Emails synced to NetSuite are all contained under the communication or messages tab. This article is intended to show users how they can create different views in order to differentiate between emails attached by ExtendSync or via native NetSuite.
How to add filter Email View in NetSuite
ExtendSync writes a value in the externalID of each message on the communication tab. Because of this, you can easily customize your NetSuite setup to help filter the emails
Step 1: Open a NetSuite record, go to Communication>Messages, and click Customize View.
Step 2: Go to Criteria> Standard Tab and add the following criteria depending on your preference:
3. When saving a new View, update the Search Title and click Save.
All ExtendSync Emails
To filter all emails saved from the ExtendSync application, do the following:
On the Filter column, add External ID (Text)
Set contains cloudextend#
ExtendSync One-Time Save
To filter AutoPilot Emails, do the following:
On the Filter column, add External ID (Text)
Set contains async#UI#
ExtendSync Email Address-based (To/From/CC) AutoPilot Only
To filter AutoPilot Emails, do the following:
On the Filter column, add External ID (Text)
Set contains email#AP#
ExtendSync Thread-based (Updates to this thread) AutoPilot Only
To filter AutoPilot Emails, do the following:
On the Filter column, add External ID (Text)
Set contains thread#AP#
All ExtendSync except AutoPilot Emails
To filter all ExtendSync Emails except AutoPilot, see setup below:
First Filter
On the Filter column, add External ID (Text)
Set does not contain #AP#
Second Filter
On the Filter column, add External ID (Text)
Set contains cloudextend#
All not ExtendSync Emails
On the Filter column, add External ID (Text)
Set does not contain cloudextend#
Additional Knowledge
🔵 Why are we using External ID(Text) as criteria to filter emails?
Emails saved from the ExtendSync app will contain an external ID value once it’s synced to NetSuite.
This will show the ExtendSync application prefix and contain the save method within ExtendSync.
Open a NetSuite record, go to Communication>Messages, and click Customize View.
Go to the Results tab and add External ID and click Save.
🔵 The default view of the message record does not show the Author's email
To see the proper email addresses of the sender/recipient implement the suggested change to your view.
Customize your default view and add
Author Email
To
This will then allow you to work with email addresses rather than entity names. If desired remove the Author and Primary Recipient to free up space.
