and Deleting a single occurrence of a recurring event in Outlook will not reflect in either system, but it will come in a future release.
🔵 What happens if there is no contact/customer/etc Record for the email address on the invite?
In cases where the system cannot locate the corresponding record during an event sync, it will automatically default to the employee record with an ExtendSync Cal Autopilot license (the External party's email address will not show up as an attendee on the Netsuite event record due to Netsuite standard behavior). The only attendee on this list will show the employee.