Did you know you can send emails directly from NetSuite? While this information is likely not news to you, chances are you may not be using this feature to its fullest potential. The ability to use email in NetSuite, whether you’re contacting vendors and customers, communicating with employees, or sending out the results of a report, keeps communication in your company open, up-to-date, and consolidated. Consequently, understanding how you can get the most out of email in NetSuite is essential.
Customizing Your NetSuite Email
Before you use email in NetSuite, you’ll want to set up a couple things first.
From Field
One area that you can customize is the From field. To do this, navigate to Home > Set Preferences, and locate the User Profile section under the General subtab. Then type in the address you want to appear in the From field of any email you send in NetSuite. If you leave this field blank, your NetSuite login email will automatically appear in the From field of emails you send in NetSuite.
Email Signature
If you want to create an email signature that includes images and/or links, you can do that in the email editor. Navigate to Documents > Templates > Email Templates > New. Under the Messages subtab, create your email signature using the rich text editor.
If you want to include an image with the signature, make sure you have uploaded the image to NetSuite’s File Cabinet first. You will need the NetSuite URL of the image to use it in the email editor. To access that URL, go the File Cabinet in a new window, find the picture you need, select Edit, and copy the NetSuite URL (which will begin with https://system.netsuite.com/).
To finalize your email signature, switch to the Source view of the Message text editor, copy all the code, return to Home > Set Preferences > General > User Profile, and paste the HTML code into the Signature field. Finally, check the Add Signature to Messages box and save the changes.
Emailing Different NetSuite Content
What are some of the scenarios in which you would find yourself sending an email directly from NetSuite? There are several key NetSuite pages that you may need to send an email from directly.
Searches and Reports
First, searches and reports can be emailed. To email a search or a report, navigate to the page you need and select the email button. Note that, for reports, the email button is represented as a letter/envelope icon on the lower right corner of the report. The Email Message window will open, allowing you to compose your message, send it, and then return directly back to the NetSuite window you were working in previously.
Entity Records
Second, you may find that you need to send an email from a specific entity record. For example, if you needed to email an employee, a customer, or a vendor, you would go to their record to do that. On their record, click the Email button under the Messages tab of the Communications subtab. The benefit of sending an email through NetSuite in this way is that it provides you with a consolidated record of your company’s communication with any given individual or company.
Transaction Records
And third, you may find that you need to send an email from a specific transaction record. Sending an email from a transaction record is comparable to sending an email from an entity record, but there are a few differences. For example, you can create transaction email templates that are unique to different types of transactions. As a result, when you email a transaction to your customer you can select the transaction template type you need, simplifying the entire process of composing the email.
Another difference is that you could email a transaction when creating the transaction or afterwards when viewing the transaction, whereas with entity records you wouldn’t send an email to the individual associated with that record until after the record’s creation. To send an email when creating a transaction, under the Messages tab of the Communication subtab you would need to select To Be E-Mailed. Then, when you finish putting in all the information you need for the transaction, select Save & Email from the Save dropdown list. And to email a previously created transaction when you’re in view mode, choose Email from the Actions list.
Email Message Tabs
When you send an email through NetSuite, there are three tabs available to you in the Email Message window.
Recipients
The first tab is Recipients. You can choose a main recipient for the email using the first dropdown recipient list. Note that there may be limitations on who the main recipient can be. For example, if you were sending the email from an employee record, then obviously the main recipient would automatically be that employee. Or if you were emailing from a transaction record, then the main recipient would be the individual with whom you are doing the transaction.
The second recipient list permits you to include other individuals in the email as well. The Cc box is checked by default for these secondary recipients, but you also have the option of choosing to use Bcc for them instead.
Message
The second tab is Message. In the Message tab, you can select a pre-determined template (if applicable), write the subject of the email, request a read receipt if you need one, and write the content of your message in the rich text editor. Because the message box uses the rich text editor, you can arrange the content however you like, include pictures or links if necessary, and customize the font size and type.
Attachments
The final tab is Attachments. You can attach documents—which includes PDFs—to your emails from this tab as long as the documents are in the File Cabinet. Depending on the file size of the documents you need to send, you may want to check the Zip Attachments box in order to compress the file size. Note that you can attach multiple files in this tab; after choosing one file in the dropdown list, click Add to be able to include additional documents.
NetSuite has two file folders that store any files sent or received through email. These folders are called Attachments Received and Attachments Sent. It’s important to note that you cannot attach files in either of these folders to any emails you send from NetSuite. If you do need to email files in these folders, you would first need to move them to a different NetSuite folder.
Conclusion
After writing your email, determining the recipients, and including any attachments, select Merge & Send to send the email.
At SuiteRep, we focus on all things NetSuite so you can focus on better business results. Contact us today to learn how we can partner with you.