Introduction
At CloudExtend, we are continuously striving to improve, which means listening to our customers and implementing feedback. The need for automation, particularly within email productivity apps, is the #1 request on our product board. Everyone wants to do more in less time, and we’ve built a robust product roadmap to address automation.
👉 Check out frequently asked questions here.
Two Autopilot Saved Methods:
Based on To/From/CC (Email Address-Based)
Based on Updates to this thread (Thread-Based)
While both options allow you to sync emails to NetSuite in fewer clicks the first option will be an email address-based sync and the other is thread-based.
Autopilot for Emails
💡 Note:
The file/s will be stored in the NetSuite file cabinet.
To save NetSuite storage, Enterprise users can manually upload and attach files using OneDrive/SharePoint integration.
As of August 6, 2024, users can effortlessly set an entire thread or automate an email address — including attachments! 📎 Learn more here!
Email Address-Based Autopilot (Based on To/From/CC)
When you receive an email, you will now be able to monitor all future communications to or from a specific email address and have that email attached to just the right record type in NetSuite with zero clicks!✨
Email Address based Autopilot (To/From/CC) functionality is limited to the primary folder and the sent folder in your Outlook.
Step 1: Select Suggest Related Records and go to the Autopilot section.
Step 2: Select To/From/CC.
Step 3: Select the email address where the Autopilot to enabled.
Step 4: Scroll down to Auto Associate to section to choose what records you want to associate current and future back-and-forth emails to.
💡 Tip: If you want to associate an email with a record/s that's not on the list, use the search box to search and add more records to your current list. Learn how to optimize your search here.
Step 5: Once done, click Start Email Autopilot.
In the example above, astrid.murray@puzzlehuddle.comx sends an email. Since Email Address Autopilot is enabled:
You can have every single email that arrives in the inbox from astrid.murray@puzzlehuddle.comx go to a record in NetSuite.
New emails from astrid.murray@puzzlehuddle.comx will be saved automatically to NetSuite to the assigned record.
When you send a new email to astrid.murray@puzzlehuddle.comx will be saved to NetSuite too!
Set it once and forget it. That’s it! ✨
Thread-Based Autopilot (Based on Updates to this thread)
Another option is using Updates to this thread, this will only sync emails to NetSuite record/s within the email thread.
Step 1: Select Suggest Related Records and go to the Autopilot section.
Step 2: Select Updates to this thread.
Step 3: Scroll down to Auto Associate to section to choose what records you want to associate current and future back-and-forth emails to.
💡 Tip: If you want to associate an email with a record/s that's not on the list, use the search box to search and add more records to your current list. Learn how to optimize your search here.
Step 4: Once done, click Start Thread Autopilot.
👉 Check out this link to know more about attaching emails to NetSuite.
Turn Off Email Autopilot
Turning Email Autopilot off for a thread
If an email thread begins to go off-topic and/or you don't want the thread to auto-sync anymore simply open the add-in, In the Autopilot section, select Cancel Autopilot.
Once Autopilot is turned off it cannot be turned back on again from the same email. To turn Autopilot back on you can reply to the email and then open it from your sent items folder. select the NetSuite records, and re-enable Autopilot.
Turning off Email Autopilot for email address sync
If you enabled Email Address Based Autopilot, you can do the following to turn off the email address sync.
Step 1: Go to Menu on the ExtendSync panel then select Settings.
Step 2: Go to Email Autopilot Associations and enter the email address you want to check. Click on the matching email, this will allow you to do two things.
See the list of NetSuite records the email address is associated to
Remove the Autopilot association completely for the email address.
Hover on the trash icon of the records where you want to turn off the Autopilot.
Emails from that email address will NO LONGER automatically be associated with those record(s).
💡 Notes
To get the list of email addresses with the auto association, you can enter @companyname, .com, .org , .edu or any part of the email as ExtendSync is doing a wildcard search.
If you are an ExtendSync admin, you can enable and disable the Autopilot feature for users. Check this article for more information!
Sender/Recipient NetSuite entity might seem different when using Email Autopilot
To ensure that your email is not rejected by NetSuite. ExtendSync may need to set the sender or recipient as a known entity.
Fortunately, ExtendSync is able to overwrite the email address which is why we recommend implementing the view tips and just moving on.
💡 Click here to find out more about the technical reasons behind why a sender/recipient NetSuite entity might seem different.
FAQ
🔵 How do I cancel emails that are on Autopilot?
See this brief article to learn how to cancel thread and email-based Autopilot
🔵 Will Autopilot impact the performance of my Outlook?
It should not. Apart from the Autopilot UI, everything else runs outside of the Outlook app
🔵 If there are 100 users in my org and only 10 have CEOL with AP are the other 90 emails being watched as well? Any performance impact to the back end?
CE uses a mailbox watch for just the 10 users but even this happens via the Microsoft API and will not impact performance.
🔵 Will this be available on the Gmail App?
Yes, in 2023
🔵 Can one email be associated with multiple records?
Yes!
🔵 Is there a limit as to the number of email addresses that can be activated as Autopilot?
No
🔵 Is there a limit as to the number of email addresses a single user can have on AP 2.0?
No
🔵 Can all the contacts on Autopilot be managed in one place?
Contacts can be managed individually in the settings pane. There is no way at present to see every contact on current version but this is planned for the future.
🔵 Can this feature be disabled for certain users within the org?
This is under consideration for a future release of the subscription portal.
🔵 What about shared mailboxes?
Autopilot for Shared mailboxes is also available. See the article below to learn how to configure. Click here!
🔵 What happens if multiple people put the same contact on Autopilot?
If the users are attaching to the same NetSuite record (contact for example) then the email will be in NetSuite 2x.
Emails attached to different records will not result in duplicates at the record level, however, if emails roll up to a parent they will both be displayed there.
Teams will need to have processes in place to avoid this.
🔵 Will I be alerted if an association fails and if so, how?
App has Status Log view which would show the logs for both manually associated emails as well as those synced via Autopilot. Users can see which associations succeeded, which failed and which are in pending state.
Email notifications planned for a future release
🔵 How will I know when AP available?
When we release an update to the App the updates are pushed out to users by Microsoft. This typically occurs on the same day as the release.
When the update has been pushed users will receive an email notification with release notes as well as in-app notification banner.
The version will be 4.X for AP