Get familiar with the considerations for syncing events using ExtendSync.
REQUIREMENTS FOR CALENDAR AUTOPILOT
A subscription to the Group or Enterprise edition is required.
Additionally, your organization must subscribe to Calendar Autopilot separately
Any Enterprise users who signed up for early access before June 20 can still use the Calendar Autopilot feature at no charge through September 30, 2024.
New Customers who want Calendar Autopilot will need to purchase a subscription for Outlook for NetSuite Calendar Autopilot Edition starting July 4th. Learn about the fees associated here!
Admins should install the CloudExtend SuiteApp and add users to the subscription portal.
Check out the guide here! 📅
Considerations for Outlook Calendar Autopilot
When we sync events from Outlook to NetSuite few things need to be considered:
Sync Events with Correct Access Level
We will leave the Outlook and NetSuite calendar permissions to the user's discretion. There might be changes over time for these systems, and ExtendSync lacks control over these changes.
There are five statuses in Outlook - Free, Tentative, Busy, Working elsewhere, and Out of Office - these are not related to the Event Access Level in NetSuite but how the event is shown to other users in Outlook.
Access Level
Outlook | NetSuite |
Public and Private | Public, Private, and Show as Busy |
Calendar Autopilot Mapping Behavior
Depending on where the event originated, this will be the mapping when sync happens
Outlook to NetSuite
Public -> Public
Private -> Show as Busy
NetSuite to Outlook
Public -> Public
Show as Busy -> Private
Private -> Private
Calendar permissions between Outlook and NetSuite should be similar.
For Admin Events will sync over to their own Admin calendar in NetSuite
Recurring Events from Outlook to NetSuite
When you create a recurring event in Outlook it will sync to NetSuite automatically, also updates on recurring events will be recognized by NetSuite. Here are scenarios supported by ExtendSync:
When you update the event series in Outlook, the NetSuite event will be updated.
When you delete the recurring event, the series will be deleted in NetSuite.
When you decline an event in Outlook, the event will not appear in the NetSuite calendar and when you navigate to the event status in Outlook, it should be declined.
Calendar Autopilot Limitations
Updating a single occurrence of a recurring event in Outlook will not reflect in NetSuite.
Deleting a single occurrence of a recurring event in Outlook will not reflect in NetSuite
Both of the above are limitations of Outlook API and we are trying how to work around and fix it for users in future releases.
If the event is in edit mode and we change the event access from Public to Private and do a manual calendar sync - the access level will remain as is. Once edit is complete, if Event Autopilot has been enabled the changes will be synced to NetSuite.
For users who want to continue using the manual Calendar sync and want to associate events to transactions or support cases, the Resync option is not available.
Multi-day events are present in Outlook but not in NetSuite, looking into how we can implement this once we have Event sync from NetSuite to Outlook. This will be part of future releases.
In cases where a user attempts to link an event to a single contact, transaction, or support case, duplicates will be created. However, in an upcoming update, we will address this issue to ensure that when the same event is updated, duplicates will no longer be created.