Create a NetSuite Update Workflow

Estimated Read Time: 4 Minutes

☑️  Requires: Employee Portal

Sections in this article:

• Introduction
• Configuration
  • Part 1: Create the Workflow
  • Part 2: Configure the Start Phase
  • Part 3: Configure the Update NetSuite Phase
  • Part 4: Configure the Done Phase
  • Part 5: Make the Request Form Available
• FAQs
• Additional Reading

Introduction

Users with administrator permissions can manually sync metadata from Gatekeeper to NetSuite. To let other internal users request ad hoc vendor data updates outside key lifecycle events, such as onboarding or relationship changes, you can set up a sync workflow.

This article explains how to build a simple workflow that captures vendor metadata updates and syncs them from Gatekeeper to NetSuite.

Configuration

The simplest way to let internal users request updates is with an Employee Portal workflow. Users without administrator permissions can request an update and provide the new data, then a user with the relevant permissions reviews the changes, confirms the update and syncs the data to NetSuite.

Part 1: Create the Workflow

The first step is to create the workflow structure.

1. From the navigation menu, click Workflows.
2. Click Add, then select Workflow.
3. Enter a title e.g. NetSuite Update Request, then select the workflow type from the dropdown list. 
   1. If required, add a label, description, and select an icon and colour. 
4. Click Save.
   
5. Click Add to create a new phase, then enter a title e.g. Update NetSuite and click Save & Next.
   

Part 2: Configure the Start Phase

Next, you'll need to configure the start phase to build the request form that users will submit.

1. Click the start phase of the workflow to edit it. 
2. From Core, rename the title e.g. Update Request Form.
   
3. From Form, click Add Section and enter a name e.g. Vendor Core Details.
4. Select Vendor from the Predefined dropdown, then click Save.
   
5. Expand the 3 dots on the Vendor Name then click the pencil icon to edit it.
6. Select the Associate Vendor with the card checkbox, then click Save.
   
7. Add any additional sections that are required, e.g. custom data sections.
8. From Transitions, select the radio button for the Update NetSuite phase.
   
   
   

Part 3: Configure the Update NetSuite phase

Next, configure the phase where the data will be reviewed and updated on the vendor record, and synced to NetSuite.

1. Click the Update NetSuite phase to edit it. 
2. From Actions, select the Update Vendor checkbox.
3. Select the Sync to NetSuite on Action and Submit Card on Action checkboxes.
   
4. From Transitions, select the radio button for the Done phase.
   
5. From Form Access, select the relevant user/group that should be responsible for reviewing the request and making the update to the vendor record, e.g. an administrator.
6. From Notifications, enable the email notification toggle for Card Owner.
7. Click the corresponding pencil icon to edit the email template to the card owner, then configure the message to notify them that a request has been made and click Update.
   

Part 4: Configure the Done Phase

Next, configure the final phase of the workflow. 

1. Click the Workflow End phase to edit it. 
2. From Core, rename the title e.g. Update Completed.
3. From Notifications, enable the email notification toggle for Card Creator. 
4. Click the corresponding pencil icon to edit the email template to the card creator, then configure the message to notify them that their request has been actioned and click Update.

Part 5: Make the Request Form Available

Now that the workflow has been configured, you can make it available for users on the Submit Requests dashboard.

1. Click the start phase of the workflow to edit it. 
2. From Form Access, select the Employee Portal radio button.
   

Users can now submit data update requests as required.

FAQs

Additional Reading 📚

• NetSuite Integration Guide: learn how to set up and configure the Gatekeeper and NetSuite integration.
• Sync Vendor Data to NetSuite: Learn how to sync data from your vendor records into NetSuite.