A Workflow is a customized business process for managing standard or custom records. It encompasses tasks like approving transactions, adding conditions on Custom Fields or Standard Fields, and managing records. Workflows define and automate these processes.
To view, create, and modify workflows, users need the appropriate permissions for working with the specific record types involved. The Administrator role provides access to all SuiteFlow features.
Workflows are defined for individual record types and encompass the various stages or states that a record goes through during a business process. Each state within a workflow specifies the actions to be taken, such as sending emails or adding buttons to a record form, before the workflow either completes or transitions to another state. Depending on the requirements of the business process, a workflow can move between different states or transition.
To enable SuiteFlow on an account, you must be logged into the Administrator role.
1. Navigate to Setup > Company > Enable Features
2. Click the SuiteCloud tab.
3. Under SuiteFlow, check the SuiteFlow box.
4. Click Save.
Note: When you enable SuiteFlow, you may be guided through a series of prompts to enable Client and Server SuiteScript. Do not turn off any of these features after they are enabled.
A workflow is initiated on a record, and the record progresses through different states within the workflow triggered by specific events. These events can occur when records are viewed, created, or updated. Additionally, you have the option to schedule workflow instances to run on records at specified times in NetSuite.
To create a new workflow, navigate to Customization > Workflow > Workflows > New.
The following workflow shows setting a Custom Form on a Task record:
In this scenario, let's consider that there are other Custom Forms that needs to be set on the Task record. A Custom Checkbox is also applied on the record to be used as a flag to know if the record should use Custom Form A or Custom Form B.
The following table describes the state in this workflow and their associated action for State 1 :
The State 1 states what Action is created. This sets whatever needs to execute on the Workflow.
· Set Field Value: sets the value of the selected field
· Let’s say that the Custom Form A is the preferred form and Custom Form B is the Form that must be use if the said checkbox is checked.
You may check and refer to SuiteAnswers ID 40560 SuiteFlow Overview for more information.
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