Mastering NetSuite Email Preferences: A Comprehensive Guide for Administrators and Users

Streamlining your NetSuite email preferences can significantly enhance your experience by ensuring you receive only the most relevant communications. This tailored guide will walk you through customizing your email settings, managing notifications, and implementing best practices to keep your inbox organized and focused on what matters most to you.

Enhanced Guide for NetSuite Administrators: Setting Up Global Email Preferences

Comprehensive Access and Configuration

  1. Login to Netsuite Account using an Administrator role.
  2. Navigate to Setup > Company > General Preferences to access global settings.

Default Email Preferences in Release Preview and Sandbox

Sandbox and Release Preview Email Preferences: Different email settings between your production environment and sandbox or release preview environments is crucial. This distinction prevents test emails from being sent to end users inadvertently.
    1. Navigate to Setup > Company > Email Preferences

    1. Open Sandbox and Release Preview section

  1. You will have multiple options to select in Both sections
    1. Send Email To (Separate Addresses with Commas). Choose this option to ensure emails are delivered to specific addresses.
      1. Enter the email address or addresses to which to deliver emails. Separate each email address entered with a comma.
      2. Choose this option when testing your web store in your Sandbox or in your Release Preview accounts. This option ensures web store-generated emails are routed to the required recipient.
    2. Send Email to Logged-In User. Choose this option to route emails to the user logged in to the NetSuite UI. If you select this option:
      1. emails initiated by an error in a scheduled script follow the notification settings in the script record.
      2. emails generated from web stores will not be sent to the user logged in to the NetSuite UI. For example, an order notification email would be sent to the shopper’s email address, not the logged-in user’s email address. To prevent this, choose the Send Email To option instead.
    3. Do Not Send Emails. Choose this option if you do not want any emails sent.

General Email Preferences

  • Global BCC List (Separate Addresses with Commas): List email addresses to which you want to send blind copies of outbound emails, including emailed transaction forms, individually sent email, email merges, campaign email, and system response email.
  • Global Footer: Enter text to be included at the bottom of each outbound email, including emailed transaction forms, individually sent emails, email merges, campaign emails, and system response emails.
  • Default Mail Merge Domain: Select the campaign email domain you want selected by default on your email and templates.
  • Enable Email Alerts for WS and CSV Imports: To improve performance and avoid unnecessary email, by default, saved search email alerts are not sent for updates made by CSV imports or SOAP web services integrations. Check this box to cause email alerts to be sent for CSV imports and SOAP web services integrations.
  • Remove Email Addresses From Bounced Email Address list After: Select the number of days delay before email addresses that returned a bounce message are removed from the Bounced Email Address list. Email addresses on this list are not sent email from NetSuite during this period. This includes all types of email, including individual and bulk emails through mail merge or marketing campaigns.

Transactional Emails

Click the Transactions subtab to set email preferences for your transactions.
  • Customers Default to Email Transactions: Check this box to deliver customer transactions by printing, by email, by fax, or by a combination of the three. The delivery preferences you define default on all new customer records you create. Later, you can change the settings on individual customer records as needed by checking or clearing the appropriate boxes.
  • Vendors Default to Email Transactions: Check this box to deliver vendor transactions by printing, by email, by fax, or by a combination of the three. The delivery preferences you define default on all new vendor records you create. Later, you can change the settings on individual vendor records as needed by checking or clearing the appropriate boxes.
  • Send to all Administrators: Check this box to send every employee with the Administrator role a copy of each transaction form emailed to customers or vendors.
  • CC (Separate Addresses with Commas): In this field, list email addresses to which you want to send copies of emailed transaction forms. Separate multiple addresses with commas or semicolons.
  • From Address for Emailed Forms: In this field, select the email address to show in the From field of email you send with NetSuite:
    • Company Return Email Address – Email is sent from the address you enter in the Return Email Address field at Setup > Company > Company Information.
    • Subsidiary Return Email Address– Email forms generated in NetSuite are sent using the company email address: Setup > Company > Classifications > Subsidiaries > New.
    • User Email Address – Email is sent from the address you enter in the From Email Address field at Home > Set Preferences. If you do not enter an email address here, email is sent from your login email address.
  • Use Popup for Main Transaction Email Button: Check this box if you want to view and modify the email you send when you click the Email button from a transaction.
  • CC Customer on All Emails Related to Orders Placed by Contacts: Check this box if you want to send all web store order emails to: the contact who placed the order, and the email address defined for the customer.
  • Default Email Template: Select an email template to use as the default template for standard transactions. The Standard Transaction Email Template provided with NetSuite is selected by default.

Setting Up Templates

Click the Templates subtab to set preferences for your email templates.

  • Template Folder: Select the File Cabinet folder you want to store your mail templates in by default.
  • User Access Email Template: Select the template to use when notifying an employee that they have been given access to your account. To create additional templates to access in this dropdown list, go to Setup > Company > Email > System Email Templates, then click New Template.
  • Customer Center Email Template: Select the template to use when notifying customers that they have been given access to the Customer Center. To create additional templates to go in this dropdown list, go to Setup > Company > Email > System Email Templates and click New Template.
  • Partner Center Email Template: Select the template to use when notifying partners that they have been given access to the Partner Center or Advanced Partner Center.To create additional templates to go in this dropdown list, go to Setup > Company > Email > System Email Templates, then click New Template.
  • Webstore Template Folder: Select which File Cabinet folder to store templates used by the Web store for outbound emails.

Domain Keys

Click the Domain Keys subtab to set up DomainKeys Identified Mail (DKIM) for the domains from which you want to send email from NetSuite.

  • Domain Name: In this field, enter the domain name where the public key is stored.
  • Regular Review of Email Preferences: Schedule periodic reviews of email settings across all environments to ensure they meet current business needs and compliance standards.
  • User Training for Email Management: Provide users with guidelines and training on managing their email preferences effectively, emphasizing the distinctions between production and testing environments.
  • Feedback Mechanism: Establish channels for users to provide feedback on email communications, enabling continuous improvement and adjustment of email policies.

Incorporating Sandbox and Release Preview Best Practices

  • Sandbox Email Testing: Before deploying changes to the production environment, thoroughly test email functionalities in the sandbox, ensuring that adjustments do not inadvertently affect end users.
  • Communication and Documentation: Maintain clear documentation and communicate changes in email settings or practices to all NetSuite users, especially regarding sandbox and release preview environments.

Email Logging and Compliance

  • Email Logging: Enable email logging to keep a record of all outgoing emails for compliance and auditing purposes. You can specify which types of emails are logged.
  • Compliance Settings: Ensure your email practices comply with regulations (e.g., GDPR, CAN-SPAM Act) by setting up necessary consent mechanisms and data handling practices.

Integrating with Third-party Email Clients

If you prefer using another email client (like Outlook or Gmail), you can integrate it with NetSuite:

  • Check NetSuite’s documentation or contact support for specific instructions on integrating with your preferred email client.
  • Ensure that you maintain the synchronization settings to keep your emails up to date across both platforms.

By enhancing the guide with these additional concepts and steps, NetSuite Administrators are better equipped to manage global email preferences effectively, ensuring that the organization’s use of NetSuite’s email functionalities is both efficient and compliant with best practices for sandbox and release preview environments. This approach safeguards against unintended email communication to end users, maintaining the integrity and professionalism of business operations.

For NetSuite Users: Managing Individual Email Preferences

Accessing Email Preferences

First, you’ll need to navigate to your email preferences within NetSuite:

  • Log in to your NetSuite account.
  • Go to Home > Set Preferences.
  • Within the Preferences page, find the Email tab. Here, you can adjust settings related to email communication.

Customizing Email Formats

NetSuite allows you to select the format in which you receive emails (HTML or plain text). HTML emails include formatting and images, while plain text emails do not.

  • Under the Transactions Tab in Preferences, Choose HTML for richer content or Plain Text for simplicity.
  • Choose HTML to email transaction forms in HTML format or Choose PDF to email forms as PDF attachments.

Managing Email Notifications

In the Alerts subtab, you can set preferences such as time for an alert email, email address etc.

The following fields are available, based on the features in your NetSuite account, and the permissions associated with your NetSuite role.

  • First Selection: Select an initial time to receive an email containing the latest information about the events, reminders, key performance indicators, and report snapshots displayed in portlets on your Home page.
  • Second Selection: Select a second time to receive an email containing the latest information about the events, reminders, key performance indicators, and report snapshots displayed in portlets on your Home page.
  • Third Selection: Select a third time to receive an email containing the latest information about the events, reminders, key performance indicators, and report snapshots displayed in portlets on your Home page.
  • Include links in HTML Alerts: Check this box to include links to key performance indicators and reminders included in your alert email.
  • Respect Quick Date Portlet Settings: Check this box so that email alert results are based on the date specified in your Dashboard View filter.
  • E-Mail: Select an email address to which email alerts should be sent.
  • Send an On-Demand Alert from this Role: Check this box to enable on-demand alerts. On-demand alerts enable you to send email to alerts@alerts.netsuite.com or to reply to an alert email and receive an email from NetSuite with the contents of your dashboard to your login email address.
  • Click Here to send a test email to <your email>.: Click the link to send a test message to the specified email address.

Email Signature

A professional email signature is crucial for business communications. Here’s how to set it up:

  • Back in the General Tab under Preferences, find the Signature section.
  • Use the provided editor to create your signature. You can include your name, position, contact information, and company logo.

Tips for Administrators and Users

  • Review Regularly: Both roles should periodically review email preferences to ensure they align with current needs and compliance requirements.
  • Training and Resources: Administrators should provide users with training or resources on managing their email preferences effectively.
  • Feedback Loop: Establish a feedback mechanism for users to report any issues or suggestions regarding email communications, allowing for continuous improvement.

Best Practices for Streamlining Email Communication

  • Consolidation and Segmentation: Administrators should consolidate notifications where possible and segment emails so that users receive only what’s relevant to their roles.
  • Prioritization: Users should prioritize emails through filtering and sorting, focusing on high-importance communications.
  • Automation and Rules: Administrators can set up rules to automate email processes, such as sending follow-up emails for uncompleted tasks, which reduces manual oversight.

By following this guide, NetSuite Administrators and Users can streamline email preferences to enhance productivity, ensure compliance, and maintain an organized inbox. Administrators set the stage with global settings, while users fine-tune their individual experiences, resulting in a well-managed email environment conducive to efficient workflow and communication.

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