Manually Save Calendar Events to NetSuite records
This functionality is intended for CloudExtend users who are part of a group plan or are on the Enterprise plan but have not enabled the Calendar Autopilot feature.
🛑 Before continuing please be sure to refer to this article for prerequisites and troubleshooting.
After viewing the above article watch this video and/or follow the article below to learn how to attach Outlook calendar events to NetSuite.
Calendar Autopilot (Requires separate subscription)
Watch the video to see how this works!
READ!
If you have multiple attendees invited you do NOT need to attach the event to each attendee. You only need to attach the event to a single NetSuite record and the event will be visible under that record as well as under employees and contacts that are in the invite last (as long as they exist in NetSuite). If you attach the event to every contact on the list you will end up with duplicate events.
Step 1: Create your Calendar event in Outlook as you normally would. BEFORE sending your Calendar invite, click on the ExtendSync icon on the calendar view ribbon bar (alternatively re-open the event and click the ExtendSync icon).
Step 2: When ExtendSync launches decide how you want to find the records you want to attach your email to. You can either click Suggest Related Records which will do an auto- fetch and pull back relevant records for you (find out more here on how to filter on which records you want pulled back) or click Search for Records using the search box.
Step 3: Decide which record(s) you would like to attach the event to by checking off the check box and then hit Associate Event.
Step 4: Wait for the event to be saved and ensure you send your invite!
Where to go to view Calendar Events sync via ExtendSync?
After saving the event in Outlook and want to view the details in NetSuite, you have two options to view event details
Record Level View
Step 1: Click the three dots and select View in NetSuite.
Step 2: Go to Communications > Activities tab
Calendar Portlet
Add calendar portlet to your NetSuite dashboard, calendar events saved from Outlook via ExtendSync will also show on your own NetSuite calendar.
A few important points to note
All Events are saved under the Communication tab under Activities in NetSuite.
If you have required custom fields on your event form NetSuite will return an error message and the event will not be saved. Refer to this article for more information.
If any of the attendees from the Outlook event are not entities in NetSuite, those attendees will be skipped and will not appear as attendees in the event created in NetSuite.
If the event previously attached has changed, these changes will not sync. There is no resync option.
To attach an event to a contact who is not invited to the calendar event, the contact must be linked to a company. Once attached, the event will appear as an activity for both the contact and the associated company.
See this article for prerequisites and additional troubleshooting advice.
Review your NetSuite calendar preferences
NetSuite Preference Settings
If you want others to see your event names (as opposed to just showing you as busy) navigate to Home> Set Preferences> Activities and set your default event access settings for new events. Events created by ExtendSync will use your default NetSuite setting.
Check Timezone Settings
⚠️ If you are trying to attach an event for the first time, you will be asked to select your NetSuite user time zone.
💡 Note:
The time zone selected here must match the NetSuite user's time zone. Selecting the wrong timezone may lead to a mismatch in event schedules between Outlook and NetSuite.
Calendar Autopilot (Group and Enterprise Edition)
Forget about the manual associations and resyncs - experience Calendar Autopilot, our latest game-changing enhancement! 🚀
Now, creating events in Outlook will effortlessly sync with NetSuite in real-time. No more selecting records or worrying about duplicates.
REQUIREMENTS TO ENABLE CALENDAR AUTOPILOT
A separate subscription to Calendar Autopilot is required and can be licensed independently of your ExtendSync subscription.
Check out the guide here!