NetSuite allows you to send information using your NetSuite account and can track all communication between you and those you do business with. Whether through email, letters or over the phone, all of the information you need to know can be planned and executed through NetSuite.
Read the following topics for more information:
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“Sending Email from NetSuite” on page 98•
“Working with Email Templates” on page 104You can also install NetSuite’s Outlook integration client which allows you to save messages from your Outlook mail account to NetSuite records.
Two versions of this client are available. For more information, see:
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“Using NetSuite for Outlook 1.0” on page 145•
“Using NetSuite for Outlook 2.0” on page 116For a complete list of accepted top level domains you can use for setting up your email address, see the Internet Assigned Numbers Authority Web site.
Sending Email from NetSuite
You can send email to the people you do business with directly from the NetSuite application. For information about sending email from NetSuite, see the following:
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Sending Email to Contacts•
Sending Email Directly from Lists and Records•
Emailing Transactions•
Sending Search and Report Results Email•
Customizing Email Signatures and From Fields•
Using Variable Envelope Return PathsEmail sent from NetSuite uses one of the following as the From address:
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the email address set in the From Email Address field at Home > Set Preferences > General under User Profile, or•
if there is no from email address entered on the Set Preferences page, the employee’s login email addressWhen the recipient replies to the email message, this reply is sent to the email address used to send the original message.
Sending Email to Contacts
You can choose to email a contact from the following types of records:
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Contact•
Customer•
Lead•
Prospect•
Vendor•
Company•
Other Name•
Partner•
OpportunityTo send email to a contact:
1. On the record for the company, customer, partner, vendor or opportunity whose contact you want to send an email message to, click the Messages subtab.
2. Click Email.
3. In the popup window, on the Recipients subtab, select the contact you want to email in the Recipient field.
His or her email address should fill in.
4. In the Copy Others column, select others you want to include in this message.
5. In the Email field, enter an email address if one does not fill in.
6. Check the Cc box to copy this contact, or check the Bcc box to blind copy the contact.
7. Click Add for each contact you want to copy.
8. Click the Message subtab.
9. To use an email template in this message, select a template you have uploaded to NetSuite.
For more information on creating email templates, see Creating New Email Templates.
10. Check the Update box to update your template with any edits you make in the Message field.
11. In the Subject field, enter a mandatory subject for this message.
If you selected a template, you can edit the message in this field.
13. Click the Attachments subtab.
14. Check the Zip Attachments box to compress the files you are sending.
15. In the Attach Document Template field, select a letter template to format your attachment.
16. To attach a statement to this message, check the Include Statement box, and select the date of the statement.
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In the Start Date field, you have the option of entering the date of the oldest transaction you want to appear on the statement.•
In the Type field, you can select the type of statement to attach.•
You can enable the Show Only Open Transactions option to include only open transactions in the attached statement. If you enable this option and do not enter a start date, the statement includes all open transactions in the customer's history.17. In the Attach File column, select the file from your file cabinet you want to attach to this message. Select New to upload a new file from your hard drive.
Note: Email attachments must be 5MB or smaller.
18. Click Add after each attachment you want to add.
19. Click Send, or if you use Mail Merge, click Merge & Send.
This message is saved on the Messages subtab for each contact receiving the message.
If contacts for your customers, vendors or partners reply to the email you send from NetSuite, that reply is both sent to the email address you log in with and automatically saved to the Messages subtab of the contact record and customer, vendor or partner's record.
You can also save messages you receive. For example, if you receive a phone call from a customer contact, you can record the message of the call on the customer's record. See the help topic Saving Messages from Contacts for more information.
Note:
If you use the UK Edition, in order to comply with UK law, your business address and VAT number are included in the footer of all email you send to those outside of your company.You can click View History to view all messages sent to and from contacts.Sending Email Directly from Lists and Records
In NetSuite, you can send email to the people you do business with, by sending email directly from NetSuite lists and records, using your personal email account.
Important:
These messages are not saved in NetSuite, and you cannot receive replies to these messages in NetSuite.To send email from a list:
1. On the Lists tab, under the Relationships heading, select the type of record for the person to whom you want to send an email (such as customer or vendor).
2. If the email address is not already showing in the list, make a selection in the View filter at the footer of the list to display a list with an Email column. (For example, the
All view and the Basic view include an Email column.)
3. Click the icon next to an email address. This opens a new message window in your personal email account with the To field completed.
4. Enter a subject and message text, and click Send. Then you can continue working in NetSuite.
To send email from a record:
If you are sending email from a record other than the contact record, you must have a contact and a valid email address selected on the Contacts subtab.
1. On the record, click the icon next to an email address for a contact. This opens a new message window in your personal email account with the To field completed.
2. Enter a subject and message text, and click Send. Then you can continue working in NetSuite.
Emailing Transactions
There are several ways to email a transaction.
You can send copies of transactions through email in any of the following ways:
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Select Save & Email in the Save button dropdown.By default, clicking Save & Email immediately saves and emails the transaction to the email address on the customer or vendor record (for customers or vendors of type individual) or the primary contact’s email address (for customers or vendor of type company).
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Click the Email button when viewing a transaction.After saving a transaction, you are shown the transaction form in view mode. You can click the Email button to email the transaction to the primary contact (for records of type company) or the customer or vendor (for records of type individual).
If you want to modify the email before you send it, an administrator can go to Setup > Company > Printing, Fax & Email Preferences. On the Email subtab, enable the Use Popup for Main Transaction Email Button preference. Leave this preference disabled if you want to send email immediately upon clicking the Email button.
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Check the To Be Emailed box.When filling out the transaction form, click the Messages subtab. Check the To Be Emailed box, and enter the email address you want to send the form to. Separate multiple email addresses with semicolons.
If you want to remove the email buttons to prevent the accidental emailing of transaction forms, you can customize the buttons that are shown on your transaction forms. For information on hiding buttons on forms, see Configuring Buttons and Actions.
Setting Preferences for Receiving Copies of Emailed Forms
You can choose which employees in your company receive copies of emailed transaction forms. For example, you could choose to have sales managers receive copies of all transactions, or you might set up an email address to archive all your emailed transactions.
To choose who receives copies of emailed transactions: 1. Click the Setup tab.
2. On the Setup page, under the Company heading, click Printing, Fax & Email Preferences.
3. Click the Email subtab.
4. In the Transactions section, do the following:
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Check the Customers Default to Email Transactions box, so that when you enter new customer records, they have the To Be Emailed box checked by default. This means your customers receive emails when you each time you submit transactions for them.•
Check the Vendors Default to Email Transactions box, so that when you enter new vendor records, they have the To Be Emailed box checked by default.•
Clear the Send To All Administrators box, if you do not want NetSuite users with the Administrator role to receive a copy of emailed transactions.•
In the CC field, enter email addresses you would like to receive copies of emailed transactions. You can enter multiple addresses by separating them with commas.•
In the From Address for Emailed Forms list, select the email address you want to show in the From field of e-mail you send with NetSuite.•
Check the box next to Popup For Main Transaction Email Button so that when you click the Email button on a transaction, an email form opens, allowing you to modify the recipients and email text.If this preference is disabled, when you click the Email button on a transaction, the transaction email is sent immediately.
5. Click Save.
Now, when transactions are emailed, only the people you choose here receive copies of the forms.
Sending Search and Report Results Email
You can send other users email containing results from searches and reports of NetSuite data. An Email button is available on most report and search results pages.
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For information about sending email directly from a report results page, see the help topic Emailing a Report.•
For information about sending email directly from a search results page, see the help topic Emailing Search Results.If you are an administrator or have at least Create level of the Publish Search permission, you can enable system-generated search email messages on the Email subtab of a saved search page. You can use saved search email to share complete search results with other users, to schedule long-running searches for low usage times, and to alert targeted users about changes to their important records. For more information, see the help topic Sending Saved Search Email.
Attaching Files to Email Messages
You can attach file cabinet documents to email messages sent through NetSuite.
Note:
You cannot attach files from the Attachments to Send and AttachmentsReceived folders. If you want to attach files from these folders to records or
transactions, you must move them to another folder. For more information, see Moving and Copying File Cabinet Files.
To attach a file to an email message:
1. On the Email Message popup, click the Attachments subtab.
2. Check the Zip Attachments box if you want to compress the files you are attaching.
3. In the Attach File column, select the file and click Add. You can attach files up to 5 MB in size.
4. Repeat this for each file you want to attach.
5. When you are finished composing your email, click Merge & Send.
Customizing Email Signatures and From Fields
You can set up an email profile to determine the following for email you send through NetSuite:
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the name that appears in the From field•
the From email address•
a custom signatureTo set up your email profile:
1. Go to Home > Set Preferences, in the User Profile area of the General subtab.
2. In the Nickname field, enter the name you want to appear in the From field on email you send.
3. In the Signature field, enter an email signature.
You can enter up to 150 HTML characters in this field.
4. In the From Email Address field, enter the email address you want to appear in the From field on email you send.
5. Click Save.
To include your email signature, you must include the <NLSIGNATURE> tag in the email message. You can also place this tag in email templates. If you do not enter a nickname or a From address, your login email address appears in the From field.
Using Variable Envelope Return Paths
With the Capture Email Replies feature, email sent from lists, records and transactions is automatically saved to the contact record and the record of the associated entity before being sent to your login email address. This is accomplished through the use of variable envelope return paths, or VERPs.
VERPs route email messages to NetSuite’s servers so that they can be recorded in NetSuite and then forwarded to the recipient. The sender and recipient addresses are not changed or hidden by VERPs. The use of VERPs is considered a best practice measure and complies with the mass email policies of large ISPs and email providers.
Working with Email Templates
Email templates are HTML or text documents you create to use when you do the following:
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Send email from records•
Send email from transactions•
Send automatic notifications to those who submit online forms•
Send notification email to sales reps when a lead, prospect, or customer submits an online form•
Send bulk email with the mail merge feature•
Perform mail merge operations•
Send notification to customers who submit cases•
Send notification employees who have been assigned a caseCreating a New Email Template:
You can use an email template to generate personalized email messages that you can send to the people with whom you do business.
Before you use an email template, you must create a template record. You can prepare your template file outside of NetSuite using an HTML editor or you can create it directly on the template record. These templates are available at Documents > Templates > Email Templates. For information, see Creating New Email Templates.
Modifying a System Email Template:
In addition to creating new email templates for various purposes, administrators and other users with the Set Up Company permission can modify the standard email templates for system-automated email used in case management and user notifications. These templates are available at Setup > Company > System Email Templates. For information, see Customizing Templates for System-Automated Email.
Using CRMSDK Tags:
Each email template can contain CRMSDK tags that refer to specific information relating to the email recipients. When NetSuite generates an email message with a template, the CRMSDK tags are replaced with the information that corresponds with the recipient's record.
For example, you can list the company's name and address in the heading of a letter. To do this you insert the CRMSDK tags that correspond with each line in the address above the greeting. You also can include CRMSDK tags in the subject of email you send.
Below is a sample email template that incorporates CRMSDK tags. The example is an email message sent out to new leads by their sales reps.
When the email message is generated by NetSuite, the CRMSDK tags are replaced with information from the lead record.
For more information and a list of tags, see Using CRMSDK Tags.
Creating New Email Templates
Email templates can be created either outside of NetSuite in a simple word processing
application or can be entered directly on the Template subtab of email template records. If you create an email template outside of NetSuite, save your template as a plain text (.txt) or an HTML (.html or .htm) file.
<NLENTITY> <NLADDRESS1> <NLADDRESS2>
<NLCITY>, <NLSTATE> <NLZIPCODE> Dear <NLFIRSTNAME>,
My name is <NLSALESREP>, a sales representative for Wolfe Electronics in the <NLCITY> area. Thank you for your interest in Wolfe Electronics. If you need any assistance in placing an order or if you need information about any of our products, please feel free to call me at 408-555-3652. Sincerely, <NLSALESREP> Wolfe Electronics Tom Wetteland TRS Van Lines, Ltd. Suite 12 3810 Castleberry Rd. San Diego, CA 92110 Dear Tom,
My name is Krista Barton, a sales representative for Wolfe Electronics in the San Diego area. Thank you for your interest in Wolfe Electronics. If you need any assistance in placing an order or if you need information about any of our products, please feel free to call me at 408-555-3652. Sincerely,
Krista Barton Wolfe Electronics
When you select an email template in the Send Email popup on a record, the text from your template appears in the Message field. You can modify the template message before you send the email message.
If you do not prepare your template file beforehand, you can compose the message in the Template field of the email template record.
Note:
If you use the UK Edition, in order to comply with UK law, your business address and VAT number are included in the footer of all email you send to those outside of your company. You do not have to add this information to your template.To create an email template record:
1. Go to Documents > Templates > Email Templates > New.
2. Enter a name for this template.
3. In the Description field, you can enter information about this template.
4. On the Template subtab, in the Subject field, enter the subject of the email.
5. Do one of the following:
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Select File if you have created the email template beforehand, and select the template file. Select New if you have not already uploaded your template file to your file cabinet.•
Select Text Editor if you have not yet created your email template. Compose your template in the rich text field.If you are pasting template text, and your template file contains HTML, you must click the HTML Source Code link to ensure that CRMSDK tags are properly included.
Select a field in the Insert Field dropdown to have NetSuite place the corresponding CRMSDK tag in your template.
6. On the Restrict Access subtab, check the Private box if you do not want others in your company to use this template.