Overview

This guide is designed for CloudExtend ExtendDocs administrators. It walks you through the steps to enable ExtendDocs, configure permissions, and prepare your organization for file management in NetSuite.

To learn about the ExtendDocs functionality, click here!

Quick Navigation

Learn how to enable ExtendSync Autopilot by following the steps below:

Who is required for the initial setup?
Installation Steps(ExtendDocs Autocreate Folder)
Installation Steps(ExtendDocs + ExtendSync Outlook)
Where are ExtendDocs files Stored?
Preparing your Organization for File Management
Set your users up for success by reviewing and sharing articles
Need Help?

Who is required for the initial setup?

Enabling ExtendDocs will require three individuals from your organization. For some companies, this may be the same person. The users do not need to be present at the same time but they will each be required to perform an action.

The admin assigned to login to subscriptions.cloudextend.io
A user with admin rights to your Microsoft 365 environment
A user with NetSuite admin rights

Installation Steps (ExtendDocs Auto-Create Folder)

If you have purchased only ExtendDocs subscription and you do not have a use case to sync email attachments then follow below steps to complete the setup.

Prerequisites

Users must have the necessary permissions in both NetSuite and either OneDrive or SharePoint.
Define the storage location where files will be saved in OneDrive or Sharepoint.

Steps to Enable CloudExtend ExtendDocs Auto-Create Folder

Install ExtendSync Bundle

The CloudExtend Outlook for NetSuite bundle (ID: 244864) is available publicly for all NetSuite users and can be installed in your accounts.
Navigate to Customization > SuiteBundler > Search & Install Bundles. Type in 244864. Install the bundle

Install the SuiteApp

Admins should click the SuiteApps tab in their NetSuite navigation bar
On the search box, enter "CloudExtend".
- Multiple CloudExtend SuiteApps will appear, be sure to select the one with the logo below which has the latest functionality

Add or Remove CloudExtend Files tab to NetSuite Records

The CloudExtend Files tab is deployed to Customer and Contact records by default. Most users will want to deploy the tab to other NetSuite records as well. In addition, the CloudExtend Files tab can be removed from any or all records entirely.

NetSuite Admin typically would be the one to perform these actions.

➡️ See guide here: How to Adding and Removing CloudExtend Files tab

Deploy Auto create script to NetSuite records

For the automation where if a new NetSuite record is created or viewed a folder should be automatically created in Sharepoint and linked to NetSuite record, you would need to deploy the CloudExtend MailApps-RecordFolder Export script to selected records.

👉 For instructions to deploy AutoCreate script, see here.

Admin Portal Configuration

Go to https://subscriptions.cloudextend.io

Ensure that you selected the CloudExtend ExtendDocs subscriptions. Add licensed users for whom the ExtendDocs should be enabled.

Step 1: The CloudExtend admin should log in to the subscription portal (subscriptions.cloudextend.io). Click Subscription from the navigation pane.
Step 2: Check if the selected subscription is CloudExtend ExtendDocs.

Step 3: Go to the Users tab and assign license to users whom you wish to add to this subscription.
Step 4: Go to the Configuration tab. Sync Email Attachments to OneDrive/Sharepoint section would be disabled for you as for that you would need the ExtendSync for Outlook Subscription. Follow below steps to configure Auto Create feature.

Request consent for Microsoft Graph Admin.
Authorize to NetSuite for organization.
Verify NetSuite if SuiteApp has been installed.
- If your Admin has not yet installed the SuiteApp, follow the guide here to install.
Select Folder Structure to know how ExtendSync will create folders in your default location.
- Record based
  Folders structure will be per record type and subfolders and files will be stored to the parent folder.
- Customer based
  Folder structure will be Customer as the parent folder then the subfolders will have all the child record under the customer.
Set a default location for NetSuite files.
Set a default OneDrive/SharePoint location for NetSuite files, with optional locations for different record types.

A) Choose the folder to set the default folder location of the files and folders on OneDrive or SharePoint.
B) Click Add, if you have a record that needs to have a separate folder location. (This is optional)
C) Once done, click Next then Save.

Enable or Disable Auto Create feature at user level

Step 1: Navigate to Subscriptions > Feature Assignment.

Step 2: Click on Edit.

Step 4: Admins can either:

Enable for All or enable for individual users the Auto create folders feature

Step 5: Save the setup.

Installation Steps (ExtendDocs + ExtendSync Outlook)

Prerequisites

Determine the record type where the CloudExtend Files tab will appear. This is where hyperlinks will be displayed in NetSuite.
Users must have the necessary permissions in both NetSuite and either OneDrive or SharePoint.
Attachment Autopilot and Autopilot for emails should be enabled.
Define the storage location where files will be saved in OneDrive or Sharepoint.
Make sure the CloudExtend Outlook bundle (ID: 244864) and SuiteApp Celigo CloudExtend Outlook for NetSuite are up to date and on the latest version.

Steps to Enable CloudExtend ExtendDocs

Add or Remove CloudExtend Files tab to NetSuite Records

NetSuite Admin typically would be the one to perform these actions.

➡️ See guide here: How to Adding and Removing CloudExtend Files tab

Deploy Auto create script to NetSuite Records

For the Auto create feature to work, CloudExtend script needs to be deployed.

👉 For instructions to deploy AutoCreate, see here.

Admin Portal Configuration

Ensure that you selected the CloudExtend ExtendDocs subscriptions. NetSuite Account will be inherited from the configuration of the ExtendSync Outlook - Enterprise Edition.
Step 1: The CloudExtend admin should log in to the subscription portal (subscriptions.cloudextend.io). Click Subscription the from the navigation pane.
Step 2: Check if the selected subscription is CloudExtend ExtendDocs.

Step 3: Add licensed users under Users tab for ExtendDocs subscription.
Step 3: Go to the Configuration tab. Select whether to enable a single option or both

Sync Email Attachments to OneDrive/SharePoint
- All Email attachments are saved in Sharepoint with a link to these files stored in NetSuite.
- These links appear in the Attachments section of the email as hyperlinks.
- You can also access them anytime from the CloudExtend Files tab.
Auto-Create Folders in OneDrive
- When a new record is created, CloudExtend automatically creates a corresponding folder in OneDrive.
- The folder and related files will be visible in the CloudExtend Files tab.

(A) Sync Email Attachments to OneDrive/SharePoint

Click the Configure button, complete the steps:

Request Microsoft Graph Admin Consent.
Select Folder Structure.
- Record based
  Folders structure will be per record type and subfolders and files will be stored to the parent folder.
- Customer based
  Folder structure will be Customer as the parent folder then the subfolders will have all the child record under the customer.
Select Folder Location.
Set a default OneDrive/SharePoint location for NetSuite files, with optional locations for different record types.

A) Choose the folder to set the default folder location of the files and folders on OneDrive or SharePoint.
B) Click Add, if you have a record that needs to have a separate folder location. (This is optional)

C) Once done, click Next to proceed to Step 4.
Select folder structure for Email Attachments
File name would contain NetSuite Message ID appended to it for avoiding duplicates in same folder. See the diffent folder structure to choose from:
NetSuite Folder Structure
Month Wise

All Attachments

(B) Auto-Create Folders in OneDrive/SharePoint

This would already be checked if you have completed Step 1 in (A)
Authorize to NetSuite for organization.
Verify NetSuite if SuiteApp has been installed.
- If your Admin has not yet installed the SuiteApp, follow the guide here to install.
Select Folder Structure - This would already be selected if you have selected Folder structure in (A)
Set a default location for NetSuite files.
Set a default OneDrive/SharePoint location for NetSuite files, with optional locations for different record types.
A) Choose the folder to set the default folder location of the files and folders on OneDrive or SharePoint. This would already be selected to default location that you selected in (A)
B) Click Add, if you have a record that needs to have a separate folder location. (This is optional)
C) Once done, click Next then Save.

Enable/Disable ExtendDocs for users

Step 1: Navigate to Subscriptions > Feature Assignment.

Step 2: Click on Edit.

Step 4: Admins can either:

Enable for All the Sync Email Attachments to OneDrive/Sharepoint
Enable for All and Auto create folders
Enable/Disable ExtendDocs for individual users from the list.

Step 5: Save the setup.

🔄 Any update may take up to 1 hour to take effect.

Where Are ExtendDocs Files Stored?

When you use ExtendDocs to save email attachments or other files, they are not stored in the NetSuite File Cabinet. Instead, ExtendDocs securely stores them in OneDrive or SharePoint, ensuring your files remain safe, accessible, and outside of NetSuite’s storage limits.

Clicking the file name in NetSuite's Communication > Message tab, it will open the file directly from OneDrive or SharePoint for seamless access.
For improved folder and file visibility, we recommend deploying the CloudExtend Files tab.

💡 Note:

In NetSuite, you’ll see the files listed on the CloudExtend Files tab of the related record (such as a Customer, Contact, or Transaction). Each entry includes a direct link to the file. If not available, reach out to your NetSuite admin.
➡️ See how admins can Add and Remove CloudExtend Files tab
If the Auto-Create Folder feature is enabled, the CloudExtend Files tab will also include an automatically generated folder for easier organization.
➡️ To deploy the Auto-Create script, click here

Preparing Your Organization for File Management with ExtendDocs

Admins and users should have a clear understanding of how file management is configured for their organization.

Determine Default File Repository

ExtendDocs supports storing files in OneDrive or SharePoint. Decide which platform will serve as your default file location and establish a clear folder structure.

SharePoint is ideal for larger organizations — it supports thousands of sites that can be used as document repositories.

Recommendation:

Create a SharePoint site and set up a parent folder within Documents.
During the portal setup, point ExtendDocs to this parent folder. The system will automatically create subfolders (such as Customers, and others) underneath it.

Establish a Clear Process

Align with your team on what types of files should be stored in NetSuite. Be cautious with sensitive information. If needed, use encryption for additional security.
Verify user permissions in OneDrive and SharePoint to ensure proper access.
Communicate the default folder locations and folder structure so everyone knows how files will sync to the cloud.

Enable File attachment preferences (End-User)

This options automatically pre-select the files from current email.

From the ExtendSync panel, click the Menu > Settings.
Go to File Attachments preferences, and choose whether to enable file attachments or inline images.
Click back and the setting will be saved.

Enable Attachments for Autopilot (End-User)

This option automatically pre-selects attachments for future emails.

From the Settings screen, go to Attachments for Autopilot.
Choose whether to enable file attachments or inline images.
Click back and the setting will be saved.

Set your users up for success by reviewing and sharing articles

After you've installed ExtendDocs and ExtendSync for Outlook NetSuite you'll want to make sure your users have the tools for success.

✅ Assist them with installation and login

Inform them about the new app, and provide guidance on installing, logging in, and selecting the correct role and NetSuite environment to connect with.

✅ Your Customer Success Manager

Your Customer Success Manager and Training Manager can provide free end-user training for your team. The training can be recorded and shared amongst your team.

✅ Share Support Site With End Users And Save Time Answering Questions Later

Your org may subscribe to one or more of our ExtendSync Apps. Be sure to share our Getting Started Guides and FAQs built just for them.

Need help?

Please try searching for your issue at support.cloudextend.io. Odds are we've seen the issue before and have already written an article. If you've exhausted your search options we can still help.

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