Here is the list of the questions sent out during the webinar and the answers that were provided.
In the sales order demo, there are fields date and start date. I am not sure what makes difference since it seems the start date impacts sales effective date during the demo.
The sales effective date is a standard field
Here is an article about it: Sales Effective Date
Can we have some example on using SuiteScript/JavaScript in formula on a workflow?
Here are some articles that might help you with this:
SuiteScript 2.x Workflow Action Script Type
Using SuiteScript to Initiate a Workflow
In the condition screen, what is the difference between value and selection. Also, what is the difference between Record and Field.
The 'Value' is used when the field being checked is not a list/record field such as free-form text fields, integer fields, etc.; The 'Selection' is used for list/record fields.
'Record' is used to either select the 'Current Record' (record where the workflow is running on), or a record that is available in the current record (Such as Customer record, 'Created From' record, etc.); 'Field' is used on the other hand to specify which field to check on the selected record in the 'Record'.
Does the log of the workflow show what was the input and output of the workflow? The question was just to confirm what values were received before the workflow starts, this is mainly for records created by SOAP web services .
It would show what the workflow tried to enter all the time, but it would not show what was the input. However, it would show the formula of the condition, and whether it failed the condition or not. You may use this information to quickly check the values of the fields stated in the condition by viewing the record.
On the SuiteFlow side, we currently have no way of checking the values being entered into records/SuiteFlow from SOAP payloads. I believe you already use what we can recommend, which is to log the payloads.
Another setup I usually see in large accounts, is that they use custom records, to store the values from the SOAP payloads first, before they are processed into native NetSuite records (Sales Orders, Journal Entries, etc.)
Are there already prebuilt workflows for example around Journal Entry approvals?
There are prebuilt workflows from bundles, you can also check SuiteAnswers and use it as a guide to create one.
Can these workflows be used on Revenue Arrangements or Subscriptions?
For Revenue Arrangements, you can try this SuiteAnswers article: Revenue Arrangement Approval Routing
Can a workflow cover a condition where I create a button to generate a new specific transaction across modules? For example, if I create a purchase order, can I click the button to create a sales order from the purchase order, where the data from the previous purchase order, such as the line item, will follow to the sales order.
Yes, that would be possible. However, you would need to have 2 states on the workflow. On the first state, you will add the button you have created and then on the second state, you will add a Create Record action.
Can a workflow be combined with a script?
Yes. You can refer to the SuiteAnswers below for more info.
SA 91603 | Creating and Using Workflow Action Scripts
SA 11503 | Custom Action
Can we throw an alert if the length of a field is greater or smaller than a certain number using a workflow?
example: a field should only allow 5 digits to be entered, if the user enters more than 5 digit, they should get an alert message.
Yes, you can apply this to Return User Error actions with a custom formula of length({fieldid}) > 10
How can I get the milliseconds of a date stamp?
If you want to expose the milliseconds of a date stamp in a record, you would either need to use SQL conversion formulas to achieve this.
On our side, a simple way to achieve this is to convert a datetime field into a free-form text field by creating a custom free-form text field and referencing the datetime field.
Can this fill an any fields atomically based on sales order?
As of the moment, not all fields are customizable, and even those customizable, may have limited customization options. An example would be fields that are based on formulas where the values are dynamic such as 'Packed' field. The Packed field is a column under the Items sublist and is used to display how much of the quantity ordered for a specific item is packed. This item can be hidden on the UI, but we cannot auto-populate it with a workflow or change its value using workflow.
Is this using Suite Approvals or Advanced Approvals?
Neither. we are using a basic approval template from Customizations> Workflows> New > From Template
When one creates an expenses or PO in NetSuite Mobile app and the workflow is active, does the record join the workflow?
Yes, workflows are supported by the Mobile application.
Are there setting that need to be set on the workflow make sure that one is able to use the mobile app to create and approve?
For further information, please check in Help Center > User Guides > NetSuite for Mobile. Feel free to open a new case if you have further questions and we will gladly assist you.
The SQL Formula can be used on Conditions?
Yes, SuiteAnswers 40530 states the following:
Formula definitions can include internal field IDs, SQL functions, JavaScript, SuiteScript, and mathematical operators. SQL functions execute on the server, while JavaScript and SuiteScript execute on the client. Therefore, use SQL functions with server triggers, and use JavaScript and SuiteScript functions with client triggers. You cannot use client triggers for workflow initiation or transitions.
Is there a Usage Limit for workflows?
Yes, the total number of units available across all workflows for a record type (for a given triggered event) is 1000 units.
What would be a use case for using a child workflow rather than incorporating the action into the existing workflow?
Using a child record is beneficial for its re-usability. Instead of building the same set of actions or stages for different workflows repeatedly, you can call these child workflows over different parent workflows.
Why can’t workflows use the record form as a condition? I have been able to set a form based on conditions but can't execute any actions based on the form used. Any place where I can get specific information on this issue?
I believe that Custom Forms are possible to be used as conditions. You may consider checking the trigger type you are using for your action as well. You may check this SuiteAnswers article as well.
SA 14552 | Deploy a Workflow to a Specific Custom Form
How do you manage the workflow if an approver is out of the office when there is not a delegate? Can you have the transaction move to the next person in the workflow without removing the person from that workflow when they are out of the office?
There are multiple ways to achieve this. The simplest would be to create a custom field that will be used to group employees into approvers. For example, a custom field called 'Approver Group', with options '1st Level Accounting Approvers’, ‘2nd Level Accounting Approvers', etc. can be created, and then we can use that field as a condition in the workflow to filter who can approve depending on which option for those employees are assigned.
Using custom fields, you may also customize in a way where the workflow will also verify if an employee is out of the office, and proceed to send an email to the next available approver every day at a specific time
Are all these functions available in the general ledger journal entry workflow too?
The use of 'CASE.. WHEN', and 'CONCAT' is available for all records supported by SuiteFlow/Workflow, but we need to consider the fields that we will use. Generally, most formula functions are available in both of these as these are all just SQL functions.
Also as Journal Entries, and Sales Orders are different records, and function differently, we need to consider how they work, and their fields as some fields cannot be manipulated.
Can we have/assign a group as the next approver? Is there any SA I can refer to?
Yes, this is possible. You may create a custom field to group them and use that custom field as condition for determining who your approvers will be. Alternatively, you can use other native fields, such as 'Location', 'Class', 'Country', etc. You may even use roles (Only Administrators can approve a Sales Order amounting >10,000 Dollars).
You may use the following below for reference:
10088 - Custom Lists
10078 - Creating a Custom Field
11554 - Creating Your First Workflow
It looks like we do not have specific SAs for this, but once you get the basics of custom fields, and workflow conditions, I believe you would be able to set this up. If you ever need help or encounter roadblocks, you may submit a case to NetSuite Support.
If an approver changes, and the PO record is already 'in' the WF, what is best practice to 're-set' the WF to the new approver.
When a record is already created and the Approver is changed, you can create a transition line from the Current State (e.g. Pending Approval, Approved) pointing back to the Initiation State. You can use the context ""Edit"" on the Transition Line and add a condition with the logic ""Old Record: Next Approver! = Next Approver"".
Has there been any progress on a Formula builder option/app/site for complicated formulas.
Unfortunately, there are still no such updates with SuiteFlow. You can check if there are existing enhancement for this by checking the SuiteIdeas. If you do not find the idea you are searching for, click File a New Idea to enter your own.
I have a few fields edit workflows. they slow down the system as the action takes place, is there a way to make it smoother? i.e. when job type (custom field) is picked, it auto picks department for the applicable job type.
I believe the slowness is caused by the selected trigger. They may opt to use After Field Sourcing instead of an After Field Edit Trigger if the value for the Department field is sourced from the Job Type record.
