For organizations that have ExtendSync for Outlook NetSuite
Prerequisites
The admin assigned to login to subscriptions.cloudextend.io
A user with NetSuite admin rights
User ExtendSync License
Review Outlook add-in requirement
Review Outlook add-in requirement
The following clients support Outlook add-ins:
Outlook with a Microsoft 365 subscription*
Outlook for iOS
Outlook on Android
Support Exchange Online (See set requirements by Microsoft here)
Outlook.com
The client MUST be connected to an Exchange server or Microsoft 365 using a direct connection. When configuring the client, the user must choose an Exchange, Office 365, or Outlook.com account type. If the client is configured to connect with POP3 or IMAP, add-ins will not load.
Review NetSuite End-User Settings
Review NetSuite End-User Settings
NetSuite Administrator's checklist for end-user configuration:
Step 1: Enable the user preference Rich Text Editing
Advise users to do the following in NetSuite, go to Home> Set Preferences> Appearance then enable Rich Text Editing.
While not required we have found that certain emails with HTML may transfer as blank or with all the HTML coding if this setting is not enabled at the user level. This may result in a NetSuite error such as The field message containing more than the maximum number (1000000) of characters allowed.
Step 2: Ensure that the role is not set to a Web Services Only role
In NetSuite, go to Setup > Users/Roles > Manage Roles. Validate if the Web Service Only Role is OFF.
Step 3: User roles have the necessary permissions for each record type the user will be working with
The following permissions are enabled on any and all roles that will be logging in and using ExtendSync Outlook.
In NetSuite, go to Setup > Users/Roles > Manage Roles then choose the role to update:
SOAP Web Services
User Access Tokens
SAML Single Sign-On
ONLY if your company uses Single Sign-On, ie OKTA, OneLogin, etc.
If you enable SSO and do not actually use SSO, users will NOT be able to login to NetSuite until you remove it.
Allow JS/HTML uploads
if your user will need to upload .js and .htm files
Log in using Access Tokens
Additional permission for User Access Tokens
Documents and Files
The minimum permission required is Create. (if users will be attaching files)
Track Messages
The minimum permission required is Create.
Permissions > Setup Tab
Permissions> Lists Tab
Manage Licenses in the CloudExtend Portal
Manage Licenses in the CloudExtend Portal
Subscription Admins can log into https://subscriptions.cloudextend.io with their Microsoft account to start managing end-user licenses and assign other administrators.
If users have different email addresses for NetSuite and Microsoft, the admin must update the email in the license section of CloudExtend by replacing the NetSuite email with the Microsoft email.
Allocating Licenses to End-users
Allocating Licenses to End-users
Click on Manage Licenses.
Enter the email addresses of the users you want to allocate licenses for. If you want to remove a user license click the trash can next to their email. Once the user is allocated a license, they will receive an email from CloudExtend within a few hours with installation instructions. **If your organization has a Microsoft 365 subscription your 365 Admin can install the App for one or more users by following the instructions here.
Assign Email Autopilot (Enterprise Only)
Assign Email Autopilot (Enterprise Only)
Go to Manage Licences> Account> Email Autopilot> Autopilot Settings
Click Step 3: Assign Users (1) and review the email addresses of users subscribed to CloudExtend(2).
Admin can globally enable and choose an Autopilot feature(3) or choose users from the list.
Any update will take an hour to take effect.
Users can also reload the add in for updates to take effect immediately.
Validate if users can see the Autopilot option on the app. If not, advise to Reload for the system to recognize the update. See instructions here.
💡Note: CloudExtend gives users full control over the method(s) used to attach emails to NetSuite and we’ve created a video and guide with our suggestions on how and when to use each method.
👉 Share this link to new users to learn how the Email Autopilot works!
Attachment Autopilot (Enterprise Only)
Attachment Autopilot (Enterprise Only)
Users can effortlessly set an entire thread or automate an email address — including attachments! 📎
All future emails set on Autopilot will automatically sync complete with attachments to NetSuite with no extra clicks!
Step 1: Visit subscriptions.cloudextend.io and log in to the Admin Portal with your Microsoft ID (this was previously provided to your Customer Success Manager and is typically your Microsoft 365 email address).
Step 2: Go to Manage Licences> Account> Email Autopilot Settings
Step 3: Go to Assign Users(1) and review the email addresses of users subscribed to ExtendSync(2). Admin can enable the Attachment Autopilot feature(3) and select users from the list.
🚨 WARNING
Identify the users who will benefit most from the Attachment Autopilot feature. Keep in mind that files will be stored in the NetSuite File Cabinet, which will use up NetSuite storage.
💡 Notes:
Any update will take an hour to take effect.
Users can also reload the add-in for updates to take effect immediately.
Admin will be prompted that all attachments will be synced to the NetSuite File Cabinet when Enabling the Attachment Autopilot for the first time.
(Optional) Assign Calendar Autopilot
(Optional) Assign Calendar Autopilot
Admins can enable and disable the Calendar Autopilot feature for users.
Step 1: Visit subscriptions.cloudextend.io and log in to the Admin Portal with your Microsoft ID (this was previously provided to your Customer Success Manager and is typically your Microsoft 365 email address).
Step 2: Go to Manage Licences> Account> Calendar Autopilot
Step 3: Configure Autopilot
Step 4: Go to Assign Users(1) and review the email addresses of users to whom Calendar Autopilot should be enabled.
(Optional) Additional Permission for Custom Fields
(Optional) Additional Permission for Custom Fields
Certain NetSuite roles do not allow custom fields to be displayed without explicitly telling them to. If you are not able to see custom fields try switching to a different role. If none of your roles show share this article with your NetSuite Admin and ask them to grant your role the required permissions.
Step 1: NetSuite admin to ensure that view permissions are set for the records and roles you are working with. Typically the following are added.
Under Setup Tab
Custom Column Fields
Custom Body Fields
Custom Record Types
Custom Entity Fields
Custom Item fields
Custom Sublist fields
Custom Sublists fields
Custom Lists
Custom Transaction Fields
Customer Status
Under List Tab
Custom Record Entries
Set your users up for success by reviewing and sharing articles
Set your users up for success by reviewing and sharing articles
After you've installed ExtendSync for Outlook NetSuite you'll want to make sure your users have the tools for success.
✅ Assist them with installation and login
Inform them about the new app, and provide guidance on installing, logging in, and selecting the correct role and NetSuite environment to connect with.
✅ Your Customer Success Manager
Your Customer Success Manager and Training Manager can provide free end-user training for your team. The training can be recorded and shared amongst your team.
✅ Share Support Site With End Users And Save Time Answering Questions Later
Your org may subscribe to one or more of our CloudExtend Apps. Be sure to share our Getting Started Guides and FAQs built just for them.
Need help?
Please try searching for your issue at support.cloudextend.io. Odds are we've seen the issue before and have already written an article. If you've exhausted your search options we can still help.
🔵 We have an in-app messaging feature for any user to reach out to get Support. Try chatting with us (bottom right of our support site)!
🔵 Send an email to cloudextend-support@celigo.com
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