SSEO - Caching Overview

Overview

The SSEO caching feature stores a subset of NetSuite record data on a dedicated cache server to dramatically speed up record matching during email sync. Instead of querying NetSuite live on every sync operation, SSEO queries the cache, reducing latency and NetSuite API load. Caching is opt-in and requires administrator activation.

What Data is Cached

The cache stores NetSuite record data only — no email content, email bodies, or attachments are ever cached. The specific fields stored per record depend on the matched record type configuration, but the default set includes:

• Record title
• Record detail
• URL path to the record in NetSuite
• Search text (used for matching)
• Last modified date

For contact records specifically, the cache also includes the contact name and email address, as these are used for matching. More broadly, if a record title or detail field contains personally identifiable information (e.g. a contact name), that data will be cached.

Administrators can configure which fields are included per matching type, including custom labels. Any custom data added to those labels will also be cached.

Where Data is Stored

The cache server is operated and maintained by Netgain. Customers do not have direct access to the underlying database.

Data Retention & Lifecycle

Daily Re-Cache Cycle

The cache is fully refreshed once per day. During each cycle, all existing cache data for an account is deleted and then re-populated from NetSuite. This means any records deleted in NetSuite will not persist in the cache beyond the next daily cycle.

30-Day Inactivity Auto-Purge

If no sync update is received from an account for 30 consecutive days, all cached data for that account is automatically deleted. The 30-day counter resets any time at least one record type is updated. This ensures inactive or churned accounts do not retain data indefinitely.

Manual Purge Options

Administrators can manually purge cached data at any time through two methods:

• Global purge — available in the SuperSync Email Global Configs; clears all cached data for the account
• Per record type — available on each matching type record; clears the cache only for that specific record type

Security & Encryption

Data in Transit

All data transmitted between NetSuite and the OCI cache server is sent over HTTPS, providing transport-layer encryption.

Data at Rest

All data at rest is encrypted within the OCI PostgreSQL database. Encryption is applied at the storage layer, ensuring that cached NetSuite record data is protected when not in transit.

Enabling & Configuring Caching

Activation Steps

Caching is disabled by default. To enable it:

• Go to SuperSync Email Global Configs in NetSuite
• Check the Enable Cache checkbox
• Review and accept the End User License Agreement (EULA) presented in the confirmation dialog
• Click Confirm to activate caching. Clicking No will leave caching disabled.

Once confirmed, the account is activated for caching. The first cache run will occur at the next scheduled sync, or can be triggered immediately using the Cache Now button.

Scope of Caching

Enabling caching at the global level activates it for all matching record types by default. Administrators can opt individual record types out by navigating to the specific matching type record and adjusting the setting there.

If a specific record type needs to be refreshed immediately (e.g. after a data import), administrators can trigger an on-demand cache for that record type from its matching type record.