In today's Suite Guide, we will focus on creating NetSuite workflows. 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
Log in using the Administrator role, navigate to the Customization > Workflow > Workflows > Click New.
Enter a name and a description for the workflow.
Example: SN Purchase Order Approval Workflow
Choose Transaction from the Record Type.
Choose Purchase Order from the Sub Type.
Select Testing from the Release Status to initiate workflow for the owner only.
Choose Always in Keep Instance and History.
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 the 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 them as needed.
17. Set up transitions between the states to define the approval flow. Connect the states in the following sequence:
From "Pending Approval" to "Approved" state.
From "Pending Approval" to "Rejected" state.
From "Rejected" to "Pending Approval" state.
18. Pending Approval State:
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:
Trigger On = Entry
Field = Approval Status
Check the Static Value box
Under Selection, choose Pending Approval
Click Save.
When you're back in the Pending Approval state, click on New Action.
Choose the Type Set Field Value.
On the Workflow Action page, set the following:
Trigger On = Entry
Field = Next Approver
Check the Static Value box
Under Selection, find the name of your approver.
Click Save.
When you're back in the Pending Approval state, click on New Action.
Choose the Type Add Button.
On the Workflow Action page, set the following:
Label = Approve
Check the box for Save Record First
Add a condition to 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:
Trigger On = Entry
Field = Approval Status
Check the k Static Value box
Under Selection, choose Approved
Click Save
Click the pencil icon for the Approved state.
Check the "Do not exit workflow" box.
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
Field = Approval Status
Check the Static Value box
Under Selection, choose Rejected
Click Save
Click Save.
When you're back in the Pending Approval state, click on New Action.
Choose the Type Add Button.
On the Workflow Action page, set the following:
Label = Resubmit for Approval
Check the box for Save Record First
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
Click the transition line from "Pending Approval" to "Approved" state.
Click the pencil icon.
Choose "Approve" from the Execute Button dropdown.
Click Save.
Pending Approval to Rejected
Click the transition line from "Pending Approval" to "Rejected" state.
Click the pencil icon.
Choose "Reject" from the Execute Button dropdown.
Click Save.
Rejected to Pending Approval
Click the transition line from "Rejected" to "Pending Approval" state.
Click the pencil icon.
Choose "Resubmit for Approval" from the Execute Button dropdown.
Click Save.
22. Test the Workflow by creating a test purchase order and submitting 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 additional fields and functionalities that were not included in this sample workflow (e.g., email notifications, record locking, multi-level approval, etc.). Still, once you've become more comfortable with 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.
Johaenna is an experienced NetSuite Senior Consultant with expertise in Order-to-Cash and Procure-to-Pay, as well as in basic accounting and Supply Chain Management.
Before working as a Functional Consultant, Johaenna had in-depth experience in the banking and support industries, where she gained deeper knowledge of industry best practices and developed social skills that helped her become effective in dealing with and communicating with clients globally.
Johaenna holds the NetSuite Administrator, SuiteAnalytics, and Financial User certifications.
