Why Emails Sent by a User Appear from a Different Email Address in NetSuite

Problem: The user Cathy Cadigan has her email address listed as adminfun091324nv@netsuite.com in her Employee record. However, emails sent by her show the “From” email address as abc@gmail.com instead of the email listed in her Employee record.

Cause: This discrepancy is due to the “From Email Address” configured in the Set Preferences section of the user’s NetSuite account. The “From Email Address” setting in Set Preferences overrides the email address specified in the Employee record when the user sends emails from NetSuite. In this case, the “From Email Address” is set as abc@gmail.com in the user’s Set Preferences, which is why emails appear to originate from this address.

Explanation:

The email address in the Employee record (adminfun091324nv@netsuite.com) is typically used for identification, notifications, and other internal purposes.

The “From Email Address” setting in Set Preferences applies to all email communications initiated by the user within NetSuite.

When a user sets a specific email in Set Preferences, NetSuite uses that email as the “From” address for any outgoing communication.

Steps to Verify and Update:

Verify Email Address in Employee Record:

Navigate to Lists > Employees > Employees.

Select the specific employee (e.g., Cathy Cadigan).

Check the email listed under the Primary Information section.

Verify and Modify “From Email Address” in Set Preferences:

Go to Home > Set Preferences.

Under the General tab, locate the field From Email Address.

If this field is set, NetSuite will use this email for all outgoing communications.

To change the “From Email Address,” update the field to the desired email address or leave it blank if you want NetSuite to default to the email in the Employee record.

Note:

The “From Email Address” field in Set Preferences applies across all roles assigned to the user.

Leaving the “From Email Address” field blank will ensure NetSuite defaults to the email specified in the user’s Employee record.

Recommendations:

Ensure that the “From Email Address” is consistent with the organization’s policies for email communications.

Notify users about the implications of setting a different email address in Set Preferences.

Troubleshooting Steps if Discrepancy Persists:

Confirm that the correct email address is updated in the Set Preferences field.

Check if any customizations or scripts are altering the “From Email Address” behavior.

Verify if the user’s email account (e.g., abc@gmail.com) has appropriate permissions and authentication in NetSuite.

This behavior is standard within NetSuite to allow users flexibility in managing their communication preferences. If further assistance is required, contact your NetSuite administrator.