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⚙️ Simple NetSuite Updates Workflow

Learn how to create a simple workflow to allow internal users to request updates to vendor data in Gatekeeper and NetSuite.

Pillar 2 - Take Control Take Control

Estimated Read Time: 2 Minutes

  Estimated Configuration Time: 15 - 20 Minutes

☑️  Requires: Employee Portal

Sections in this article:


Introduction

Admin users can manually sync metadata from Gatekeeper to NetSuite. However, you can also set up a structured synchronisation workflow that lets internal users request ad-hoc vendor data updates outside of key lifecycle events, such as onboarding or relationship changes.

This article outlines how to build a simple workflow to capture and sync vendor metadata updates between Gatekeeper and NetSuite.

Configuration

The simplest method for allowing internal users to request updates is via an Employee Portal workflow. This allows users without administrator permissions to request an update and provide the new data. Then, another user with the relevant permissions can review their changes, confirm the update, and sync the data to NetSuite. To configure this, watch the demonstration video or follow the steps below.

 

 

Part 1 - Create the Workflow

The first step is creating the workflow and key phases.

  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 update 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

After configuring the start phase, you can configure the phase where the data will be reviewed and updated on the vendor record, then 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 the 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 Done 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.

FAQ 💬

Q: We have a vendor that 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 getting in touch with us to discuss linking the vendors from both systems in bulk.

If you only have a few to connect, it's recommended to sync them one-by-one via the repository.

Additional Reading 📚