In this video, we take a look at the SuperSync for Outlook Email app and how it works seamlessly with NetSuite to tie in emails to records.
Welcome back. In the last lesson I showed you how to send emails out from Netsuite. But what do you do if you've received an email on your, let's say, your outlook email and now that email is not logged in Netsuite, let's say it's an email from a customer.
You don't actually have that log to that customer in Netsuite. Or for example, let's say you or a salesman has a lot of interaction back and forth with one or more customers or leads, and now none of those emails are being recorded to those interactions in those entities in NetSuite. How do you solve that? Well, super sync has an app called Super Sync email for Outlook that resolves that problem.
So in this lesson, I'm going to be showing you how that works. So let's take a look. So here we are in Outlook and we're on the Web browser version right now, but the same applies. Super sync also works for the desktop and the mobile version of Outlook. And one thing I want to point out is I'm not going to be showing you how this gets set up. We already have super sync set up for this outlook, so I'm going to be showing you how the function reality works.
So here we are in our outlook and we see we've got this email from a customer, Brooks Flanagan. So we can click on that. And so we've got this email and it also has this attachment. So we want to log this email connected to this customer, Brooks Flanagan Distribution, who's a customer? Next week we want to log that to that customer in Netsuite. So we're going to go to the right here and click on more actions. And notice down here, it's got this little option email for Netsuite.
So we're going to click on that and it pulls up this little thing on the side and it automatically pulls in that name and does a search in Netsuite. So we see immediately this contact pulls up as well as a customer. There's also an employee. It pulls up any record that has Brooks Flanagan associated with it, either that name or in this case, the email that we received it from. So all of these different records show up. So we want to log so we're going to click on that little box there and then we can go over to log email and now it's logged.
And one option you have here, you actually have this little button here, and if you click that, it actually opens up Netsuite for you and it will bring you exactly to that record. So it was the Contact Brooks Flanagan distribution. So it pulled out that that record exactly. We logged down and if you go to communication sub tab and we're on messages in the sub list, we immediately see that this record was logged. We see who it came from, who went to, the subject. We also see there was an attachment. We can open up that attachment so it automatically appears here.
So let's go back to that outlook. So we now have that as logged and notice here it has this green log to Netsuite. So you do know it's kind of verified for you that it's been logged in. You can also, when you're looking back in your emails, know which ones have been appropriately logged and not. So one additional thing you can do here. Notice this auto log conversation. If we click that on what that's doing is now this email thread. If there's any future back and forth, let's say you respond to their email, Brooks Flanagan responds back to you. All of the back and forth will be continuously logged to Netsuite for this thread. So not necessarily from the contact but on this specific chain of emails, everything will get logged in next week. So that's how that works.
Now let's say you have an additional record. Maybe it's another customer or contact that's associated with, let's say this is a sale that you're trying to cultivate, but there's another record that's associated. So what you can do is you can actually do a search. So let's say chess. So the chess art gallery, which is another customer we have, is related to the sale in some way. So we want to make sure that this email also gets logged to that customer so we can simply do a search. It pulls up everything related to that other customer, and you can simply click on this and hit log email. And now it shows that it has as well been logged to the gallery and again, you can do the auto log conversation, etc. And as before, if you click this link here, it pulls up that record so we can see this customer that we're searching.
So if you have any question, you know, is this the right one, you can just go straight to it and you go, Yep, that's the right address. I know that's the right customer. So going back to this, so I've shown you now how to take an email that you've had incoming and have that logged. But what if you're trying to originate an email out? Well, in that case, let's say we go to new mail and we want to send it to show at Jones dot com so we can go to now it's up here if you click these three dots and you hit email for Netsuite it's going to give this box is going to pop up right here showing that that email is now going to be as you send that email out, it's going to automatically log it to Netsuite. So that's how it works on the outbound side of things.
So one additional thing I want to show you is what if you receive an email? So we're going to pull this up again. And by the way, this window, if you want to leave it up, you can always click on the pin up here that will log that window. So just kind of stays attached right there. And let's say you receive an email from someone and it's not a customer or a contact that's already logged in Netsuite. It's a completely maybe a new lead, etc. So what do you do if you don't have an existing resource to go to while you can go down here and you have this new record option?
So let's click on that and you see it gives us all these options and you can customize it. So if you don't want to have all these options, if there's only a few that you'll ever use when you do the setup process for Super sync you can kind of pair it down to exactly what you need, but you can basically set up whether it's a partner or a lead customer, all of these different things you can specify. Let's say in this case it's a new customer, so not in Netsuite. but we want to generate that record in this process. We'll click on that and it asks for the basic key information. You know, what's the subsidiary? It's related to what currency are you dealing with? What's the name, the status, what's the email address you're dealing with? Obviously, in this case it would be the email address you receive for. And when you put in this information and hit submit, it actually pushes that information to NetSuite and it generates that record and that entity, in this case, a customer in Netsuite.
So one thing that's great about this super sync email for Outlook is the fact that it doesn't require a netsuite license to operate it. So for example, let's say your company has 50 sales representatives and you don't necessarily want to have 50 different licenses for all these sales reps. You don't have to give them all these access. They do need access all to the super sync email for Outlook, but they don't all need a Netsuite license, so you give them access to super sync. So it can be a great way to limit the number of Netsuite licenses you have while still getting the necessary employees, whether it's sales representatives or anyone else. The access and the ability to create these records in Netsuite and log these emails to the appropriate records.
One additional thing I want to talk about is the fact that so this is super sync email for Outlook. There's also a super sync app called Mail Sync and that has similar functionality. However, what I've shown you so far, this is all been manual, right? You're taking an email, logging it, mail sync. It requires a little bit more setup in the beginning, a little bit more to get it implemented, but you set parameters in terms of what emails coming in fit the mold and then those emails are just automatically logged in Netsuite. There's no manual actions necessary. So once it gets set up, for example, you might limit any inter-company emails, but any new emails coming in from like people that would be customers just automatically get logged through mail sync to the appropriate net suite records or even generating the net suite records that are necessary.
So that's mail sync. And for certain companies, that's more helpful to just have that automation. And that's how you use super sync email for Outlook. I'll see you in the next video.