The Shared Association feature helps you see when emails have already been synced to NetSuite — whether by you or someone else in your organization.
View Shared Associations in Outlook
Open any email in Outlook.
In the ExtendSync panel, go to the Associated Records section.
You’ll see whether the email has been synced to NetSuite.
This ensures transparency across teams, eliminates duplicate syncing, and keeps your NetSuite communications clean and organized.
How Shared Association Works
When you or someone in your organization saves an email:
The first person to sync the email will see a green indicator.
Other team members viewing the same thread will see a purple indicator, letting them know the email is already synced — preventing duplicates.
This feature ensures your NetSuite message history remains accurate, uncluttered, and complete.
Visual Indicators - Examples
The person who saves the email in an organization will be in green
If there are multiple ExtendSync users are on the same thread, and you saved the email to NetSuite, you will see a green color.
Anyone else on the thread will see the email saved in purple when they check their inbox
If you saved the email as Autopilot you will see the icons:
The three stars indicate Email Address-based Autopilot
AP will show if the email has been enabled as a thread-based autopilot
Email Address-Based Autopilot
This email was stored in NetSuite using Email Address-Based Autopilot.
The Outlook category will display CloudExtend Autopilot.
The icon beside the record name will show three stars.
Thread Based Autopilot
This email was stored in NetSuite using Thread-Based Autopilot.
The Outlook category will display CloudExtend Autopilot.
The icon beside the record name will be green and display AP.
One-Time Save
This email was saved to NetSuite manually using the One-Time Save method.
The Outlook category will display Sync by CloudExtend.
No Associated Records
If the email hasn’t been linked to any NetSuite records yet, ExtendSync will display this message in the panel:
This email is not associated with any records.
Visual Cues Explained
ExtendSync uses color and icon indicators to show email sync activity at a glance.
Indicator | Meaning |
🟩 Green | You saved the email to NetSuite. |
🟪 Purple | The email was saved to NetSuite by another ExtendSync user in your organization. |
Three Stars | Email is saved using Email Address-Based Autopilot. |
AP Icon | Email is saved using Thread-Based Autopilot. |
No Icon, showing record only | Email was saved via a One-Time Save. |
This email is not associated ith any recods. | The email has not yet been attached to any NetSuite records. |