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 the External ID field:
Open a NetSuite record (e.g., Customer, Contact, or Transaction).
Go to Communication → Messages.
Click Customize View.
Under the Results tab, add External ID (Text).
Click Save.
Now, your Messages tab will display each email’s External ID — showing whether the email includes attachments and how it was saved.
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
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.
👉 Learn how: Filter Email View in NetSuite for ExtendSync Outlook