It is possible to report on email and event attach usage for both CloudExtend Outlook and Gmail Next Gen by creating a saved search in your NetSuite account. (We recommend also emailing the saved search to yourself and leaders weekly to hold end users accountable. More on that below).
Please note that once you understand the saved search you may want to go beyond what is shown here. For example, you may want to break out emails saved by Autopilot separately.
🚨 IMPORTANT
At present, the reports and KPIs will only display ALL results for users logged in with an Admin role. For users without an admin role, it will only display their own metrics. This is due to security restrictions enforced by NetSuite. Additional message search options from NetSuite are outlined here.
💡 Notes There are two ways for CloudExtend Gmail Legacy and NextGen users to track NetSuite Usage Metrics.
Users subscribed to CloudExtend Gmail for NetSuite Legacy, please refer to the link here. |
Overview
Designing the saved searches and KPI dashboard
Recommendations
Other Essential Saved Search Metrics
What's included in the usage stats?
All emails and events are attached via CloudExtend usage stats.
For example:
If you receive an email in your inbox and attach it to NetSuite it will be included.
If you create a new email and attach it while still in compose mode it will be included in the stats.
If you send it and attach it from your sent items folder it will be included.
When composing a calendar event.
If you are attaching a previously saved event for which you are not the organizer it will also be included.
How can I be sure a specific mail will be included?
If there is an external ID assigned to the mail.
Outlook - CEOL prefix will be included
Gmail NextGen - CEGS prefix will be included
One way to tell is to customize your message view and expose the external ID field in the results column.
Designing the saved searches and KPI dashboard
The below KPI below was created with custom saved searches.
✅ Example 1: Total emails saved with CloudExtend
We'll outline in detail the saved search used to create the Total emails saved with CloudExtend results.
Drilling down into either period will show the stats by the user.
Creating the search
Start by creating a saved search of the message record, Lists > Saved Searches > New (select Messages).
Criteria Tab
Set the search criteria filter for the field External ID (text) containing #UI# OR #AP#. This will limit the results to only email messages with #UI# (for emails attached via a user interface) or #AP# (for emails attached via Autopilot) in the value which is always present when CloudExtend attaches the email.
Results Tab
🔵 Email Address
The results will use two formula fields to remove the user's email address from the external ID and then count the emails attached by that user by grouping by email and counting the message internal ID's.
Field ID: Formula (Text)
Summary Type: Group
Formula: Use the formula below to pull out the email address from the external ID.
CASE WHEN {externalid} LIKE '%#UI#%' THEN SUBSTR({externalid},(INSTR({externalid} , 'UI#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'UI#')))ELSE SUBSTR({externalid},(INSTR({externalid} , 'AP#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'AP#'))) END
Custom Label: Email Address
🔵 # of Emails Attached
Field ID: Formula (Numeric)
Summary Type: Count
Formula:
{internalid}Custom Label: Total # of Emails Attached
🔵 Manual CloudExtend Emails Attached
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {externalid} LIKE '%#UI#%' Then 1 Else 0 ENDCustom Label: CloudExtend Manual Attached
🔵 AP Emails Attached
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {externalid} LIKE '%#AP#%' Then 1 Else 0 ENDCustom Label: CloudExtend Autopilot Attached
Available Filter Tab
To use this search on a KPI (recommended) add a date filter.
✅ Example 2: Total Events, Tasks, or Phone Calls
Creating the search for Events
Start by creating a saved search of the activities; Activities > Scheduling > Activity List> Search then click Create Saved Search.
Criteria Tab
Set filter criteria to Activity Type then Select Event.
Results Tab
The results will use the three formulas and will count the Event, Phone Calls, or Tasks to the assigned user. Create a saved search for each Activity Type.
🔵 Assigned to
Field: Assigned to
Type: Group
🔵 Type
Field: Type
Type: Group
🔵 Total Count
Field ID: Formula (Numeric)
Summary Type: Count
Formula:
{internalid}
✅ Example 3: Total CONTACT records CREATED using CloudExtend
Creating the search for Contact
Start by creating a saved search for Contact; Reports>Saved Search>All Saved Search>New>Select Contact.
Criteria Tab
Set filter criteria to System Notes: Context
Set second filter criteria to System Notes: Type
(pro tip: Search for System notes and select System note fields... this will return all related fields under System notes).
Results Tab
The results will have the following fields, summary type, and formula.
🔵 Systems Note: Set by
Field: Systems Note: Set by
Type: Group
🔵 # (Custom Label)
Field: Formula (Numeric)
Type: Count
Formula:
{internalid}
🔵 Name
Field: Name
Field: Email
Type: Count
🔵 Phone
Field: Phone
🔵 Date Created
Field: Date Created
Recommendations
We highly recommend that managers add this as a KPI to their dashboards and monitor activity by users. The KPI view will show usage for all users. To see individual usage, you can separate the saved search or drill down into a specific period directly from the KPI.
✅ Create the Key Performance Indicator
Step 1: Click Personalize.
Step 2: Drag KPI Indicator to the desired location.
Step 3: Click Setup > Custom KPI.
Step 4: Add your newly created saved search to the KPI.
✅ Create the KPI Meter
Step 1: Click Personalize.
Step 2: Drag KPI Indicator to the desired location.
✅ Schedule a weekly CloudExtend Summary email to leaders
Hold users accountable if they are not saving emails into NetSuite!
Step 1: Open your "Total Emails Saved with CloudExtend" Saved Search and name it Total EMAILS saved with CloudExtend For Email Distribution and Save As (to create another search)
Step 2: Once saved, click Edit this Search.
Criteria Tab
Add Date to filter and under Description add is within 1 years ago and 0 days ago. Add an And after the ).
Results Tab
🔵 Email Address NO CHANGES NECESSARY - Leave as is
The results will use two formula fields to remove the user's email address from the external ID and then count the emails attached by that user by grouping by email and counting the message internal IDs.
Field ID: Formula (Text)
Summary Type: Group
Formula: Use the formula below to pull out the email address from the external ID.
CASE WHEN {externalid} LIKE '%#UI#%' THEN SUBSTR({externalid},(INSTR({externalid} , 'UI#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'UI#')))ELSE SUBSTR({externalid},(INSTR({externalid} , 'AP#'))+3, (LENGTH({externalid})-INSTR({externalid} , 'AP#'))) END
🔵 This Week
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END
Custom Label: This Week
Summary Label: This Week
🔵 Last Week
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END
Custom Label: Last Week
Summary Label: Last Week
🔵 Difference
Field ID: Formula (Numeric)
Summary Type: NONE
Formula:
CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END
Custom Label: Difference
🔵 %Difference
Field ID: Formula (Percentage)
Summary Type: Sum
Function: Round
Formula:
sum((CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END)-(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END))/NULLIF(sum(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END),0)
Custom Label: % Difference
Summary Label: % Difference
🔵 Last 365 Days
Field ID: Formula (Numeric)
Summary Type: Sum
Formula:
CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-365 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END
Custom Label: Last 365 Days
Summary Label: Last 365 Days
Highlighting tab
Click on the Highlighting tab and then Highlight if...(Summary)
Condition: Sum of Formula (Percent) is less than or equal to 0
click the Set Filter button (see below):
and add the following:
Summary Type: Sum
Field: Formula (Percent)
Formula:
sum((CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-7 AND TRUNC(SYSDATE,'IW')-1 THEN 1 ELSE 0 END)-(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END))/NULLIF(sum(CASE WHEN {messagedate} BETWEEN TRUNC(SYSDATE,'IW')-14 AND TRUNC(SYSDATE,'IW')-8 THEN 1 ELSE 0 END),0)
Formula (percent): Less than or equal to
Value: 0
Click add then Set.
Add:
Image: Mark
Text Color: Black
Background color: White
Available Filter Tab
Remove the filter completely.
Email Tab
Click on Specific Recipients SubTab
Check off SEND EMAILS ACCORDING TO SCHEDULE, SUMMARIZE SCHEDULED EMAILS, AND SEND IF NO RESULTS
On the Specific Recipients, tab adds in ALL the Leaders you want to CloudExtend Summary email.
Click on Customize Message Subtab
Add the following:
From: "CloudExtend" <your email address>
Subject: 📈 CloudExtend Email Summary
Message:
This email summarizes the number of emails saved using CloudExtend.
Red flags to 👀 watch for:
❌ If someone has an active license to CloudExtend but IS NOT included in this summary, then they have not saved any emails to NetSuite from their inbox. **To view who has a license log in to subscriptions.cloudextend.io**
❌ If the # of emails saved by a particular user or users continually declines week by week.
Hold these users accountable. Remind them that the path to making NetSuite the single source of truth relies on CloudExtend.
Ensure that the View Record Link is checked off
Click on Schedule Subtab
Set your schedule. We recommend a weekly event every Thursday with no end date.
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Save and run. Your CloudExtend Summary saved search will now be emailed to the Leaders weekly.
You may also want to visit another article that will show you how to create a metric on how much NetSuite storage space is being saved by using CloudExtend OneDrive and SharePoint Sync. 👉 Learn more here.