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Workflow Overview

What is NetSuite Workflow?#

NetSuite Workflow is a powerful automation engine that allows you to define business processes and automate routine tasks without writing code. Workflows respond to events, evaluate conditions, and execute actions to streamline your business operations.

Why Use Workflow?#

Automation Benefits#

Eliminate Manual Tasks

  • Automatic email notifications
  • Field updates based on conditions
  • Record creation and status changes
  • Task assignments

Enforce Business Rules

  • Approval processes
  • Data validation
  • Process standardization
  • Compliance requirements

Improve Efficiency

  • Reduce errors from manual entry
  • Faster process completion
  • Consistent execution
  • Audit trail of actions

Enhance Visibility

  • Track process status
  • Monitor bottlenecks
  • Report on workflow metrics
  • Identify process improvements

Key Workflow Concepts#

Record Context#

Workflows operate on a specific record (Customer, Sales Order, Invoice, etc.) and can access fields from that record.

Event-Driven#

Workflows trigger based on events:

  • Record creation
  • Record editing
  • Record deletion
  • Scheduled time
  • User actions

State-Based Processing#

Workflows consist of states that represent stages in a process. Records transition between states based on conditions and actions.

Conditions and Actions#

  • Conditions: Logic that determines what happens (IF statements)
  • Actions: Tasks that execute (THEN statements)

Workflow Components#

Workflow Definition#

The overall workflow configuration including:

  • Name and description
  • Record type
  • Trigger conditions
  • States
  • Transitions
  • Actions

States#

Stages in your business process:

  • Each workflow has at least one state
  • Records exist in one state at a time
  • States can have entry/exit actions
  • States control what happens next

Transitions#

Rules for moving between states:

  • Triggered by conditions
  • Field value changes
  • Button clicks
  • Scheduled execution

Actions#

Tasks that workflows perform:

  • Send emails
  • Create records
  • Update fields
  • Assign tasks
  • Execute scripts
  • Transform records

Conditions#

Logic that controls workflow behavior:

  • Field value comparisons
  • Formula evaluations
  • Date calculations
  • User/role checks

Types of Workflows#

Standard Workflow#

  • Processes one record at a time
  • Triggered by record events
  • Can access related records
  • Most common type

Scheduled Workflow#

  • Runs on a schedule (hourly, daily, weekly)
  • Processes multiple records
  • Useful for batch operations
  • Independent of user actions

Common Workflow Use Cases#

Approval Processes#

  • Purchase order approvals
  • Expense report approvals
  • Quote approvals
  • Credit limit increases

Example Flow:

New PO Created →   If Amount > $5,000 → Manager Approval Required →    If Approved → Set Status to Approved →      Send email to Purchasing    If Rejected → Set Status to Rejected →      Send email to Requester

Notification Systems#

  • Customer order confirmations
  • Payment reminders
  • Inventory reorder alerts
  • Task deadline notifications

Field Automation#

  • Auto-populate fields based on conditions
  • Calculate values
  • Set default values
  • Update related records

Record Creation#

  • Create follow-up tasks
  • Generate invoices from sales orders
  • Create projects from opportunities
  • Generate recurring transactions

Status Management#

  • Progress records through stages
  • Update status based on conditions
  • Track process completion
  • Handle exceptions

Workflow Architecture#

Entry Point#

How the workflow starts:

  • Before Record Load
  • Before Record Submit
  • After Record Submit
  • On Schedule

Execution Context#

Where the workflow runs:

  • Server-side (most common)
  • User interface (for user interactions)

State Machine Model#

[Initiation] → [State 1] → [State 2] → [State 3] → [Completion]     ↓             ↓           ↓            ↓            ↓  Actions     Conditions  Transitions   Actions      Final              & Actions                              State

Workflow Triggers#

Before Submit#

  • Executes before record saves
  • Can prevent save if conditions met
  • Access to old and new values
  • Use for validation

After Submit#

  • Executes after record saves
  • Record is committed to database
  • Safe for external communications
  • Most common trigger

On Schedule#

  • Time-based execution
  • Processes multiple records
  • Runs independently
  • Useful for periodic tasks

Before Load#

  • Executes when record loads
  • Can modify UI elements
  • Show/hide fields or buttons
  • Less commonly used

Getting Started#

Prerequisites#

  • NetSuite account with Workflow feature enabled
  • Appropriate permissions (Workflow Manager or Administrator)
  • Understanding of the business process to automate
  • Familiarity with the record type

Access Workflow Manager#

Navigate to: Customization > Workflow > Workflows > New

Workflow Development Process#

  1. Define the Process: Map out business process steps
  2. Create Workflow: Set up basic workflow configuration
  3. Add States: Define process stages
  4. Add Transitions: Define movement between states
  5. Add Actions: Implement what happens at each stage
  6. Add Conditions: Control when actions execute
  7. Test: Thoroughly test all scenarios
  8. Deploy: Release to production
  9. Monitor: Track execution and refine

Workflow vs. Other Automation#

Workflow vs. SuiteScript#

Use Workflow When:

  • Point-and-click solution sufficient
  • Standard automations
  • No complex logic needed
  • Business users can maintain

Use SuiteScript When:

  • Complex business logic required
  • Need external integrations
  • Performance critical
  • Advanced customizations

Workflow vs. SuiteFlow#

SuiteFlow is the older workflow tool:

  • Workflow Manager is newer and more powerful
  • Better UI and easier to use
  • More actions and conditions available
  • Recommended for new implementations

Workflow vs. Scheduled Scripts#

Use Workflow (Scheduled) When:

  • Processing specific record types
  • Standard actions sufficient
  • Simple conditions
  • No coding preferred

Use Scheduled Script When:

  • Complex batch processing
  • Multiple record types
  • Advanced logic
  • External API calls

Best Practices Overview#

Design Principles#

  • Keep workflows simple and focused
  • One workflow per process
  • Clear naming conventions
  • Document purpose and logic

Testing Strategy#

  • Test in sandbox first
  • Test all conditions (true/false paths)
  • Test with different roles
  • Verify email templates
  • Check performance with volume

Performance Considerations#

  • Minimize actions per execution
  • Use scheduled workflows for batch
  • Avoid circular workflows
  • Monitor governance limits

Maintenance#

  • Document workflows thoroughly
  • Review and optimize regularly
  • Version control changes
  • Train team on workflow logic

What's Next?#

In the following sections, you'll learn:

  1. Workflow Basics: Creating your first workflow
  2. Workflow States: Managing process stages
  3. Workflow Actions: Implementing automation
  4. Workflow Conditions: Controlling logic flow
  5. Workflow Examples: Real-world implementations

Let's dive into creating workflows!