🚨 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
🔵 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.
🔵 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:
🔵 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
🔵 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
🔵 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
🔵 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
🔵 %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
🔵 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: 📈 CloudExtend Email Summary
Message:
This email summarizes the number of emails saved using CloudExtend.
Red flags to 👀 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
👉 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!