As a user of NetSuite or any other ERP system, there are always things to learn to make your work easier and faster. One such feature in NetSuite is the Process Flows. However, many users find it hard to understand. In this blog, we will learn about NetSuite process flows and how they can be used to enhance your work and help in business operations.
NetSuite Process Flows Explained
Let’s understand the process flow. You might have seen the workflow diagrams visually representing the steps and sequences involved in a process or task. Similar to that is the concept of NetSuite Process Flows.
NetSuite Process Flows provide users with a clear and visual representation of the entire business process, including all the tasks involved, such as sales orders and expense reports. It presents the information in a diagram highlighting every step from start to finish. What it does is it allows users to see all the steps and tasks involved in the process.
You can see in the above image a quick overview of the various steps involved in a process, from the beginning to the end. NetSuite uses different symbols and shapes to illustrate the flow of information, decisions, and actions.
These diagrams help teams understand, analyze, and optimize their work processes. Now, from the image, you can easily track where an item started, where it went, and where it ended. Process flows offer a clear and concise definition of work, which helps your business run smoothly and efficiently.
You might ask why process flow matters. Well, there are various reasons. When using NetSuite, it’s easy to get bogged down in the details and lose sight of the bigger picture.
To better understand how your work fits into the overall process, it’s essential to recognize how individual records contribute to broader process flows. Thus, when you know the sequences that come before and after your actions, you can improve the company’s efficiency.
Creating a Process Flow (Workflow) in NetSuite
Access Workflow Creation
- Go to “Customization” > “Workflow” > “Workflows” > “New” in NetSuite.
Basic Properties
Give your workflow a name (up to 40 characters).
Optionally, provide a lowercase script ID (useful for bundling and deployment).
- Choose the record type on which the workflow will run.
- Set a description if needed.
- Choose the owner of the workflow (receives error emails).
- Decide if the workflow should execute as an admin.
- Choose the release status (Testing, Released, Not Initiating, Suspended).
- Decide if you want to keep workflow history records and when.
Initiation
Choose “Event Based” initiation.
Define the event properties:
- Specify whether the workflow triggers on record creation or update.
- Choose the server trigger type.
- Specify the event types that should initiate the workflow.
- Define the contexts or conditions for workflow initiation.
- Optionally, use a saved search to filter records.
Custom Fields (Optional)
- If you have custom fields of type Workflow, set their values.
Save
- Click “Save” to create the workflow.
- The workflow is now created with an initial state, and you can proceed to define the workflow by adding states.
Remember, if you don’t want the workflow to run immediately, set it to inactive or choose a release status of “Not Initiating” or “Suspended” before saving.
Creating a Workflow from a Workflow Template
To create a workflow from a template:
In NetSuite, go to Customization > Workflow > Workflows > New.
Click From Template.
Click Select for one of the following workflow template types:
- Journal Entry Basic Approval Template
- Purchase Order Basic Approval Template
- Sales Order Basic Approval Template
- Lead Nurturing Template
Scheduling a Process Flow In NetSuite
Purpose
- Automate workflows in NetSuite based on specific criteria and schedules.
Preparation
- Create a filtered saved search for the records you want to target.
Workflow Setup
- Go to Workflow > New.
- Enter basic info (name, record type, etc.).
- Choose owner, release status, and execution settings.
Initiation
- Select “Scheduled” and pick your saved search.
Scheduling
- Decide if it repeats.
- Set frequency, start/end dates, and execution time.
Save
- Click “Save” to create the scheduled workflow.
Considerations
- Ensure filters in the saved search are specific.
- Only released workflows run on schedule.
- Scheduled workflows run simultaneously.
Notes
- NetSuite runs multiple workflows together.
- Ensure permissions if using SuiteApp bundles.
Post-setup
- NetSuite runs the workflow at scheduled times on the filtered records.
Viewing Existing Process Flows in NetSuite
To view existing workflows on the Workflows list page, follow these simplified steps:
Access Workflows
- Go to Customization > Workflow > Workflows.
Filter Workflows
- Use the Filters section to refine the displayed workflows based on criteria such as Record Type, Owner, Release Status, Style, and From Bundle.
View Workflow Details
- The list page shows active workflows by default. To view inactive workflows, check the Show Inactives box.
Perform Actions
Perform actions directly from the list page:
- Create a new workflow: Click “Create Workflow” to open the workflow definition page.
- Edit a workflow: Click “Edit” to modify a workflow.
- Search for workflows: Click “Search” to find specific workflow definitions.
- Filter workflows: Utilize the Filters section to show workflows with specific properties.
- Mark workflows as inactive: Use the Inactive column to mark workflows as inactive.
- Customize the list page: Customize displayed columns by following instructions in “Customizing Sublist Views.”
3 Key Process Flows in NetSuite
The first process, Procure to Pay, is about buying stuff you need for your business from suppliers. It’s about getting the materials and ensuring you pay the suppliers on time, which is super important for managing our finances.
Now, let’s talk about the second process, Order to Cash. This is about smoothly giving your products or services to customers. It’s like a cycle where you interact with your customers; the key is getting paid for what you provide. The Order to Cash process ensures smooth exchange between your business and customers.
The third process, Record to Report, is about keeping organized records of your money and making detailed financial statements. These statements are like essential documents you can show your bosses, investors, and even tax departments.
The Record to Report process ensures your bookkeeping is accurate and precise, making it easy to report your finances to everyone inside and outside the company.
You can explore many more process flows in NetSuite. We thought about mentioning these 3 for you.
Final Words
So this was all about from our side on NetSuite Process Flows and Workflows. NetSuite Process Flows are a crucial tool for navigating business operations seamlessly. We hope it has been helpful for you. If you haven’t used this feature, we recommend checking out the workflows in NetSuite. They are easy to use and update, providing valuable information you may miss otherwise.
