The Shared Association feature helps you see when emails have already been synced to NetSuite, whether by you or someone else in your organization.
View Shared Associations in Outlook
Open any email in Outlook.
In the ExtendSync panel, go to the Associated Records section.
You’ll see whether the email has been synced to NetSuite.
This ensures transparency across teams, eliminates duplicate syncing, and keeps your NetSuite communications clean and organized.
How Shared Association Works
When you or someone in your organization saves an email:
The first person to sync the email will see a green indicator.
Other team members viewing the same thread will see a purple indicator, letting them know the email is already synced, preventing duplicates.
This feature ensures your NetSuite message history remains accurate, uncluttered, and complete.
Email Save Status Colors
Green
The user who saves an email to NetSuite will see the saved email indicator in green.
If multiple ExtendSync users are part of the same email thread, only the user who performed the save action will see the indicator in green.
Purple
Other ExtendSync users on the same thread will see the indicator in purple, showing that the email has already been saved to NetSuite by someone else.
This makes it easy to identify whether an email has already been saved and whether you or another user performed the save action.
Visual icons for different types of email save methods
Once the message is associated with a NetSuite record, we show the records under the Associated records section with different icons for the specific email sync method.
Global Autopilot
This email was stored in NetSuite using Global Autopilot.
The Outlook category will display CloudExtend Autopilot.
The icon beside the record name will show Globe.
Email Address-Based Autopilot
This email was stored in NetSuite using Email Address-Based Autopilot.
The Outlook category will display CloudExtend Autopilot.
The icon beside the record name will show Email.
Thread-Based Autopilot
This email was stored in NetSuite using Thread-Based Autopilot.
The Outlook category will display CloudExtend Autopilot.
The icon beside the record name will show conversation.
One-Time Save
This email was saved to NetSuite manually using the One-Time Save method.
The Outlook category will display Sync by CloudExtend.
No icon will appear, just the record name.
No Associated Records
If the email hasn’t been linked to any NetSuite records yet, ExtendSync will display this message in the panel:
This email is not associated with any records.
Visual Cues Explained
ExtendSync uses color and icon indicators to show email sync activity at a glance.
Indicator | Meaning |
🟩 Green | You saved the email to NetSuite. |
🟪 Purple | The email was saved to NetSuite by another ExtendSync user in your organization. |
Globe | Email is saved using Global Autopilot |
Email is saved using Email Address-Based Autopilot. | |
Conversation | Email is saved using Thread-Based Autopilot. |
No Icon, showing record only | Email was saved via a One-Time Save. |
This email is not associated with any records | The email has not yet been attached to any NetSuite records. |