With ExtendSync for Outlook, you can create and save new Prospect records directly from your inbox — no need to switch to NetSuite.
ExtendSync fully respects your assigned NetSuite role permissions. Your NetSuite Administrator must enable each record type your role can create or update.
Step 1: Open Outlook and Access ExtendSync
Launch Microsoft Outlook and ensure the ExtendSync add-in is installed and active.
Open an email that contains the prospect information you want to save.
Click on the ExtendSync panel from the Outlook ribbon or Apps icon inside an email.
Web and Mac Users (Open an email)
Outlook Classic (Ribbon Bar)
Step 2: Create the Prospect record
Look for the email address and click on the + sign then choose Prospect.
ExtendSync will attempt to identify key details from the email, such as:
First Name
Last Name
Email Address
Select all the mandatory and preferred fields. To customize your form, click on the Configure field button to update the form layout. Click here to learn more about customizing form.
Enter values in all necessary fields, ensuring mandatory fields are completed, such as:
Company (if not marked as Individual/Person)
Subsidiary (required for OneWorld accounts)
Entity Status (required)
Step 3: Save the Prospect
Once you’ve filled out the required fields:
Click Save to create the record in NetSuite.
ExtendSync will process the request and confirm when the record is successfully created.
Common Errors and FAQs
🔵 Prospect is not showing in the Quick add section
The Quick Add list is linked to your Configure Records Filter.
To fix:
Step 1: Go to the Menu button > Settings> Configure Records Filter.
Step 2: Search for prospect or scroll down to Entity and tick the Prospect.
Step 3: Click back and the setting will be saved.
🔵 Why Am I Getting the Error: "Permission Violation: You need the Customer Status permission to access this page"?
The Customer Status permission is required when creating a Prospect record, as it determines the status of the NetSuite record. Without this permission, users cannot complete the record creation process.
Your NetSuite Administrator must update the role’s permissions to allow changes to the Entity Status field. Follow these steps:
Step 1: Edit the User's Role
Navigate to Setup > Users/Roles > Manage Roles.
Select the role assigned to the user.
Under Permissions > Setup
Step 2: Add Customer Status Permission
In the Setup tab, locate the Customer Status permission.
Add it to the role and set it to at least View access.
Save and apply the updated role settings.
Once these changes are made, the user should be able to create Prospect records without encountering the error.
🔵 Can a custom form be set when creating a record?
ExtendSync automatically uses the default form assigned to your record.
If your preferred form differs from the default, you can manually select it by adding the Custom Form field.
🔵 Why are Custom fields not showing?
By default, only standard NetSuite fields are displayed. If your record includes required custom fields, validation will fail unless those fields are added manually.
To fix:
Ask your NetSuite Admin to grant permission to view your custom fields.
Once permissions are updated, reload the ExtendSync add-in and add the fields using Configure Fields.
💡 Note: Each user must configure their own form layout in ExtendSync.
Need Help?
💬 Chat with us in-app or on support.cloudextend.io
✉️ Email: cloudextend-support@celigo.com