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Introduction

NetSuite workflows allow for the creation of dynamic, custom process flows without the need for direct suitescript knowledge. While they can be powerful it is worth noting that there are certain actions that cannot be performed with a NetSuite workflow and instead should be addressed via SuiteScript. Consider the correct technical approach prior to jumping in and building a workflow.

An Introduction to NetSuite Workflows

At its core, a NetSuite workflow allows users to automate steps in business process flows by using a tool similar to a business process flow builder. Simple by design, they allow those without hands on experience with suitescript the ability to automate actions that would otherwise be manual, such as routing a transaction for approval to the right person based upon predefined criteria.

We often associate Workflows in the system directly with NetSuite vendor bill approvals as well as NetSuite purchase order approvals. These are some of the most common use cases that NetSuite Administrators will leverage SuiteFlow for, but they can be used for many other approval workflows and we’re going to explore a detailed NetSuite approval workflow example in this article. Note they can also be used to perform other actions, such as locking a record (so others cannot interact with it), send emails and even set field values automatically to avoid the need for an end user to populate manually.

Workflows can either be event based or scheduled, which determines how they are initiated in NetSuite. Event based workflows are trigger by an “event” in other words a specific action (or actions) takes place and triggers the workflow to executive. Scheduled workflows run on a predefined schedule and do not require a specific action to trigger the workflow execution.

Before jumping in and creating a workflow you will need to define the record type that the workflow will execute against. Transaction type workflows are very common, but workflows can be executed on many record types, including custom records. Once you have defined both the record type and initiation type you are ready to start building your NetSuite workflow.

Workflows consistent of a number of key “ingredients”:

• States - These are like the stages in a recipe. You start with the initial preparation of a “New Order”, then eventually have the meals “Approved” before it is “Shipped” to the diner.
• Actions - These are the things that happen within each stage. Think of them as instructions in our recipe. As we said earlier, this can include automated emails, dynamically updating field values or simply adding a button to the page that will trigger a transition…
• Transitions - Allow workflows to move between the various states based upon predefined criteria. They can be triggered by a button or to stick with our analogy, a bell being rung to confirm the meal is ready to be “Shipped”.
• Fields - Similar to custom fields that are created and used on records throughout NetSuite, workflow fields live within the workflow itself to retain key data points necessary for the completion of the workflow. Think of them as ingredients in our NetSuite workflow recipe!

So whether you’re looking to learn how to create workflows in NetSuite, introduce NetSuite bill approvals or just want to get a better understanding of SuiteFlow best practice, keep on reading.

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Why are NetSuite workflows so convenient?

NetSuite workflows are convenient because of the no code user interface. They allow you to drag and drop NetSuite process flow states and transitions between states. Another great benefit is that you can refer to a specific NetSuite record and confirm which state of a workflow the record is currently in. This can help NetSuite Admins troubleshoot issues with a particular record without the need to review script error logs. Like scripts, workflows can be event driven or scheduled to run at certain times, again providing flexibility without a heavy developer background.

We will now explore how to create a workflow in NetSuite. A common use case for NetSuite workflows is for managing transaction approval processes. This could be for a NetSuite purchase order approval workflow, NetSuite vendor bill approval workflow or NetSuite order to cash process flow for example. We will focus on the NetSuite vendor bill approval workflow for a more detailed walkthrough as this process could be configured in NetSuite using the native SuiteFlow functionality. We will walk through a basic approval workflow example (no 2-way or 3-way match) but note this example can be extended based upon your business’ specific requirements.

Consider a simple, two-step approval workflow for vendor bills.

• First Approval = Department Approver
• Second Approval = Accounts Payable Manager

There are a number of different ways to approach setting up this approval hierarchy within NetSuite. One such way is to create a custom employee field on the department record to capture the “Department Approver”, which is referenced in the approval workflow for the first approval. The second approval could reference the user role itself, so that only a user with the Accounts Payable Manager role can approve.

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Workflow Summary

The workflow summary is essential for executing a NetSuite workflow effectively. Some fields to consider prior to moving to building the workflow:

• Release Status – Set to “Testing” when workflow is in development. This will ensure the workflow only initiates for the user designated as the workflow “Owner”.
• Keep Instance and History – Retains workflow history even after the workflow is finished or cancelled. This can be helpful for audit trail purposes and general troubleshooting.
• Enable Logging – Workflow execution logs provide a deeper level of audit trail and details for troubleshooting more complex workflow issues.
• Condition – Think about which NetSuite records this workflow should execute on. Typically, a workflow needs to be executed on a subset of records, so give thought to the conditions that should be applied to the workflow e.g. subsidiary.

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Workflow First Approval State (start state)

There are 3 key actions in the first approval state and 1 transition to the second approval state.

1. Set Field Value: Approval Status = Pending Approval. While vendor bills generally default to an approval status of “Pending Approval” it is recommended to set the field value just in case another process tries to force the value to “Approved”.
2. Lock Record. Simple way to lock down record from edits during approval process.
3. Add Button: First Approval. Criteria -> Department (Main) : Department Approver = Current User. It is critical to define the criteria on this workflow action as this will dictate which users can see the button to approve the vendor bill.
4. Transition: Execute on Button “First Approval”. This keeps the transition logic simple. When the user clicks on the button to approve, the workflow is automatically transitioned to the second approval state.

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Workflow Second Approval State

There are 2 key actions in the second approval state and 1 transition to the final approval state.

1. Lock Record. Simple way to lock down record from edits during approval process.
2. Add Button: Second Approval. Criteria -> User Role = Accounts Payable Manager. Again, make sure you define the workflow action criteria to restrict access to the button to approve the vendor bill.
3. Transition: Execute on Button “Second Approval”. This keeps the transition logic simple. When the user clicks on the button to approve, the workflow is automatically transitioned to the final state.

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Workflow Final State (do not exit workflow)

There are 2 key actions in the final state and 0 transitions.

1. Set Field Value: Approval Status = Approved. Now that the vendor bill has been approved by both Department Approver and Accounts Payable Manager, we can set that Approval Status field to “Approved”.
2. Lock Record. Simple way to lock down record from edits after the transaction is approved.

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Enhancements to consider

This workflow example is a great first step. There are many different directions you can go with a NetSuite approval workflow; one of the benefits of NetSuite’s customizable interface. Here are a few enhancements to consider for your own approval process:

• Introduce a second button at each approval step to “Reject”. This allows the approver to send the transaction back in the approval chain should there be an issue to address. The same criteria for the “Approve” button should be utilized for the “Reject” button.

• Introduce an initial workflow state that can be used to set initial field values on the transaction record. This would allow the first approver to “Reject” the transaction. For the transition from this initial workflow state to “First Approval”, consider a new button labeled “Submit for Approval”.

• Many businesses consider transaction value in their approval process, so consider adding a new workflow state that takes this value into account. Perhaps the “First Approval” step is not required if the transaction value < $500 or perhaps an additional approval is required if the transaction value > $10,000. Both scenarios can be easily achieved with new workflow states and conditional transitions to/from those states.

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Another example

There are many use cases to consider when working with NetSuite workflows. We have already discussed some of the more common NetSuite process flows, such as the vendor bill approval workflow we just looked at in addition to NetSuite PO approval workflows. Another workflow to consider is an approval workflow that initiates on the vendor record itself i.e. NetSuite vendor approval workflow.

When you create a new NetSuite vendor, you must have the right checks and balances in place to prevent fraud. So why not leverage NetSuite to help not only automate that process, but provide a detailed audit trail to confirm who created the new vendor and also who approved it.

While NetSuite vendor records do not natively come with a predefined approval process, NetSuite gives you the tools through workflow actions that allow you to design and build your own approval process. Think about some of the NetSuite workflow actions at your disposal. You can lock the vendor record when certain criteria are met, such as immediately after a new vendor record is created in the system. You can set a field value automatically, so why not set the “Inactive” field value to true to ensure that this new vendor cannot be selected on new transactions while it is pending review and approval?

Also consider email triggers. If your end users prefer to work from emails over dashboard portlets, you can trigger an email to the vendor approver (or group of approvers) to let them know a new vendor record has been created in the system and requires their attention.

With these simple NetSuite workflow actions, hopefully you can see how quickly an approval workflow for the vendor record can quickly come together. Think about how you could leverage SuiteFlow in your company to streamline business processes - no more manual checks and balances outside the system that lack a robust audit trail!

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Workflow best practices

• Don’t start from scratch – NetSuite offers several out of the box workflows that can be used as a starting point. Consider installing one of the available SuiteApprovals SuiteApps that executes on the record you are working with. These can be installed just like any other NetSuite bundle. For example, if you want to install the out of the box NetSuite PO Approval Workflow, simply install bundle ID 239645. The broader SuiteApprovals SuiteApp is bundle 203059.
  
  If you are wanting to understand how to use workflow for inventory management and other NetSuite process flows, you can find more information about the SuiteApprovals SuiteApp here.

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Suite Note – These bundles are NetSuite managed bundles. In other words, they are automatically updated by NetSuite, so you risk losing customization added to the out of the box workflow. Instead make a copy of the workflow and customize the copied version to mitigate this risk altogether. Unless you have a highly customized approval process it is recommended to start with the applicable SuiteApprovals workflow as a starting point, save a copy and customize to meet the business requirements.

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• Workflow state names matter – Make the state names something meaningful that tell the user what exactly to expect when the workflow is executing in a given state, else risk causing confusion to NetSuite users and Admins once the workflow has been released. Generally updating IDs on workflow states, actions and transitions is overkill.

• End users like buttons – Where it makes sense, consider using the NetSuite workflow action “Add Button”. Not only does this help drive end user behavior, but also provides insight as to how the workflow functions vs say a “Set Field Value” action that executes after the user sets a field value. The more end users understand the system workflows the more they will be willing to adopt them, from a change management perspective.

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Suite Note – Button actions can be very powerful, as they allow an end user the ability to record many changes simultaneously (almost) with a single click. Users must avoid double clicking a button as this can lead to inadvertent workflow conflicts that result in errors or unexpected behavior. Be sure to remind your end users not to accidentally double click on buttons.

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• Change ID – Don’t forget to change the ID of your workflow to something more meaningful than “customworkflow123”. This will help with migrating workflows between NetSuite environments.

• Final state – Ensure your workflow has a final state. This allows a user to easily identify if the workflow has been fully executed on a record as well as set final field values that will not conflict with other actions after a button action is processed.

• Stop migrating manually – NetSuite workflows are one of the more challenging objects to migrate between environments. Many companies will manage workflow migrations manually given they will need to review every workflow state, action, field to ensure they are accurate. Doing so creates risk of human error. With any workflow, the slightest difference in a field value or context value can have a significant impact on the workflow outcome.

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Suite Note – Consider leveraging a tool, such as Salto, that will manage the migration process of your workflows seamlessly. Doing so reduces time, risk and ultimately frees up the NetSuite Admin to focus on value-add initiatives.

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Final thoughts

When leveraged correctly, NetSuite workflows can automate complex business processes and provide for a seamless end user experience. They allow for troubleshooting at the individual record level when workflow logs are captured, which can be invaluable to a NetSuite Admin, especially when workflow states are named in a meaningful way.