All emails synced from ExtendSync for Outlook to NetSuite appear under the Communication → Messages tab of the associated record.
To make it easier to differentiate between emails saved by ExtendSync and those added natively through NetSuite, you can create custom views and filters using the External ID field.
This article explains how to:
Filter messages based on ExtendSync save method (One-Time Save, Autopilot, or Send from Outlook)
Display additional email details (like sender addresses) in your custom view
Why Use “External ID (Text)” as the Filter Criterion?
ExtendSync writes a unique value in the External ID field for every message synced to NetSuite.
This field contains:
An ExtendSync identifier (e.g.,
cloudextend#)The save method used (e.g.,
#AP#for Autopilot)
Because of this, filtering by External ID (Text) makes it simple to identify which messages came from ExtendSync and how they were saved.
How to Add an Email Filter View in NetSuite
Open a NetSuite record (Customer, Opportunity, etc.).
Go to Communication → Messages.
Click Customize View.
Under the Criteria → Standard tab, add filters based on the type of messages you want to view. (See Filter Configurations below)
When saving, update the Search Title, then click Save As to store your new view.
Common Filter Configurations
ExtendSync writes a value in the externalID of each message on the communication tab. Because of this, you can easily customize your NetSuite setup to help filter the emails.
All CloudExtend Emails
Goal: View all emails saved via the ExtendSync app.
On the Filter column, add External ID (Text)
Set contains cloudextend#
CloudExtend Email AutoPilot Only
Goal: View only Autopilot emails.
On the Filter column, add External ID (Text)
Set contains #AP#
All CloudExtend except AutoPilot Emails
Goal: View ExtendSync emails that were saved manually (excluding Autopilot).
First Filter
On the Filter column, add External ID (Text)
Set does not contain #AP#
Second Filter
On the Filter column, add External ID (Text)
Set contains cloudextend#
All Send from Outlook Emails
Goal: View all emails sent from NetSuite using the Send from Outlook feature.
Step 1: Set the filters.
First Filter
On the Filter column, add External ID (Text)
Set contains async#NS#
Second Filter
On the Filter column, add External ID (Text)
Set contains thread#NS#
Step 2: Enable Use Expressions
Check the Use Expressions checkbox to allow logical expressions in your filters.
Step 3: Apply OR Logic
Add parenthesis at the beginning and end of the statement and use OR operator.
Step 4: Save.
Save the search criteria to apply the filter and reuse it as needed.
All not CloudExtend Emails
Goal: View only native NetSuite emails.
On the Filter column, add External ID (Text)
Set does not contain cloudextend#
Additional Knowledge
Why are we using External ID(Text) as criteria to filter emails?
The External ID helps identify emails synced via ExtendSync and shows which save method was used.
To add this column:
Go to Communication → Messages → Customize View.
Under the Results tab, add the External ID field.
Click Save.
This makes it easy to view the origin of each email directly in the message list.
Go to the Results tab and add External ID and click Save.
Show Author and Recipient Email Addresses
By default, NetSuite shows the Author and Primary Recipient names, not their email addresses.
To see the actual sender and recipient email addresses:
Go to Customize View → Results.
Add the following fields:
Author Email
To
(Optional) Remove Author and Primary Recipient to declutter the view.
💡 Tip:
Viewing email addresses instead of entity names can help troubleshoot why an email might not appear under the expected record.
➡️ Learn more about why sender or recipient entities may appear different in NetSuite
