How to Create a Workflow in NetSuite

In today’s Suite Guide, we will focus on NetSuite workflow creation. Our example will require all Purchase Orders to undergo one-level of approval and allow Administrators to approve in the absence of the assigned approver.

Step-by-Step Guide to NetSuite Workflow Creation

1. Log in using the Administrator role, navigate to the Customization > Workflow > Workflows > Click New.
2. Enter a name and a description for the workflow.
1. Example: SN Purchase Order Approval Workflow
3. Choose Transaction from the Record Type.
4. Choose Purchase Order from the Sub Type.
5. Select Testing from the Release Status to initiate workflow for the owner only.
6. Choose Always in Keep Instance and History.
7. Check (check) the Enable Logging box.

8. Select Event Based on Initiation.

9. Check the On Create checkbox.

10. Click the Save button.

11. Click the New State button two times to create different states for your approval process.

12. Click State 1 box.

13. On the right panel, click the pencil icon to rename the state.

14. Click Save when you’re done.

15. Repeat steps 12-14 until all states have been renamed to the following:

• State 1 = Pending Approval
• State 2 = Approved
• State 3 = Rejected

16. You can drag the states across the workflow UI and rearrange it as needed.

17. Set up transitions between the states to define the approval flow. Connect the states in the following sequence:

1. • From “Pending Approval” to “Approved” state.
   • From “Pending Approval” to “Rejected” state.
   • From ” Rejected” to ” Pending Approval” state.

18. Pending Approval State:

1. • Click on the Pending Approval state.
   • On the right panel, click on New Action.
   • Choose the Type Set Field Value.
   • On the Workflow Action page, set the following:
     1. Trigger On = Entry
     2. Field = Approval Status
     3. Check Static Value box
     4. Under Selection, choose Pending Approval
     5. Click Save.
   • When you’re back on the Pending Approval state, click on New Action.
   • Choose the Type Set Field Value.
   • On the Workflow Action page, set the following:
     1. Trigger On = Entry
     2. Field = Next Approver
     3. Check Static Value box
     4. Under Selection, find the name of your approver.
     5. Click Save.
   • When you’re back on the Pending Approval state, click on New Action.
   • Choose the Type Add Button.
   • On the Workflow Action page, set the following:
     1. Label = Approve
     2. Check the box for Save Record First
     3. Add Condition on the action.

4. Set the following conditions on the Workflow Condition page then click Save.

5. Click Save on the Workflow Action page.

• When you’re back in the Pending Approval state, repeat the steps to add the Approve button but this time, set the label to Reject.
• The Pending Approval State should have the following actions:

19. Approved State:

• Click on the Approved state.
• On the right panel, click on New Action.
• Choose the Type Set Field Value.
• On the Workflow Action page, set the following:

1. 1. 1. Trigger On = Entry
      2. Field = Approval Status
      3. Check Static Value box
      4. Under Selection, choose Approved
      5. Click Save

• Click the pencil icon for the Approved state.
• Check the box for “Do not exit workflow”.
• Click Save.
• This is how the Approved state should be displayed.

20. Rejected State:

• Click on the Rejected state.
• On the right panel, click on New Action.
• Choose the Type Set Field Value.
• On the Workflow Action page, set the following:
• Trigger On = Entry

1. 1. 1. Field = Approval Status
      2. Check Static Value box
      3. Under Selection, choose Rejected
      4. Click Save

• Click Save.
• When you’re back on the Pending Approval state, click on New Action.
• Choose the Type Add Button.
• On the Workflow Action page, set the following:

1. 1. 1. Label = Resubmit for Approval
      2. Check the box for Save Record First
      3. Click Save.

This action allows the user to edit the workflow and resubmit it for approval.

• The Rejected State should have the following actions:

21. Define the triggers for the transition.

• Pending Approval to Approved

1. 1. 1. Click the transition line from “Pending Approval” to “Approved” state.
      2. Click the pencil icon.
      3. Choose “Approve” from the Execute Button dropdown.
      4. Click Save.

• Pending Approval to Rejected

1. 1. 1. Click the transition line from “Pending Approval” to “Rejected” state.
      2. Click the pencil icon.
      3. Choose “Reject” from the Execute Button dropdown.
      4. Click Save.

• Rejected to Pending Approval

1. 1. 1. Click the transition line from ” Rejected” to “Pending Approval” state.
      2. Click the pencil icon.
      3. Choose “Resubmit for Approval” from the Execute Button dropdown.
      4. Click Save.

22. Test the Workflow by creating a test purchase order and submit it for approval.

23. Once you’ve tested the functionality of the workflow, change the Release Status to “Released” to initiate the workflow for any user with access to the transaction record.

This completes the simple approval workflow that we created. Note that there are still more fields and functionalities that were not included in building this sample workflow (e.g. email notification, locking record, multi-level approval, etc.) but once you’ve become more comfortable on the workflow UI, you can leverage this to automate your business processes.

Wrapping Up

As a highly accredited NetSuite Solution Provider, ScaleNorth is well positioned to help you with the full scope of your NetSuite customization needs. If you require more NetSuite assistance, contact ScaleNorth today.

For more NetSuite insights, read here:

• What are NetSuite CSV Imports & Exports
• How to Update External IDs in NetSuite
• How to View Invoices in NetSuite

About the Author

Johaenna is an experienced NetSuite Senior Consultant with expertise in Order-to-Cash and Procure-to-Pay product areas as well as basic accounting and Supply Chain Management.

Prior to working as a Functional Consultant, Johaenna had in depth experience in the banking and support industries where she gained more knowledge on industry best practices as well as developed social skills that helped her become effective when dealing and communicating with clients globally.

Johaenna holds the NetSuite Administrator, SuiteAnalytics, and Financial User certifications.