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.
Integrating NetSuite and Outlook helps streamline all business communications, whether an employee is emailing with another employee, customer, or vendor.
That's why our NetSuite experts created our own NetSuite and Outlook integration, called SuperSync.
Some of our favorite benefits of our NetSuite Outlook integration are:
If you're reading to get started with our Outlook bundle for NetSuite, here's a walkthrough of some of the most important features! You'll learn how to log inbound and outbound Outlook emails to NetSuite and how to customize your settings.
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.
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:
If you want to keep track of the rest of the email chain, click auto-log conversation on the right.
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.
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:
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!
When sending out emails through Outlook, you want to make sure NetSuite captures it.
Logging outbound emails to NetSuite:
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.
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.
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.
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.
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.
This helps you control the record types you can attach emails to and filter them down as needed.
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!
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.
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 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!