Do you want to streamline your company’s business processes as a NetSuite user? NetSuite SuiteFlow is a graphical tool for customizing and configuring NetSuite for your business and industry without requiring knowledge of complex JavaScript or SuiteScript code. This article provides an overview of NetSuite workflow management and explains how it can benefit your business.
What is NetSuite SuiteFlow?
NetSuite SuiteFlow is a pre-built solution that allows users to create and run processes on the NetSuite platform. Its easy-to-use interface, which involves point-and-click functionality, enables users to customize and optimize their businesses.
With NetSuite SuiteFlow administration, users can efficiently simplify unique workflows, automate powerful operations, and initiate workflows through triggering events. Whether you are looking for all-in-one shopping for NetSuite or information on any subject matter, our NetSuite experts will ensure success in your organization.
This tool makes it easier to build, modify, and maintain multiple components of numerous Netsuite workflows, such as states, actions, conditions & triggers. Process editing must be done by experienced administrators and developers of SuiteFlow from Netsuite. This function is facilitated by suite flow designed by NetSuite, though this may not appear obvious initially. Overall, automation improvements made possible through enhanced process management offered by suite flow support increased operational efficiency within firms.
Everything You Need to Know About NetSuite SuiteFlow
NetSuite workflows allow you to manage and automate complicated business operations. The value of NetSuite software stems from its ability to develop workflows tailored to your specific business demands and requirements. As a result, you may use workflows to integrate your business operations with the NetSuite ecosystem.
Before we begin our NetSuite workflow overview, let’s review the basics of NetSuite workflows and SuiteFlow.
NetSuite Workflow
NetSuite workflows enable users to design dynamic custom processes without requiring SuiteScript knowledge. Workflows can be used for various operations, including automating purchase orders and instructing NetSuite to perform specific actions based on approval status.
SuiteFlow
SuiteFlow is NetSuite’s business process automation platform. It enables users to create NetSuite workflows without coding experience. These no-code tools allow users to create a custom business process that fits their workflow rather than being limited by off-the-shelf processes.
Creating NetSuite Workflows
Enable the workflow feature in NetSuite. Go to Setup > Company > Enable Features under the SuiteCloud tab, click the SuiteFlow box, and save. Once the feature is enabled, navigate to Customization > Scripting > Workflows > New to access the SuiteFlow interface. One of the most effective methods to understand workflows is to create and test them physically.
Copy Workflow
Copying a process allows you to change multiple versions of an existing workflow in production without affecting the original. When you see a workflow record, click the “make copy” button, and NetSuite will immediately save and duplicate your process. Use the duplicated version as a starting point, make the necessary changes, alter the release status, and deactivate the original once the new version is complete.
All custom fields from the workflow are copied to the new version. The “make copy” option is only visible in view mode and does not allow you to copy or save like in edit mode on a workflow. The person who clicked “make copy” owns the duplicated workflow, regardless of who was the original source.
Workflow States
Every workflow must include at least one state; otherwise, it will not be executed, even if the “Running” option is selected. States are the building elements of workflows, representing a stage or phase in a business process. States contain specific behaviors and are linked to other states via transitions. To create a state, open an existing workflow by selecting “Edit link” and then clicking the “New State” button in the context panel. You can now add actions, fields, properties, and transitions.
Workflow Fields
“Fields” function similarly to fields in all NetSuite records, except they exist within the workflow. Fields can be added to the entire workflow or to a specific state. Users can set the sublist values for the items sublist using a process. Before this upgrade, the only way to control sublist data was through a thorough understanding of SuiteScripting. Sublist fields are only valid in the before load, before submit, or after submit event contexts.
Workflow Actions
Create actions allowing a state (steps) to execute a command. For example, send an email, add or remove a button, set a field value, navigate to a record, or return a user error.
Create Line is an improved workflow action that allows for modifying sublist-related processes by adding lines to the sublist and making broader changes without the need for SuiteScript. When a screen appears, provide the event type, trigger type, contexts, and conditions that apply to this action group.
The Create Line action can be found in process definitions for record types with a sublist that SuiteFlow supports. The Create Line action has conventional action fields such basic information, condition, and schedule.
Triggers are events that occur when records are accessed, added, or changed. Workflow instances can also run on records according to a predetermined schedule, such as monthly, weekly, daily, or even multiple times per day.
NetSuite SuiteFlow Benefits
Automation & Process Management
Workflows are a tool for automating corporate operations, reducing manual work, minimizing errors, and enhancing overall efficiency. By defining a set of rules and activities, workflows assure task consistency and adherence to stated criteria.
Structured Flow of Work
Workflows create a structured flow for data and actions progressing through different phases. Each stage represents a distinct step in the process, with transitions between stages governed by criteria and triggers. This structured method ensures that work proceeds in a logical order.
Visual Representation
Workflows are visually represented as flowcharts or diagrams. These visual representations aid in understanding the workflow’s structure, which includes states, transitions, and conditions. This visual depiction facilitates the design, configuration, and management of workflows.
Customization & Flexibility
NetSuite workflows are highly flexible, allowing businesses to design procedures to meet their individual requirements. Customization possibilities include defining phases, making transitions, establishing conditions, describing actions, and more. This adaptability allows workflows to respond to a wide range of business scenarios.
Real-time Monitoring & Reporting
Workflows enable real-time monitoring and reporting capabilities. Users may monitor the status of work items, check workflow history, and evaluate performance. This visibility into workflow execution enables firms to discover bottlenecks, enhance procedures, and make more educated decisions.
Business Process Improvement
Workflows are critical to business process improvement efforts. They help firms uncover inefficiencies, automate repetitive operations, enforce best practices, and maximize resource use. By constantly refining and optimizing workflows, businesses may improve their productivity and operational excellence.
Adaptable to Changing Needs
Workflows are simply tweaked and upgraded to meet changing business requirements. As firms grow, they can be altered to incorporate new processes, rules, or organizational structures, providing smooth adaptation to changing circumstances.
Cross-functional Integration
Workflows allow for cross-functional integration by automating operations that involve different departments or teams. For example, a sales order approval procedure can include sales, finance, and management teams, ensuring that all key stakeholders participate in decision-making.
Top NetSuite Workflows
Purchase Order Workflow
A NetSuite Purchase Order (PO) Approval Workflow is a system designed to automate and streamline the process of approving purchase orders within NetSuite, an ERP software hosted in the cloud. This workflow enables businesses to set criteria for automated approval of purchase orders depending on variables such as purchase amount, department, vendor, and item.
The typical sequence of steps in the Purchase Order Approval Workflow may differ depending on the company’s unique configuration and requirements.
Sales Order Workflow
The Sales Order (SO) Workflow, including order creation and delivery, automates the sales cycle. It creates sales orders, tracks order fulfillment, generates invoices, and records payment receipts. In a typical sales order workflow, you either produce a new sales order or convert an estimate into a sales order. After being authorized, the sales order is routed to the fulfillment queue.
Your company’s accounting decisions dictate the approval process for sales orders.
Invoice Approval Workflow
The Invoice Approval Workflow automates the entire invoicing process, from generation to payment reception. It guarantees quick and accurate invoicing, approval, and recording of customer payments. Businesses that automate these procedures can improve their cash flow management and give clients a more seamless billing experience.
This procedure adds complexity by considering various parameters such as invoice amount, user role, and user status. The workflow’s decision-making process is based on these elements to assess whether an approval or denial is appropriate.
Journal Entry Workflow
A NetSuite Journal Entry Approval Workflow feature allows businesses to create a bespoke process for examining and endorsing journal entries within the NetSuite system. This procedure ensures that authorized people review and approve journal entries before being recorded in the general ledger.
With a Journal Entry Approval Workflow, businesses can adjust approval criteria to their specific operating operations. For example, businesses can set up the workflow to require approval for journal entries that exceed a certain monetary threshold or that affect particular accounts.
Lead Nurturing Workflow
The Lead Nurturing Workflow automates the process of nurturing prospects and moving them through the sales funnel. It entails automated communication, follow-up, and tracking of lead interactions.
The End
NetSuite is a great tool for increasing corporate efficiency through automation. Workflows can be created by identifying time-consuming manual operations and using the platform’s user-friendly interface.
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FAQs
Q1. Can SuiteFlow be used to set values for multi-select fields in existing records?
No, SuiteFlow’s “Set Field Value” and other actions cannot change multi-select fields in existing records. However, you can configure these fields for new records and change their display type, label, or necessary status.
Q2. How can SuiteFlow leverage buttons to navigate users within NetSuite?
You may use the “Add Button” action to construct buttons that can then be combined with the “Go To Page” or “Go To Record” actions to send users to specific pages or records. Additionally, buttons can be used for workflow transitions by creating them with the “Add Button” action and assigning a transition that occurs when the button is clicked.
Q3. Why do buttons vanish after refreshing the browser in SuiteFlow?
This may happen if the buttons are not linked to workflow transitions. To guarantee that buttons are persistent, use the “Add Button” action and link them to a suitable workflow transition.
Q4. Does NetSuite offer training resources for SuiteFlow fundamentals?
Yes, NetSuite offers a “SuiteFlow: Workflow Fundamentals” course only to LCS Company Pass users. This course provides participants with the fundamental skills required to develop efficient business processes using SuiteFlow.
