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FAQ: Understanding External IDs in NetSuite When Saving Emails with ExtendSync

ExtendSync Outlook | How ExtendSync and NetSuite External IDs are utilized when saving emails

Updated over 2 weeks ago

Overview

When you save emails to NetSuite using ExtendSync, CloudExtend automatically generates and assigns External IDs in the backend.
These External IDs play a vital role by:

  • Preventing duplicate records in NetSuite

  • Ensuring consistent tracking of saved emails

  • Linking email data (and attachments) reliably to the correct NetSuite record


How External IDs Are Generated

External IDs are typically made up of a prefix + unique identifier generated by CloudExtend when an email is saved. The format can vary depending on the method used to save emails

To expose this in NetSuite message view. Open a NetSuite record, then:

  1. Go to Communication > Messages tab, the email will snippet will show and indicate if there is a file saved along with it.

  2. Click Customize View.

  3. Go to the Results tab and add External ID and click Save.


External ID Generation using ExtendSync App

1. Using One-Time Save

  • A unique External ID is created for the specific email being saved.

  • Based on the email’s unique message ID from Outlook/Gmail.

  • External ID contains #UI#

  • With ExtendDocs External ID contains OD-async.

2. Using Autopilot for Emails

Thread-Based Autopilot

  • External IDs are tied to the entire email thread.

  • Ensures all messages in the conversation are linked under the same record.

  • Helpful when multiple replies/forwards are part of one ongoing business discussion.

  • External ID contains #AP#

  • With ExtendDocs External ID contains OD-thread

3. Using Email-Address-Based Autopilot

  • External IDs are generated based on sender/recipient addresses.

  • Automatically saves all emails to a NetSuite record (e.g., Customer, Contact).

  • External ID contains #AP#

  • With ExtendDocs External ID contains OD-email


External ID Generation using Send from Outlook

One-Time Save (Starter Edition)

  • A unique External ID is created for the specific email being saved.

  • Based on the email’s unique message ID from Outlook.

  • External ID contains async#NS#

Thread-Based Autopilot (Enterprise Edition)

  • External IDs are tied to the entire email thread.

  • Ensures all messages in the conversation are linked under the same record.

  • Helpful when multiple replies/forwards are part of one ongoing business discussion.

  • External ID contains thread#NS#


Summary

External IDs are the backbone of how CloudExtend integrates emails and attachments into NetSuite.

Aside from External Ids using for tracking emails and attachments, these can be used to filter the Email View in NetSuite.

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