Before You Begin
⚠️ Admin Role Required
You must be logged in with an Administrator role to view full results across all users. Non-admin users will only see their own data due to NetSuite's message record permissions.
This saved search is built on Message records in NetSuite and uses CloudExtend's External ID tagging to identify emails synced via:
One-Time Save (tagged with
#UI#)Autopilot (tagged with
#AP#)
Step 1: Create a New Saved Search
In NetSuite, go to Reports > All Saved Searches > New.
Select Message as the search type.
Set the Search Title to:
Estimated Hours Saved with CloudExtend EmailSyncCheck the Public checkbox so the search is visible to other admins and managers.
Step 2: Configure the Criteria Tab
Click the Criteria tab.
Check the Use Expressions checkbox.
Add the following two filters under the Standard subtab:
Filter | Description |
External ID (Text) | contains |
External ID (Text) | contains |
These two filters ensure the search captures all emails synced by CloudExtend — both one-time saves and Autopilot-synced messages.
💡 Why these values? CloudExtend stamps every synced email's External ID with either #UI# (manually saved) or #AP# (synced via Autopilot). Filtering by both ensures complete coverage.
Step 3: Configure the Results Tab
Click the Results tab.
Remove any default columns that appear.
Click Add and configure a single Formula column as follows:
Setting | Value |
Field | Formula (Numeric) |
Summary Type | Maximum |
Formula |
|
Custom Label | Hours Saved |
Click Add to save the column.
💡 How the formula works: This formula counts the total number of emails synced by CloudExtend and multiplies by 3 minutes (the estimated time it would take to manually log each email in NetSuite), then converts the result to hours. You can adjust the 3 to reflect your team's actual average if needed.
Step 4: Configure the Available Filters Tab
Click the Available Filters tab.
Click Add and select Date as the filter.
Check the Show in Filter Region checkbox so users can easily filter by date range when running the search.
This allows managers to filter the results by any time period — such as the current month, quarter, or year — without editing the search itself.
Step 5: Save and Run
Click Save to finalize the search.
Click Preview or Run to see the results.
The search will display the estimated hours saved per the formula, filterable by date range.
Optional: Add to Your Dashboard as a KPI
From your NetSuite Home tab, click Personalize.
Drag the Key Performance Indicator portlet to your desired location.
Click Setup > Custom KPI.
Search for
Estimated Hours Saved with CloudExtend EmailSyncand add it.
This gives leadership a real-time view of productivity savings on their dashboard.
Optional: Schedule a Weekly Email to Leaders
To keep your team accountable and showcase ROI on a recurring basis:
Open the saved search and click Edit.
Go to the Email tab > Specific Recipients subtab.
Check Send Emails According to Schedule and Summarize Scheduled Emails.
Add the email addresses of managers or leaders who should receive the report.
Go to the Schedule subtab and set a weekly cadence (e.g., every Thursday).
Click Save and Run.
Frequently Asked Questions
What counts as a synced email?
Any email saved from Gmail or Outlook to NetSuite using CloudExtend — including one-time saves from your inbox, compose window, or sent folder, and all emails synced automatically via Thread-based or Email Address-based Autopilot.
Can I adjust the time estimate per email?
Yes. In the formula: ROUND(COUNT({internalid}) * 3 / 60, 0), replace 3 with the number of minutes that better reflects your team's manual logging time.
Why do I only see my own results? NetSuite restricts message record visibility to the record owner for non-admin roles. Run this search with an Administrator role to see all users.
How do I know if a specific email is included?
Check the External ID field on the message record. If it contains #UI# or #AP#, it was synced by CloudExtend and will be included in this search.