Overview

Managing files spread across emails, shared drives, and local folders can quickly become overwhelming.

CloudExtend simplifies file management by connecting OneDrive or SharePoint directly to NetSuite, all without using NetSuite File Cabinet.

With ExtendDocs, you can:

Store files securely in OneDrive or SharePoint.
Access files and folders directly from NetSuite records.
Minimize the risk of misplaced documents.
Save valuable time when searching for the right file.

How to use ExtendDocs

Watch the video below, we’ll show you how ExtendDocs automates file management in NetSuite.

Sync Email Attachments to OneDrive and SharePoint (Add-on)

Save emails to NetSuite just as you normally would with ExtendSync for Outlook. When ExtendDocs is activated, email file attachments are automatically stored in your default OneDrive or SharePoint location, keeping everything organized and accessible.

Files are linked to Communications> Messages section of NetSuite records for easy reference.
Files are coverted to HTML format, making them fast to share and load.

Auto-Create Folder (Add-On or Standalone)

With ExtendDocs, whenever a new record is created in NetSuite, a corresponding folder is instantly generated in OneDrive or SharePoint. This folder is then automatically linked to the CloudExtend Files tab, ensuring your files are always connected to the right records.

This can be standalone and does not require to using The ExtendSync app to save files.
That folder is then linked to the CloudExtend Files tab.

Where Are ExtendDocs Files Stored?

When you use ExtendDocs to save email attachments or other files, the files are not stored in the NetSuite File Cabinet. Instead, they are stored securely in OneDrive or SharePoint.
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.
Clicking the file name in NetSuite's Communication > Message tab, it will open the file directly from OneDrive or SharePoint, ensuring your files remain secure, accessible, and outside NetSuite’s storage limits.

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.

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.

FAQ

Q: What happens if a file is moved between folders in SharePoint or OneDrive?

The NetSuite link will still work. For example, if a file is originally in the Sales Orders folder and later moved to Customers, the link in NetSuite will continue to open the file.

Q: What if a file is renamed in SharePoint or OneDrive?

The NetSuite link will still work, but the updated file name will not be reflected in NetSuite.

Q: How can I update the file name shown in NetSuite?

To change the name displayed in NetSuite:
Step 1: Go to the File Cabinet, locate the file record (which stores the name and URL).
Step 2: Update the name in the file name field.
Step 3: The new name will then appear in related records (e.g., Sales Order email attachments).

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.

🔵 We have an in-app messaging feature for any user to reach out to get Support. Try chatting with us (bottom right of our support site)!