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ExtendSync Mail Apps - Usage Metrics
ExtendSync Mail Apps - Usage Metrics

Learn how to configure on usage metrics for email application

Updated over a week ago

🚨 IMPORTANT

NetSuite requires an admin role to view the full results of the saved search you will create below. This is due to the specific permissions for message records. Users running this search without an admin role may not see the full results.

Once you install the SuiteApp, a saved search will be automatically created in your NetSuite account: ExtendSync MailApps - Usage Metrics.

Check the links below on how to install the SuiteApp which includes a pre-built saved search to help you with your metrics.

What's included in the usage stats?

  • All emails and events are attached via ExtendSync usage stats.

    For example:

    • If you receive an email in your inbox and attach it to NetSuite it will be included.

    • If you create a new email and attach it while still in compose mode it will be included in the stats.

    • If you send it and attach it from your sent items folder it will be included.

    • When composing a calendar event.

    • If you are attaching a previously saved event for which you are not the organizer it will also be included.


FAQs

πŸ”΅ How can I be sure a specific mail will be included?

If there is an external ID assigned to the mail.

  • One-Time Save - contains #UI#

  • Thread-Based Autopilot - contains thread#AP#

  • Email Addressed Based Autopilot - contains email#AP#

One way to tell is to customize your message view and expose the external ID field in the results column.

πŸ”΅ Where can I see the ExtendSync MailApps - Usage Metrics?

NetSuite Search Box

In the search box copy and paste search: ExtendSync MailApps - Usage Metrics

To view the list of Saved Searches

Step 1: In NetSuite, go to Lists > Search > Saved Searches

Step 2: Look for CloudExtend MailApps - Usage Metrics


Configure of KPI Dashboard

We highly recommend that managers add this as a KPI to their dashboards and monitor activity by users. The KPI view will show usage for all users. To see individual usage, you can separate the saved search or drill down into a specific period directly from the KPI.

Add the Date Filter in the Saved Search

Step 1: In the search box, copy and paste search: CloudExtend MailApps - Usage Metrics.

Step 2: Click Edit this Search > Available Filters tab.

Step 3: Add Date and enable Show in FIlter Region check box then Save.

Create the Key Performance Indicator

Step 1: In the Home tab, go to Personalize> KeyPerformace Indicator.

Step 2: Drag the Key Performance Indicator to the desired location.

Step 3: Click Setup > Custom KPI.

Step 4: Add your saved search to the KPI. Use keyword: CloudExtend MailApps - Usage Metrics.

Configure KPI Meter

Step 1: Click Personalize.

Step 2: Drag the KPI Indicator to the desired location.


Schedule a weekly ExtendSync Summary email to leaders

Hold users accountable if they are not saving emails into NetSuite!

Step 1: Open ExtendSync MailApps - Usage Saved Search and name it:

ExtenSync MailApps - Usage Metrics for Email Distribution and Save As (to create another search)

Step 2: Once saved, click Edit this Search.

Criteria Tab

Add Date to filter and under Description add is within 1 years ago and 0 days ago. Add an And after the ).


Results Tab

Once all the formulas has been setup, it should look like this:

See the guide below to set up your Saved Search:

πŸ”΅ Email Address NO CHANGES NECESSARY - Leave as is

The results will use two formula fields to remove the user's email address from the external ID and then count the emails attached by that user by grouping by email and counting the message internal IDs.

Field ID: Formula (Text)

Summary Type: Group

Formula: Use the formula below to pull out the email address from the external ID.

CASE WHEN {externalid} LIKE '%#UI#%' THEN SUBSTR({externalid},(INSTR({externalid} , 'UI#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'UI#')))ELSE SUBSTR({externalid},(INSTR({externalid} , 'AP#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'AP#'))) END

πŸ”΅ This Week

Field ID: Formula (Numeric)

Summary Type: Sum

Formula:

CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END

Custom Label: This Week

Summary Label: This Week

πŸ”΅ Last Week

Field ID: Formula (Numeric)

Summary Type: Sum

Formula:

CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END

Custom Label: Last Week

Summary Label: Last Week

πŸ”΅ Difference

Field ID: Formula (Numeric)

Summary Type: NONE

Formula:

CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END

Custom Label: Difference

πŸ”΅ %Difference

Field ID: Formula (Percentage)

Summary Type: Sum

Function: Round

Formula:

sum((CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END)-(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END))/NULLIF(sum(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END),0)

Custom Label: % Difference

Summary Label: % Difference

πŸ”΅ Last 365 Days

Field ID: Formula (Numeric)

Summary Type: Sum

Formula:

CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-365 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END

Custom Label: Last 365 Days

Summary Label: Last 365 Days


Highlighting tab

Step 1: Click on the Highlighting tab and then Highlight if...(Summary)

click the Set Filter button (see below):

Step 2: Add the formula below.

Summary Type: Sum

Field: Formula (Percent)

Formula:

sum((CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END)-(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END))/NULLIF(sum(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END),0)

Formula (percent): Less than or equal to

Value: 0

Step 3: Click Add then Set.

Step 4: Click the image field then select the following:

Image: X Mark

Text Color: Black

Background color: White


Available Filter Tab

Remove the filter completely.

Email Tab

Step 1: Click on Specific Recipients Subtab.

Step 2: Check off SEND EMAILS ACCORDING TO SCHEDULE, SUMMARIZE SCHEDULED EMAILS, AND SEND IF NO RESULTS.

Step 3: On the Specific Recipients, tab add in ALL the Leaders you want to CloudExtend Summary email.

Step 4: Click on Customize Message Subtab then add the following:

From: "CloudExtend" <your email address>

Subject: πŸ“ˆ CloudExtend Email Summary

Message:

This email summarizes the number of emails saved using CloudExtend.

Red flags to πŸ‘€ watch for:

❌ If someone has an active license to CloudExtend but IS NOT included in this summary, then they have not saved any emails to NetSuite from their inbox. **To view who has a license log in to subscriptions.cloudextend.io**

❌ If the # of emails saved by a particular user or users continually declines week by week.

Hold these users accountable. Remind them that the path to making NetSuite the single source of truth relies on CloudExtend.

Ensure that the View Record Link is checked off

Step 5: Click on Schedule Subtab

Set your schedule. We recommend a weekly event every Thursday with no end date.

=

Save and run. Your CloudExtend Summary saved search will now be emailed to the Leaders weekly.


Usage Metrics for OneDrive and SharePoint

πŸ‘‰ You may also want to visit another article that will show you how to create a metric on how much NetSuite storage space is being saved by using CloudExtend OneDrive and SharePoint Sync learn more here.


Usage Metrics for Total File Attachments Synced within CloudExtend

This is the Saved Search with the Total number of attachments from CloudExtend sync using One-Time and Thread-based Autopilot.

Look for the CloudExtend MailApps - Usage Metrics by doing the following:

Step 1: In NetSuite, go to Lists > Search > Saved Searches

Step 2: Look for CloudExtend MailApps - Usage Metrics

or

In the search box copy and paste search: CloudExtend MailApps - Usage Metrics

Update the saved search then go to the Results Tab, look for Attachment Fields... then set the following:

Field: Attachments: Internal ID
​Summary Type: Count

Custom Label: Total Number of Attachments

Field: Attachments: Size (KB)
​Summary Type: Sum
​Custom Label: Total Size of Attachments

Once saved, it will look like this.


Gmail Analytics

ExtendSync Gmail Analytics is a new feature to view stats on how your application is helping you stay productive. This feature allows the account owner to access the Analytics section within their ExtendSync panel. Click here to learn more!

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