This article is designed to help you create guidelines and internal processes, so all users of ExtendSync are on the same page. Below are the questions you want to have outlined for your users, to ensure internal success and adoption.
Who is going to use ExtendSync?
Determine which departments will be using ExtendSync. Sales, Customer Service, Support, Finance etc. If it is various departments, it is very likely that each different department will be working with different record types in NetSuite and the process may not be the same per each department.
Which records should we save the emails and events to in NetSuite?
This will likely vary with different departments but per each department, there should be guidelines.
Example: You are working with contact Jess Nana from the company Socially Savvy Studio. You have an open opportunity and an open estimate related to this customer. These are 4 different record types in NetSuite: contact, customer, opportunity, and estimate. Where do you want to see the emails in NetSuite? In almost every situation, you will likely want to have all the communications on the customer record. You may also want to have some emails saved on the opportunity or the estimate as well. This is something you will need to make an internal decision about. The good news is in the above scenario if you save an email or emails to the contact, the opportunity, or the estimate it will also AUTOMATICALLY save to the customer record. More on email rollup can be found here.
What is being saved to NetSuite from Gmail?
Emails, events, and/or attachments? With ExtendSync you can save emails, events, and attachments to NetSuite which will be stored under the communication tab for important visibility in NetSuite. Do you want all these different activities to be tracked? Outline what it is you want saved in NetSuite.
How much are we saving?
“If it isn’t in NetSuite, it didn’t happen”.
All-important emails, events, and attachments should be saved. (Attachments do take up storage space, so you may want to consider using Google Drive to save these attachments if they are over a certain size).
What standard and custom fields need to be added to each record type so we can create records from ExtendSync?
With ExtenSync you can create, edit, and view certain NetSuite records in Gmail. For each record type, you can add which standard and custom fields you want on your form. This will need to be decided on each different record type that we support for either editing, viewing, or creating.
Installation and Setup
Admin setup/install completed
⬜ Bundle Installed
⬜ SSO or TBA setup (optional)
⬜ Admin level customizations adjusted
⬜ Licenses allocated to end-users
⬜ Whitelisted Celigo.com
⬜ Autopilot enabled (Enterprise users only)
⬜ Deployed the Google Drive tab to relevant NetSuite records (Enterprise only)
End-user setup/install completed (Each end-user)
⬜ Installed ExtendSync from the Chrome store
⬜ Configured records that are auto-fetched
⬜ Logged into Google Drive on the Google Drive Tab (Enterprise only)
Onboarding
Onboarding completed
⬜ End-user training was held
⬜ 2 or more power users are identified and introduced to your CSM
⬜ Metrics were added to NetSuite for tracking
⬜ Best Practice Guide was reviewed
⬜ User guidelines were outlined, reviewed, and communicated to end-users
⬜ End users know where to get support
🚨 Find all-important resource links to the above here.