Here's How Our NetSuite Outlook Integration Works

     SCS Cloud offers a real-time NetSuite integration with Microsoft Outlook. This guide (and video tutorial!) shows you how to set up the NetSuite Outlook integration and how they work together to make your job seamless.

Pros of Integrating NetSuite & Outlook

     Integrating NetSuite and Outlook helps streamline all business communications, whether an employee is emailing with another employee, customer, or vendor. 

Some top benefits are: 

  • Logging emails and attachments directly to NetSuite without leaving Outlook 
  • Bcc emails to NetSuite's records 
  • Log emails all record types, including projects, transactions, and contacts 
  • Set user-based permissions to control access to records 
  • Employees don't need access to NetSuite to be able to log emails! 

Logging Inbound Outlook Emails to NetSuite 

     Everything we're walking you through today can be done both in outlook.com or the desktop version of Outlook. 

     When you receive an email from a customer it pops up in your outlook inbox, just like any other normal email. If you click on the new email, you'll see a box pop up on the right side of the screen, as seen in the screenshot below. Email in Outlook showing the Email for NetSuite pop up on the right side of the screen that allows you to log emails directly to NetSuite.

     The integration with Outlook searches NetSuite's customer records for the sender's name and email address. It pulls up any matches, whether it's a contact, customer, employee, or transactions such as sales orders. 

     If you want to confirm it's pulling the correct customer or contact, click the link to open the record in NetSuite. 

     If you want to create a new record, click the +New Record button in the bottom right corner of the screen if the customer or contact doesn't exist in NetSuite yet.

Log an Outlook email to NetSuite: 

  • Check the box next to the correct record you want to log the email to, whether it's a customer, contact, or transaction. 
  • Click log email 
  • If done correctly, you'll see a red box pop up that says "Logged to NetSuite" 

Red "Logged to NetSuite" box pops up in the email inbox and at the top of each email that has been recorded to NetSuite.

     If you want to keep track of the rest of the email chain, click auto-log conversation on the right. 

Email for NetSuite popup box showing the button to "auto-log conversation" to NetSuite.Log an Outlook email to someone else in NetSuite: 

     If you want to log an email to someone other than the sender, type their name into the search bar and select the checkbox to also log it to their account. 

How Inbound Outlook Emails Appear in NetSuite 

     Okay, so we've logged incoming Outlook emails to NetSuite, but what does it look like when we get back into NetSuite? 

View Outlook Emails in NetSuite: 

  • Open the record you logged it to -- in this case we logged it to a specific contact. 
  • Scroll down and click on messages. 
  • Click refresh to make sure any recently logged emails populate. 
  • Click view to open the email message window where you can view the full message, attachments, and read receipts as seen in the screenshot below 

NetSuite Email message that was logged from Outlook displaying the message, subject line, and recipient.     If you attach the email to something other than the customer level, such as an opportunity or a transaction, it would post to the messages section of those transactions and roll up into the customer record. This is all done through NetSuite's standard settings, so you don't need to worry about logging it anywhere special! 

Logging Outbound Outlook Emails to NetSuite 

     When sending out emails through Outlook, you want to make sure NetSuite captures it. 

Logging outbound emails to NetSuite: 

  • Enter your recipient, subject line, and message 
  • Click the three dots in the bottom menu bar of the email
  • Click Email for NetSuite, then Bcc to NetSuite 

Menu path to Bcc NetSuite, which automatically logs the email.

     You'll see "SuperSync Email for NetSuite" pop up in the Bcc email field. Once you send the email, it also sends it to NetSuite and captures it against the customer, vendor, or whatever you have it logged to. 

What if the Outbound Email Address Doesn't Match a NetSuite Record? 

     If the outbound email address doesn't match something in NetSuite, we've set up a saved search that shows you any emails that have not been matched so you can decide what to do with them. You can choose to add a new customer or vendor record or ignore it if it doesn't need to be logged. 

How Outbound Outlook Emails Appear in NetSuite 

     Similar to how inbound Outlook emails appear in NetSuite, you'll navigate to the messages tab of the record you attributed the email to and click view on the message you want to see. 

     The screenshot below shows how the outbound Outlook messages appear in NetSuite.  

Example of how an outbound email appears in NetSuite.

Customized NetSuite Outlook Integration Settings 

     SCS Cloud is dedicated to making your cloud software solutions integrate seamlessly with your business processes. We've created a few pieces of settings within NetSuite that you can control to make the Netsuite and Outlook integration run smoothly. 

SuperSync Email Matching Type List 

     This is what allows us to record emails against different record types. We have cases, contacts, invoices, opportunities, etc, but you can also create subsets of data. 

     For example, with the contacts record type we use saved search filters to designate California contacts and Florida contacts. 

Overview of our email matching type list, showing each customer name, record type, and saved search filters.

     This helps you control the record types you can attach emails to and filter them down as needed. 

SuperSync Email Profile List 

     Another list included with our SuperSync set up is the email profile list, which associates each user of the Outlook connector with a profile. There are some pre-built profiles like accounts receivable or sales, but you can customize it to whatever works best for you. When you work with these profiles, it gives you the option to select which matching types you want that profile to use. For example, with sales, I have contacts, customers, employees, and opportunities. You can choose to use the ones we've set up or create your own! Overview of setting up an email profile for an employee, including their name and matching types.

     These all tie together in the employee record, which shows you how you give access to the individual to be able to sync with their Outlook. 

  • Navigate to the employee record 
  • Click on access 
  • Click on the SuperSync Email Profile dropdown
  • You'll also see their email address populated. We'll be using token-based authentication to be able to sync NetSuite with Outlook. 

Dropdown menu showing the different types of access you can grant to a user, including full record access, projects, purchasing, etc. 

Do All Employees Need Access to NetSuite to Log Emails? 

     Employees don't actually need access to NetSuite to be able to record emails back and forth between NetSuite and Outlook. All that's required is for them to be set up as an employee record within NetSuite! This is great, as each employee is able to record emails to NetSuite even without needing access to the tool. 

Learn More About Our NetSuite & Outlook Integration

     Learn more about our real-time NetSuite integration with Outlook — you can view more demo videos and fill out our contact form to get started on a 30-day free trial!

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