Calendar Autopilot: Considerations for CloudExtend Outlook Calendar Autopilot

Outlook NextGen | Get familiar with the considerations for syncing events using CloudExtend

Updated over a week ago

Get familiar with the considerations for syncing events using CloudExtend.

REQUIREMENTS

  • A subscription to the Enterprise edition is required

    • Additionally, your organization must subscribe to Calendar Autopilot separately

    • Advanced Calendar Autopilot feature is currently FREE through October 1st, 2024. Learn about the fees associated here!

  • Admins should install the CloudExtend SuiteApp and add users to the subscription portal.

  • Check out the guide here! πŸ“…

Considerations for Outlook Calendar Autopilot

When we sync events from Outlook to NetSuite few things need to be considered:

Sync Events with Correct Access Level

  • We will leave the Outlook and NetSuite calendar permissions to the user's discretion. There might be changes over time for these systems, and CloudExtend lacks control over these changes.

  • There are five statuses in Outlook - Free, Tentative, Busy, Working elsewhere, and Out of Office - these are not related to the Event Access Level in NetSuite but how the event is shown to other users in Outlook.

Access Level

Outlook

NetSuite

Public and Private

Public, Private, and Show as Busy


Calendar Autopilot Mapping Behavior

Depending on where the event originated, this will be the mapping when sync happens

Outlook to NetSuite

Public -> Public

Private -> Show as Busy

NetSuite to Outlook

Public -> Public

Show as Busy -> Private

Private -> Private

  • Calendar permissions between Outlook and NetSuite should be similar.

  • For Admin Events will sync over to their own Admin calendar in NetSuite


Recurring Events from Outlook to NetSuite

When you create a recurring event in Outlook it will sync to NetSuite automatically, also updates on recurring events will be recognized by NetSuite. Here are scenarios supported by CloudExtend:

  • When you update the event series in Outlook, the NetSuite event will be updated.

  • When you delete the recurring event, the series will be deleted in NetSuite.

  • When you decline an event in Outlook, the event will not appear in the NetSuite calendar and when you navigate to the event status in Outlook, it should be declined.


Calendar Autopilot Limitations

  • Updating a single occurrence of a recurring event in Outlook will not reflect in NetSuite.

  • Deleting a single occurrence of a recurring event in Outlook will not reflect in NetSuite

Both of the above are limitations of Outlook API and we are trying how to work around and fix it for users in future releases.

  • If the event is in edit mode and we change the event access from Public to Private and do a manual calendar sync - the access level will remain as is. Once edit is complete, if Event Autopilot has been enabled the changes will be synced to NetSuite.

  • For users who want to continue using the manual Calendar sync and want to associate events to transactions or support cases, the Resync option is not available.

  • Multi-day events are present in Outlook but not in NetSuite, looking into how we can implement this once we have Event sync from NetSuite to Outlook. This will be part of future releases.

  • In cases where a user attempts to link an event to a single 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.

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