How to Model It with Custom Records
Manual spreadsheets are often used to track business processes that do not yet have a formal system. Over time, these spreadsheets can become difficult to manage, especially when multiple users need to update the same information.
SuiteBuilder custom records can help move these manual processes into NetSuite so the data is easier to track, search, and report on.
Scenario
A team is tracking a business process in a spreadsheet.
Examples may include:
- internal requests
- compliance reviews
- equipment assignments
- customer onboarding tasks
- project intake
- document tracking
The spreadsheet may include columns such as:
- request owner
- status
- due date
- reviewer
- notes
- completion date
As the process grows, the team needs a more controlled way to manage the information in NetSuite.
Solution
Create a custom record to represent the spreadsheet process.
Each spreadsheet row can become one custom record. Each spreadsheet column can become a field on that record.
This helps bring the process into NetSuite while keeping the structure familiar to users.
How to Model the Spreadsheet
Start by reviewing the spreadsheet and identifying what each column represents.
Common examples:
- Name or Reference Number – Becomes the record name or auto-numbered identifier.
- Status – Becomes a custom list field with controlled values.
- Owner – Becomes an employee or user reference field.
- Due Date – Becomes a date field.
- Reviewer – Becomes another employee reference field.
- Notes – Becomes a long text field.
- Completed Date – Becomes a date field.
This mapping helps make the custom record easier to design.
Example
A team uses a spreadsheet to track internal document reviews.
Spreadsheet columns:
- Document Name
- Review Status
- Assigned Reviewer
- Due Date
- Completion Date
- Notes
In NetSuite, this can become a custom record called Document Review Tracker with fields for each of those values.
Basic Setup
Create a custom record for the process.
Netsuite:
Go to: Customization > Lists, Records, & Fields > Record Types > New
Netsuite Next:
Open the Explore menu (hamburger icon in the bottom left corner beside the home button). In the menu, navigate to Customization > Lists, Records, & Fields > Record Types, then click Create custom record definition button
Then create the fields needed to match the spreadsheet columns.
Use field types that support cleaner data entry:
- list fields for status values
- date fields for deadlines
- employee reference fields for owners or reviewers
- long text fields for notes
Custom Record Creation Sample
Please indicate the name of the custom Record
Note: There is not particular setup to enable, just take note of the Custom Fields you are creating and its ids for the custom record which is needed for importation.
Notes
- Use custom lists instead of free-form text for status values.
- Use date fields for deadlines and completion tracking.
- Use employee reference fields when assigning responsibility.
- Keep the first version simple and close to the spreadsheet structure.
- Avoid copying unnecessary spreadsheet columns into NetSuite.
- Consider saved searches to replace spreadsheet filters and views.
DISCLAIMER: The SuiteBuilder customization described herein is provided on an “as is” basis, without warranty of any kind, to the fullest extent permitted by law. Oracle NetSuite does not warrant or guarantee the individual success customers or developers may have in implementing or using the customization within their NetSuite accounts or environments.
Oracle NetSuite does not warrant, guarantee, or make any representations regarding the use, results of use, accuracy, timeliness, or completeness of any data or information relating to the customization. Oracle NetSuite disclaims all warranties, express or implied, including, without limitation, warranties of merchantability, fitness for a particular purpose, and warranties related to the customization or any associated service or software.
Oracle NetSuite shall not be liable for any direct, indirect, incidental, special, or consequential damages or costs of any type arising out of or related to the use of, or inability to use, the customization.
Make sure to follow the New to NetSuite > SuiteBuilder category so that you will be updated for the upcoming articles where we will discuss other SuiteBuilder customization tools available in NetSuite, like creating custom records, transactions, and more.
