When you open the ExtendSync for Outlook app, you’ll see two main options:
Suggest Related Records
Search for Records
The Suggest Related Records option allows ExtendSync to automatically fetch matching entities and transactions based on your configured settings in NetSuite.
You can also manually search for records anytime using the Search for Records feature.
Recommended Settings for Better Matches
To improve record matching accuracy, make sure the following options are enabled:
Auto-Suggest Related Records
If you have not yet configured your auto-fetch records learn more here.
Import Note About Auto Fetch
If you want record types that support searching for digits in the subject line or body of the email (ie transactions, jobs, and projects) and the digits you are searching for are part of a text string, ie INV12345 your admin will need to make minor customization as outlined here in order for them to be returned automatically.
How ExtendSync Finds Matching Records
ExtendSync scans the email sender, recipient list, subject line, and email body to find and suggest relevant NetSuite entities and transaction records.
It uses a logic similar to a NetSuite global search, returning results that best match the criteria defined in your Auto-Fetch settings.
Entity Types Supported and how they are fetched
ExtendSync supports the following entity types and finds matches based on email and relationship data in NetSuite:
Entity Type | How It’s Matched |
Customer | Matches sender/recipient email to a Customer record |
Prospect | Matches sender/recipient email to a Prospect record |
Lead | Matches sender/recipient email to a Lead record |
Contact | Matches sender/recipient email to a Contact record |
Partner | Matches sender/recipient email to a Partner record |
Vendor | Matches sender/recipient email to a Vendor record |
Employee | Matches sender/recipient email to an Employee record |
Job (Project) | |
Support Case |
Jobs (Projects)
ExtendSync will find a matching job when either of the below is true.
When the sender/recipient on the email is listed as the primary contact on a Job
When the sender/recipient's email is listed as the email address on the customer record related to the Job
When the job number is 4 digits or higher and is on the email subject line. Check if Subject inspection is turned ON. See setting here
Scan for job numbers containing three or more digits within the email body. Enable feature here
Support Cases
ExtendSync will find matching cases when any of the below are true.
Transaction Types Supported and how they are fetched
When a transaction match is found, the top 10 (based on the created date) will be returned.
Estimates (Quotes)
Prerequisites
Configure auto fetch settings to display estimates.
How ExtendSync finds matches
Extendsync will find a match when any of the below are true:
When the number in the subject line 4 digits or higher matches the document number or any number in the title of the estimate. See setting here
When the sender/recipient on the email is listed as the 'primary contact' on the estimate
When the sender/recipient's email is listed as the email address on the Customer record related to the estimate
Scan for estimate number containing three or more digits within the email body. Enable feature here
Opportunities
Prerequisites
Configure auto fetch settings to display the opportunities
How ExtendSync finds matches
ExtendSync will find a match when either of the below are true.
When the number in the subject line 4 digits or higher matches the document number or any number in the title of the opportunity. See setting here
When the sender/recipient on the email is listed as the 'primary contact' on the opportunity
When the sender/recipient's email is listed as the email address on the Customer record related to the opportunity
Scan for opportunity number containing three or more digits within the email body. Enable feature here
Cash Sale, Invoice
Prerequisites
Configure auto fetch settings to display the customer record as well as the desired transaction types to be returned.
How ExtendSync finds matches
ExtendSync will find a match when the below is true.
When the sender/recipient is listed as the primary email address on the record the associated transactions will display
ExtendSync will try and match any number in the subject line 4 digits or higher and include those transactions. See setting here
Scan for cash sale or invoice transaction containing three or more digits within the email body. Enable feature here
Purchase Orders, Vendor Bills
Prerequisites
Configure auto fetch settings to display the vendor record as well as the desired transaction types to be returned
How ExtendSync finds matchesWhen the sender/recipient is listed as the primary email address on the record the associated transaction(s) will display
ExtendSync will try and match any number in the subject line 4 digits or higher and include those transactions. See setting here
Scan for purhcase orders or vendor bills transaction containing three or more digits within the email body. Enable feature here
Manually searching for a record
If you can’t find what you’re looking for in auto-suggestions, you can perform a manual search within the ExtendSync app.
The search behaves similarly to NetSuite’s global search.
You can search using record names, numbers, or email addresses.
Example
Searching for Sales Order 123839 will return the Sales Order record in NetSuite, ready for association or viewing.
