6.2 Activities, Email, and the File Cabinet

Shortcuts can open the page where work starts. They do not schedule the meeting, store the message, or decide who can open a file. This objective covers events, tasks, email, and the File Cabinet, and the preference page Home > Set Preferences > Activities. SuiteAnswers topics here include sending email from NetSuite and sending email from a record.

The calendar on the Activities tab manages events, tasks, and phone calls. Home > Set Preferences > Activities sets reminders, event access, invitation email, task priority, and whether new tasks and calls are public. Calendar Preferences on that tab opens Personal Calendar Setup for who may open your calendar and for the default day, week, or month view. Display Non-blocking Tasks in Calendar is at Activities > Setup > Calendar Preference, on the Preferences subtab.

Events

An event reserves calendar time for a meeting. The creator is the owner. An invitee who accepts is an attendee. Create and edit events at Activities > Scheduling > Events. You can send invitations, repeat the meeting, and reserve a resource such as a conference room.

Reminder is how far ahead you want notice, and Reminder Type is popup or email. A popup, while you are logged in, offers Dismiss, Go to Event, and Snooze. Email goes to the address you use to log in. None in either field means no reminder. Invitees set their own reminder when they accept. Play Audio with Popup Event Reminders adds a sound when the browser allows it.

With your default role, Default Reminder Type is None, Popup Window, or Email, and Default Reminder Time is how far ahead. With any other role, an administrator's company preference sets the type. Match the computer clock to the NetSuite time zone at Home > Set Preferences.

Default Event Access Setting For New Events controls a new event. You can change Event Access on that one record later.

• Public means people who can see the calendar can see the event. Help uses the same public treatment for tasks and calls.
• Private means you and the account administrator see the details. Invitees who already have access to your calendar can also see a private event.
• Show as Busy blocks the time as unavailable. Only you and the administrator see the details.

Calendar Access on Personal Calendar Setup can grant View, which shows public events and the busy blocks of Show as Busy events. Send Invitation Emails is Internally (employees and employee groups) or To All Invitees (also customers, contacts, and partners). Restrict Invitees to Employees limits the invitee list.

Tasks

A CRM task is work due by a date, assigned to you or another employee. It stays at Activities > Scheduling > Tasks until you mark it Completed or delete it. If it is not private, others can see the status.

Check Reserve Time to place the task on the calendar. Start Time and End Time become required, and that scheduled task can have its own Reminder Type. To show tasks that do not reserve time, check Display Non-blocking Tasks in Calendar at Activities > Setup > Calendar Preference. That changes visibility. It does not turn the task into a meeting.

Default Priority for Tasks is Low, Medium, or High. Leave Default New Tasks Public clear unless new tasks should start public, and check Private Task on a task that must stay private. Default New Phone Calls Public is the same idea for calls.

On many transactions, create the event, task, or call on the Communication subtab. After you save, Help combines it on an Activities subtab. Some transactions have no Communication subtab. Use a project task, not a CRM task, for a project schedule.

Email from a record

Help's Sending Email from Records topic says a message you send from a record is saved on that record's Messages subtab and on the Messages subtab of each contact who receives it.

Open Communication, then Messages, and click Email. Some non-administrator roles use the General subtab instead. You cannot forward a message on an employee record, or on a contact that is not tied to a company.

You can email from a lead, prospect, vendor, company, other name, partner, opportunity, or transaction. The transaction Communication subtab tracks email and faxes. When Mail Merge is enabled, you can attach the message as PDF, letter, or fax. The From address is From Email Address at Home > Set Preferences > General, or the employee's login email if that field is empty. Files you attach from your computer are stored in Attachments Sent.

Fax is still on Bulk Merge

Current Help still lists fax as a bulk output. Go to Documents > Mail Merge > Bulk Merge and click Fax on Select Output. The October 2024 sample keyed Fax on that path, and the Merging Faxes topic still does.

The same Select Output page starts Email, Letter, and PDF merges. A fax merge needs an eFax account and a fax template. Groups of more than 100 members are scheduled within an hour, smaller groups go out at submission, and a group of more than 4000 members cannot be faxed. A bulk email merge uses your login email as From. History is at Documents > Mail Merge > Merge History.

File Cabinet rules the sample tests

Company-Wide Usage on the file record gives every company user view access, even when the file sits in a private folder or a folder a group cannot open. Users who could already edit keep edit rights. Everyone else can view the file, including Customer Center, Vendor Center, and Partner Center roles.

Available Without Login publishes the file on your website and takes precedence over Company-Wide Usage. Company-Wide Usage alone does not put the file on the website. Help checks Available Without Login by default only in the Images folder and the Web Site Hosting Files folder. For files in Web Site Hosting Files, Web Site Hosting Files Always Available is on by default at Setup > Company > General Preferences and can override the boxes on the file.

You cannot restrict an individual file. Restrict the enclosing folder at Documents > Files > File Cabinet. A private folder is open to its owner and the administrator, and administrators can view every folder. Restrict by class, department, location, group, or subsidiary. A dynamic group is stored as a snapshot updated twice a day.

A subfolder created after the parent was restricted inherits that restriction. If the subfolder already exists, a later change to the parent does not flow down. Edit the subfolder yourself.

Which tool uses which page

A policy PDF employees can open

A support manager must let employees open a policy PDF and must not expose it on a public link.

Store the file outside the Images folder and outside Web Site Hosting Files. Check Company-Wide Usage and leave Available Without Login clear. If only one department should see the PDF, restrict the folder instead of checking Company-Wide Usage. Subfolders that already exist do not inherit a later parent restriction.

Practice these choices in the Oracle NetSuite Foundation practice questions.