Today we're going to show you our real-time integration between NetSuite and Outlook, and at the end of the demo if you'd like to get more information please visit us at sync.scscloud.com where you can find all types of more information including another demo video and the ability to fill out a form to get started now in our 30-day free trial program.
So to get started to show you this demo, what I want to do is I want to start in NetSuite, and here what you're going to be able to see is a customer record that we set up so we created a customer called Josh Distribution who has an email associated with him and this is going to be our demo customer that we're going to use for the purposes of this presentation.
So what I'm going to do next is I'm going to jump into Outlook. Now everything that we're doing can be done in Outlook.com where we are right now as well as it can be done in your desktop version of your Outlook, so it doesn't matter to us you can do it either way.
So to start off what I'm going to do is talk about inbound emails. So from an inbound email perspective, when I receive an email from that customer that I just showed you, Josh Distribution, what's going to happen is like normal email it's going to pop up in my Outlook. Now you can see that it just appeared here in my Outlook, so I'll go ahead and click it. Now what you're going to see over here on the right is our add-in for Outlook and you'll see that it's doing a search. It's saying, “Hey, this was sent from firstname.lastname@example.org, so let's go ahead and look up that name and/or email address in NetSuite to see if there are any matches.” So the different matches that I see are a contact, I see a customer, and this is the customer that we were looking at. I can always go back to that record by opening the record from this button. I see employees, and I can also have different types of transactions such as opportunities, sales orders, and invoices.
I can also create new records on the fly in case I want to create things like customer records or leads, etc. So what I want to do now is attach this email. You can see that there's an attachment and a quick message, so I'm going to go ahead and check the box and log the email. Now as it's logging you'll see a new red box pop up on the email over here that says it's logged to NetSuite, and that's really important because what this is showing me is of all the emails in my inbox, I can quickly and easily decipher between what's been attached into NetSuite and what's not. Now if you want to include all the back and forth within this one email I can also auto log the rest of the conversation by hitting that toggle.
So now going forward, if I click off this email and click back it's going to show me the log history and that currently it's only logged to Josh. Then I could also log it to other things at any point if I want to log this to somewhere else within my NetSuite, whether that's an individual or a company or a vendor or whatever that might be. I can do that as well. So I just typed in the name Brooks because that's another person that I want this email to be attached to, and what's going to appear is my log history and then search results for different options to attach this to Brooks.
Okay so now let's look at what this looks like inside NetSuite. If I jump over here to NetSuite we have that customer and then if I go down to messages, it's going to use standard functionality. I'm going to go ahead and refresh just to make sure we have the latest and greatest and what you can see here this morning I have the email. So if I go ahead and view this email, I can see the subject, the message, as well as the attachment, and just like native NetSuite. Had I attached this to something that was not the customer level, maybe I attached it to an opportunity or transaction such as an invoice, it would post in the messages section of those transactions and then roll up into the customer record, again, all part of native NetSuite.
Now let's talk about outbound email. On the other side of the coin we have outbound email, so if I create an email and I want to send it to that customer, I can put in their email. I'm going to call this my outbound message; I'm going to say outbound message, 123, and then what I want to do is make sure that NetSuite captures this. So I have a button here that says bcc to NetSuite in Outlook.com In Outlook desktop it's a button that's on my ribbon that's easy to click, either way, I have that option. It's going to create this bcc for me and when I send the email it's going to send it to NetSuite and capture against that customer or vendor or whomever it may be.
Now one thing to know is if that outbound email address does not match something in NetSuite, we have a saved search that will show you any emails that have not been matched and then you can decide what to do with them, whether it's add a new customer or vendor or whatever the appropriate record will be, ignore it and so forth and so on. But net net back here in NetSuite I'm going to hit refresh. Here I have my latest and greatest email from the outbound message.
Okay, now the way we make this all possible and the way you get this different log history over here is in NetSuite we've created a couple pieces of settings that you can control. The first is our matching type list. Now, this is what allows us to record emails against different record types. Over here I have cases, I have contacts, I have invoices, I have opportunities, and so forth and so on. I can also have subsets of information, so here I have contacts for California, and that's just using a save search filter, or contacts for Florida, so I can control the record types that I want to attach emails to and then filter them down as need be.
Then what I do is I associate each user of the Outlook connector with a profile. We have some pre-built profiles here, things like accounts receivable or sales. What's going to happen is when you create these profiles, and you can create your own or use ours doesn't matter to us, but when you work with these profiles what it's going to do is give you the option to select which matching types you want that profile to use. So for sales, I have contacts, and customers, and employees, and opportunities and certainly I could add more here as well. Where this all ties together is going to be on the employee record. So if I look at the employee record, what that's going to show me is how I give access to the individual to be able to sync with their Outlook. So if I scroll down to the access section of the employee record you can see the profile that's associated with this user and the email address that we're going to use for token-based authentication to be able to sync between NetSuite and Outlook.
Here's something that's important to know, anyone who's going to have access to record emails back and forth between NetSuite and Outlook needs to have an employee record set up in NetSuite. However, they don't need access to NetSuite. Our approach does not require them to have a user license at all; they just need to be set up as an employee record. The value there is if you have a handful of people who you want to have their emails recorded, but they don't have access to NetSuite you'll still be able to leverage our tool.That's it for our demo. As mentioned at the beginning, if you'd like more information or like to chat please go to SuperSync Email You can find a lot more information on this website and you can also click get started, and it'll take you to a form where we'll reach back out to you in order to reconnect. Thanks for your time.