If there is an external ID assigned to the mail.

One way to tell is to customize your message view and expose the external ID field in the results column.

NetSuite Search Box

In the search box copy and paste search: CloudExtend MailApps - Usage Metrics

To view the list of Saved Searches

Step 1: In NetSuite, go to Lists > Search > Saved Searches

Step 2: Look for CloudExtend MailApps - Usage Metrics

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. To see individual usage, you can separate the saved search or drill down into a specific period directly from the KPI.

Step 1: In the search box, copy and paste search: CloudExtend MailApps - Usage Metrics.

Step 2: Click Edit this Search > Available Filters tab.

Step 3: Add Date and enable Show in FIlter Region check box then Save.

Step 1: In the Home tab, go to Personalize> KeyPerformace Indicator.

Step 2: Drag the Key Performance Indicator to the desired location.

Step 3: Click Setup > Custom KPI.

Step 4: Add your saved search to the KPI. Use keyword: CloudExtend MailApps - Usage Metrics.

Step 1: Click Personalize.

Step 2: Drag the KPI Indicator to the desired location.

Hold users accountable if they are not saving emails into NetSuite!

Step 1: Open CloudExtend MailApps - Usage Saved Search and name it:

CloudExtend MailApps - Usage Metrics for Email Distribution and Save As (to create another search)

Step 2: Once saved, click Edit this Search.

Add Date to filter and under Description add is within 1 years ago and 0 days ago. Add an And after the ).

Once all the formulas has been setup, it should look like this:

See the guide below to set up to your Saved Search:

🔵 Email Address NO CHANGES NECESSARY - Leave as is

The results will use two formula fields to remove the user's email address from the external ID and then count the emails attached by that user by grouping by email and counting the message internal IDs.

Field ID: Formula (Text)

Summary Type: Group

Formula: Use the formula below to pull out the email address from the external ID.

CASE WHEN {externalid} LIKE '%#UI#%' THEN SUBSTR({externalid},(INSTR({externalid} , 'UI#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'UI#')))ELSE SUBSTR({externalid},(INSTR({externalid} , 'AP#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'AP#'))) END

🔵 This Week

Field ID: Formula (Numeric)

Summary Type: Sum

Formula:

CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END

Custom Label: This Week

Summary Label: This Week

🔵 Last Week

Field ID: Formula (Numeric)

Summary Type: Sum

Formula:

CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END

Custom Label: Last Week

Summary Label: Last Week

🔵 Difference

Field ID: Formula (Numeric)

Summary Type: NONE

Formula:

CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END

Custom Label: Difference

🔵 %Difference

Field ID: Formula (Percentage)

Summary Type: Sum

Function: Round

Formula:

sum((CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END)-(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END))/NULLIF(sum(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END),0)

Custom Label: % Difference

Summary Label: % Difference

🔵 Last 365 Days

Field ID: Formula (Numeric)

Summary Type: Sum

Formula:

CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-365 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END

Custom Label: Last 365 Days

Summary Label: Last 365 Days

Step 1: Click on the Highlighting tab and then Highlight if...(Summary)

click the Set Filter button (see below):

Step 2: Add the formula below.

Summary Type: Sum

Field: Formula (Percent)

Formula:

sum((CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END)-(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END))/NULLIF(sum(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END),0)

Formula (percent): Less than or equal to

Value: 0

Step 3: Click Add then Set.

Step 4: Click the image field then select the following:

Image: X Mark

Text Color: Black

Background color: White

Remove the filter completely.

Step 1: Click on Specific Recipients Subtab.

Step 2: Check off SEND EMAILS ACCORDING TO SCHEDULE, SUMMARIZE SCHEDULED EMAILS, AND SEND IF NO RESULTS.

Step 3: On the Specific Recipients, tab add in ALL the Leaders you want to CloudExtend Summary email.

Step 4: Click on Customize Message Subtab then add the following:

From: "CloudExtend" <your email address>

Subject: 📈 CloudExtend Email Summary

Message:

This email summarizes the number of emails saved using CloudExtend.

Red flags to 👀 watch for:

❌ If someone has an active license to CloudExtend but IS NOT included in this summary, then they have not saved any emails to NetSuite from their inbox. **To view who has a license log in to subscriptions.cloudextend.io**

❌ If the # of emails saved by a particular user or users continually declines week by week.

Hold these users accountable. Remind them that the path to making NetSuite the single source of truth relies on CloudExtend.

Ensure that the View Record Link is checked off

Step 5: 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.