⚙️ Simple NetSuite Updates Workflow

Learn how to create a simple "NetSuite Update" workflow to allow you to quickly sync data amendments


Pillar 2 - Take Control     Take Control

      Estimated Read Time: 2 Minutes

         Estimated Configuration Time: 15 - 20 Minutes



Sections in this Article


Configuration - Employee Portal Workflow

How to use the Employee Portal Workflow

Configuration - Triggered Workflow

How to use the Triggered Workflow


Additional Reading





Gatekeeper's primary purpose is as a Contract & Vendor Lifecycle Management tool

Therefore any change made in Gatekeeper should reflect the true status of vendor relationships

Similarly, this should match anywhere else in your software ecosystem that this vendor is present - NetSuite being large part of that!


Currently the methods of having Gatekeeper sync data to NetSuite are very much designed around key vendor lifecycle processes (like when onboarding a vendor, or processing a key change in their relationship)

However, there may occur simpler updates to the metadata you store about a vendor which do not necessitate a whole review & management process


This article will show you how to build super simple workflows whose sole purpose is to capture basic metadata updates and ensure that the data for these updates is synchronised between Gatekeeper and NetSuite



Configuration - Employee Portal Workflow 🛠


The simplest method for allow these data updates is via an Employee Portal Request Form workflow

This will mean Collaborator users will be enabled to request these updates & provide the new values - as a workflow/Gatekeeper admin, your task will be a simple as reviewing their changes and confirming the update!



How to use this Workflow ⚡️

No steps needed!

Once you configure the above workflow & enable the Authenticated Employee Portal form, your users are free to submit data update requests as & when they need



Configuration - Triggered Workflow for Admins  🛠


If you do not have Employee Portal or only wish for Administrator users to initiate any Gatekeeper ➡️ NetSuite updates, you can create a "triggered" workflow which will allow you to push the data updates yourself




How to use this Workflow ⚡️

When a Vendor update is needed:

Step 1) Click to Edit the Vendor in the Repository

Step 2) While editing the vendor, set the value of the new custom field ("NetSuite Update Status" in the above video) before hitting ✅ Save

Step 3) Instantly refresh the Vendor record and you should see a banner indicating a live workflow card has been created. Click this to open the workflow card

Step 4) On the Workflow Card, hit Update Vendor & Sync to NetSuite

Step 5) Make any final changes to the metadata in the right-hand column, then hit ✅ Update






Q: We have a vendor which is not connected to NetSuite yet - how should we do this?

A: This depends on how many vendors you need to connect and whether they are already in NetSuite, too!

If you have many Vendors in Gatekeeper to link and if these Vendors already exist in both systems, we recommend reaching out to your CSM so you can discuss bulk-linking the vendors from both systems

If you only have a few to connect, either of the above workflows will work - however if these vendors already exist in NetSuite, you may end up creating duplicates


Q: Who can start a triggered workflow?

A: Since this trigger is based on a custom field value being changed, this requires a user to have the Administrator repository permission




Additional Reading 📚


NetSuite Integration Guide

See a complete overview & walkthrough of the Gatekeeper-NetSuite integration


⚡️ Testing Triggered Workflows

Learn how to leverage custom fields & triggers for testing workflows


NetSuite & Workflows Guide - Coming Soon

See a full guide of how we suggest using NetSuite within your key vendor management practices