Welcome to ExtendSync for Outlook NetSuite! We're glad to have you on board. We've created this guide to help streamline your setup.
Who is required for the initial setup?
Doing the steps below we need three individuals from your organization. For some companies, this may be the same person. The users do not need to be present at the same time but they will each be required to perform an action.
The admin assigned to login to subscriptions.cloudextend.io
A user with GLOBAL ADMIN rights to your Microsoft 365 environment
A user with NetSuite admin rights
Review Outlook add-in requirement
Review Outlook add-in requirement
The following clients support Outlook add-ins:
Outlook with a Microsoft 365 subscription*
Outlook for iOS
Outlook on Android
Support Exchange Online (See set requirements by Microsoft here)
Outlook.com
The client MUST be connected to an Exchange server or Microsoft 365 using a direct connection. When configuring the client, the user must choose an Exchange, Office 365, or Outlook.com account type. If the client is configured to connect with POP3 or IMAP, add-ins will not load.
Install ExtendSync Bundle
Install ExtendSync Bundle
The CloudExtend for NetSuite Performance bundle (ID: 244864) is available publicly for all NetSuite users and can be installed in your accounts. Why is this important? Check out the article here.
The installation link is here.
Please note a NetSuite Admin may be required to install this bundle
Install the SuiteApp
Install the SuiteApp
Admins should click the SuiteApps tab in their NetSuite navigation bar
On the search box, enter "CloudExtend"
Multiple CloudExtend SuiteApps will appear, be sure to select the one with the logo below which has the latest functionality
NetSuite Prerequisites
NetSuite Prerequisites
It is important to know the roles of users in NetSuite that need to be updated for ExtendSync to work.
Company-Wide Setting
NetSuite Administrators need to enable:
SOAP Web Services
Token-Based Authentication
Step 1: In NetSuite, set the configuration globally by navigating to Setup> Company> Enable Features.
Step 2: Go to the SuiteCloud tab then enable checkboxes for SOAP Web Services under the SuiteTalk Section and Token-Based Authentication under Management Authentication.
End-User Settings
NetSuite Administrator's checklist for end-user configuration:
Step 1: Enable the user preference Rich Text Editing
In NetSuite, go to Home> Set Preferences> Appearance then enable Rich Text Editing.
While not required we have found that certain emails with HTML may transfer as blank or with all the HTML coding if this setting is not enabled at the user level. This may result in a NetSuite error such as The field message containing more than the maximum number (1000000) of characters allowed.
Step 2: Ensure that the role is not set to a Web Services Only role
In NetSuite, go to Setup > Users/Roles > Manage Roles. Validate if the Web Service Only Role is OFF.
Step 3: User roles have the necessary permissions for each record type the user will be working with
The following permissions are enabled on any and all roles that will be logging in and using ExtendSync Outlook.
In NetSuite, go to Setup > Users/Roles > Manage Roles then choose the role to update:
SOAP Web Services
User Access Tokens
SAML Single Sign-On
ONLY if your company uses Single Sign-On, ie OKTA, OneLogin, etc.
If you enable SSO and do not actually use SSO, users will NOT be able to login to NetSuite until you remove it.
Allow JS/HTML uploads
if your user will need to upload .js and .htm files
Log in using Access Tokens
Additional permission for User Access Tokens
Documents and Files
The minimum permission required is Create. (if users will be attaching files)
Track Messages
The minimum permission required is Create.
Permissions > Setup Tab
Permissions> Lists Tab
Manage Licenses in the ExtendSync Portal
Manage Licenses in the ExtendSync Portal
Subscription Admins can log into https://subscriptions.cloudextend.io with their Microsoft account to start managing end-user licenses and assign other administrators.
If users have different email addresses for NetSuite and Microsoft, the admin must update the email in the license section of CloudExtend by replacing the NetSuite email with the Microsoft email.
To begin managing your ExtendSync for Outlook NetSuite licenses please follow the steps below:
Full article link here.
Grant Microsoft API Access
Grant Microsoft API Access
Granting Microsoft API access is required for all organizations.
Choose one of the options below to skip directly to the necessary step.
Enabling Autopilot for Emails (Enterprise Only)
Enabling Autopilot for Emails (Enterprise Only)
✋ Note:
Before enabling Autopilot, make sure that you are logged in to the ExtendSync application.
ExtendSync Autopilot is an Enterprise Edition feature that adds more automation to saving emails. The increase in productivity can be massive.
Enable Calendar Autopilot (Group and Enterprise Only)
Enable Calendar Autopilot (Group and Enterprise Only)
Events in Outlook will seamlessly synchronize with NetSuite, whenever there are updates, deletions, and declines with the event in Outlook including changes in the attendee list, time date, or agenda, all of those will be reflected in NetSuite. This is an Enterprise Edition feature.
Enable Attachment Autopilot (Enterprise Only)
Enable Attachment Autopilot (Enterprise Only)
Users can effortlessly set an entire thread or automate an email address — including attachments! 📎
All future emails set on Autopilot will automatically sync complete with attachments to NetSuite with no extra clicks!
Enable OneDrive and Sharepoint (Enterprise Only)
Enable OneDrive and Sharepoint (Enterprise Only)
The CloudExtend Files tab is deployed to Customer and Contact records by default. Most users will want to deploy the tab to other NetSuite records as well. In addition, the CloudExtend Files tab can be removed from any or all records entirely.
ExtendSync Installation Steps
ExtendSync Installation Steps
Microsoft offers a convenient way to install add-ins for multiple users at once. This is also ideal for companies that globally block access to the Office store but need to make exceptions for certain users and/or apps.
Central Deployment Guide for Microsoft Admin
Additional Permissions
Additional Permissions
Add Permissions to Custom fields for each end-user roles
Certain NetSuite roles do not allow custom fields to be displayed without explicitly telling them to. If you are not able to see custom fields try switching to a different role. If none of your roles show share this article with your NetSuite Admin and ask them to grant your role the required permissions.
Step 1: NetSuite admin to ensure that view permissions are set for the records and roles you are working with. Typically the following are added.
Under Setup Tab
Custom Column Fields
Custom Body Fields
Custom Record Types
Custom Entity Fields
Custom Item fields
Custom Sublist fields
Custom Sublists fields
Custom Lists
Custom Transaction Fields
Customer Status
Under List Tab
Custom Record Entries
Step 2: Once the permissions have been added ask your user to do the following:
Sign out of NetSuite UI and back in
Clear the app cache by navigating to the Menu> Settings> Clear Cache
Log back in
💡 Note:
The new permissions may take 15-20 minutes to propagate to your role. If the below steps do not immediately work please try again after 15-20 minutes (being sure to sign out of the app and back in).
Set your users up for success by reviewing and sharing articles
Set your users up for success by reviewing and sharing articles
After you've installed ExtendSync for Outlook NetSuite you'll want to make sure your users have the tools for success.
✅ Assist them with installation and login
Inform them about the new app, and provide guidance on installing, logging in, and selecting the correct role and NetSuite environment to connect with.
✅ Your Customer Success Manager
Your Customer Success Manager and Training Manager can provide free end-user training for your team. The training can be recorded and shared amongst your team.
✅ Share Support Site With End Users And Save Time Answering Questions Later
Your org may subscribe to one or more of our ExtendSync Apps. Be sure to share our Getting Started Guides and FAQs built just for them.
Celigo University (Choose the ExtendSync for Outlook NetSuite)
HAPPY ATTACHING!✨
Next Steps
Next Steps
Meet with the CloudExtend team to get set up for success.
Setup usage metrics so you can track usage and hold users accountable!
Schedule a 45-minute training session with our Training Manager and your users by using the meeting link here and/or share this 8-minute training video with end-users.
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)!
🔵 Send an email to cloudextend-support@celigo.com
Please provide as much detail as possible. Screenshots are welcome!