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SuperSync Email for Outlook | Administrator Guide

Technical Implementation

Welcome! We’re delighted that your organization will be using SuperSync Email for Outlook to keep your inbox and NetSuite records in sync. To get started, an SCS Cloud team member will coordinate the implementation. This process must be completed by a NetSuite Administrator.

Add-in Installation

Desktop Client

Note: PC-users only. If operating on a Mac, follow OWA instructions.

  1. Navigate to the ribbon and click on ‘Get Add-ins’

  2. My add-ins’ in the left-panel. Select the URL option and enter the following URL: https://outlook.supersync.cloud/assets/manifest/NetSuiteEmailConnector.supersync-prod.xml

  3. Complete the on-screen installation steps, then close out of the modal once complete.

  4. To launch the app, navigate to the ribbon and click on the Email for NetSuite button and optionally pin the add-in to maintain its presence.

OWA (Outlook Web App)

  1. Select a message from your inbox, then navigate to the ellipses in the upper-right corner of the message. Scroll down and select the ‘Get Add-ins’ option.

  2. When the modal opens, click on ‘My add-ins’. Select the URL option and enter the following URL: https://outlook.supersync.cloud/assets/manifest/NetSuiteEmailConnector.supersync-prod.xml

  3. Complete the on-screen installation steps, then close out of the modal once complete.

  4. To launch the app, navigate back to the ellipses in the upper-right corner of a message. Select the Email for NetSuite add-in, and optionally pin the add-in to maintain its presence.

Logging In

  1. Launch the add-in

  2. Enter your organization’s login token (this can be found on the Configuration Record)

Granting User Access

  1. Navigate to the desired user’s Employee Record

  2. Click ‘Edit’, scroll down and select the ‘Access’ tab

    1. Required Fields

      1. SuperSync Email Profile: choose the desired profile to correspond to the appropriate level of access for the user

    2. Optional Fields

      1. SuperSync Email Address Aliases: if the user’s email address differs than that which appears on their Employee Record, enter the email address in this field

Custom Records

Pro-tip: use NetSuite’s filter options to quickly isolate SuperSync Email custom records.

Your implementation will include creation of several custom records.

All Custom Records can be found by navigating to Customization → List, Records & Fields → Record Types.

Configuration

What is it: The SuperSync Email Configuration record contains your organization’s Login Token.

When to use it: Navigate here to copy the token and share it with users that are granted access to the add-in.

How to access: From the Custom Records page, click on ‘List’ to the right of the SuperSync Email Configuration record. The Login Token will be displayed on the subsequent page.

Matching Types

What are they: Matching Types are the organizational mechanism for displaying record types within the add-in. Typically, these will directly align with the record type.

By default, the following matching types will be created during the SuiteApp installation:

Transactions

Entities

Other

Bill Payments

Contacts

Cases

Credit Memos

Customers

 

Invoices

Employees

 

Item Fulfillments

Leads

 

Item Receipts

Partners

 

Opportunities

Projects

 

Purchase Orders

Vendors

 

Quotes

 

 

Return Authorizations

 

 

Sales Orders

 

 

Vendor Bills

 

 

Vendor Return Authorizations

 

 

When to use it: Matching Types must be configured in order to display search results. Additionally, Matching Types also must be applied to specific Profiles in order for them to display to the user.

How to access: From the Custom Records page, click on ‘List’ to the right of the SuperSync Email Matching Type custom record.

Create a new Matching Type

  1. From the Matching Type List page, click on ‘New SuperSync Email Matching Type’

  2. Complete Required Fields

    1. Name: This field will display in NetSuite as the name of the Matching Type. If the Display Heading field is left blank, this will also display as the name of the Matching Type in the add-in.

    2. Record Type: Select the corresponding record types that will be displayed within the Matching Type container

      1. Note: In most cases, the Name and the Record Type will be the same

  3. Optional Fields

    1. Display Heading: this field replaces the Name field, only in the user interface of the app

    2. Custom Icon: this updates the icon displayed next to each record within a matching type

    3. Saved Search Filter: this filters results within a matching type

      1. Note: Only existing saved searches will appear in this field. To apply a new saved search, you must first create the saved search.

    4. Record Title Field: The field ID used for the title (first line) of the record goes in here. A preset default value will be used if left blank. A formula may also be used if "Record Title Field is Formula" is enabled.

    5. Record Detail Field: The field ID used for the detail (second line) of the record goes in here. A preset default value will be used if left blank. A formula may also be used if "Record Detail Field is Formula" is enabled.

Edit an existing Matching Type

  1. Click the ‘Edit’ option within the list of Matching Types

  2. Follow the above steps to modify desired fields

Profiles

What is it: Profiles identify which Matching Types users can view and log emails to. By default, the following Profiles will be included in your SuperSync Email for Outlook bundle (associated Matching Types as displayed as a sub-list of the Profile):

 

Sales

Accounts Receivable

Accounts Payable

Purchasing

Projects

Administrator

Contacts

X

X

X

X

X

X

Credit Memos

 

X

 

 

 

X

Customers

X

X

 

 

X

X

Employees

X

X

X

 

 

X

Invoices

 

X

 

 

 

X

Opportunities

X

 

 

 

 

X

Projects

 

 

 

 

X

X

Purchase Orders

 

 

X

X

 

X

Quotes

X

 

 

 

 

X

Return Authorizations

 

X

 

 

 

X

Sales Orders

X

 

 

 

 

X

Vendors

 

 

X

X

 

X

Vendor Return Authorizations

 

 

X

X

 

X

When to use it: A profile is required in order to grant access to a user. When granting users access, select the appropriate profile to allow the user to engage with the appropriate Matching Types.

How to access: See below options for creating and editing SuperSync Email Profiles.

Create a new SuperSync Email Profile

  1. From the Profile List page, click on ‘New SuperSync Email Profile’

  2. Complete Required Fields

    1. Name: the title the Profile will appear as in NetSuite

    2. Matching Types: select the Matching Types that this user will be able to view in their search results and log emails to

Edit an existing SuperSync Email Profile

  1. Click the ‘Edit’ option within the list of Profiles

  2. Follow the above steps to modify desired fields

Record Form (COMING SOON)

What is it: Each SuperSync Email Record Form corresponds to a record that can be created within the add-in. Upon implementation, a SuperSync Email Record Form corresponding to all existing Contact, Customer, and Lead record forms in your NetSuite account will be automatically created. All required fields that exist on the original form will also be included on each SuperSync Email Record Form.

When to use it: When a record form needs to be modified (add fields, change fields, etc.).

How to access: See below instructions for creating and editing Record Forms.

Create a new SuperSync Email Record Form

  1. From the Record Form List page, click on 'New SuperSync Email Record Form”

  2. Required Fields

    1. Name: the title the Record Type will appear as in the add-in

    2. Record Type: the record type that will be created in NetSuite

    3. Fields: the NetSuite fields that will appear on the record creation form in the add-in when users create the record

  3. Optional Fields

    1. Display Heading: this field replaces the Name field, only in the user interface of the app

    2. Field Order: this controls the order in which the fields are displayed on the record creation form in the add-in

Edit an existing SuperSync Email Record Form

  1. Click the ‘Edit’ option within the list of Record Forms

  2. Follow the above steps to modify desired fields

Bcc to NetSuite: Unmatched Emails Suitelet

What is it: The Unmatched Emails Suitelet will display any emails that failed to find a matching record in NetSuite via the Bcc Log option.

When to use it: The Suitelet should be periodically checked to ensure messages successfully log to records.

How to access:

  1. Navigate to Customization → Scripting → Scripts

  2. Navigate to SCS | Email Matching SL, click ‘View’

  3. On the subsequent page, navigate to the Deployments tab, click on the link beneath the title

  4. Click on the URL

  5. Optionally enter filter criteria in the Suitelet and search for any unmatched emails