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