Introduction
At CloudExtend, we are continuously striving to improve, which means listening to our customers and implementing feedback. The need for automation, particularly within email productivity apps, is the #1 request on our product board. Everyone wants to do more in less time, and we’ve built a robust product roadmap to address automation.
👉 Check out frequently asked questions here.
Two Autopilot Saved Methods:
Based on To/From/CC (Email Address Based)
Based on Updates to this thread (Thread-Based)
While both options allow you to sync emails to NetSuite in fewer clicks the first option will be an email address-based sync and the other is thread-based.
Email Address-Based Autopilot (Based on To/From/CC)
When you receive an email, you will now be able to monitor all future communications to or from a specific email address and have that email attached to just the right record type in NetSuite with zero clicks!✨
Email Address based Autopilot (To/From/CC) functionality is limited to the primary folder and the sent folder in your Outlook.
Step 1: Select Suggest Related Records and go to the Autopilot section.
Step 2: Select To/From/CC.
Step 3: Select the email address where the Autopilot to enabled.
Step 4: Scroll down to Auto Associate to section to choose what records you want to associate current and future back-and-forth emails to.
💡 Tip: If you want to associate an email with a record/s that's not on the list, use the search box to search and add more records to your current list. Learn how to optimize your search here.
Step 5: Once done, click Start Email Autopilot.
In the example above, elise.gonzales@cloudextend.io sends an email. Since Email Address Autopilot is enabled:
You can have every single email that arrives in the inbox from elise.gonzales@cloudextend.io go to a record in NetSuite.
New emails from elise.gonzales@cloudextend.io will be saved automatically to NetSuite to the assigned record.
When you send a new email to elise.gonzales@cloudextend.io will be saved to NetSuite too!
Set it once and forget it. That’s it! ✨
💡 Note:
Autopilot does not include file attachments. This is by design based on feedback from customers who are concerned about using up their allotted NetSuite storage space. If you receive an email with attachments that you want to attach to NetSuite you can upload them manually, attach them via our Google Drive integration, or cancel Autopilot, forward the mail to yourself, attach the files, and then re-enable Autopilot.
Thread-Based Autopilot (Based on Updates to this thread)
Another option is using Updates to this thread, this will only sync emails to NetSuite record/s within the email thread.
Step 1: Select Suggest Related Records and go to the Autopilot section.
Step 2: Select Updates to this thread.
Step 3: Scroll down to Auto Associate to section to choose what records you want to associate current and future back-and-forth emails to.
💡 Tip: If you want to associate an email with a record/s that's not on the list, use the search box to search and add more records to your current list. Learn how to optimize your search here.
Step 4: Once done, click Start Thread Autopilot.
👉 Check out this link to know how to attach emails to NetSuite.
FAQ
🔵 How do I cancel emails that are on Autopilot?
See this brief article to learn how to cancel thread and email-based Autopilot.
🔵 Will Autopilot 2.0 impact the performance of my Outlook?
It should not. Apart from the Autopilot 2.0 UI, everything else runs outside of the Gmail app.
🔵 Will this be available on the Gmail App?
Yes, on May 4, 2023
🔵 Can one email be associated with multiple records?
Yes!
🔵 Is there a limit as to the number of email addresses or can have on AP 2.0?
No
🔵 Is there a limit as to the number of email addresses a single user can have on AP 2.0?
No
🔵 Can all the contacts on Autopilot 2.0 be managed in one place?
Contacts can be managed individually in the settings pane. There is no way at present to see every contact on 2.0 but this is planned for the future.
🔵 Can this feature be disabled for certain users within the org?
This is under consideration for a future release of the subscription portal.
🔵 What happens if multiple people put the same contact on Autopilot?
If the users are attaching to the same NetSuite record (contact for example) then the email will be in NetSuite 2x.
Emails attached to different records will not result in duplicates at the record level, however, if emails roll up to a parent they will both be displayed there.
Teams will need to have processes in place to avoid this.
🔵 How will I know when AP 2.0 is available?
When we release an update to the App the updates are pushed out to users by Gmail. This typically occurs on the same day as the release.
When the update has been pushed users will receive an email notification with release notes as well as an in-app notification banner.