This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
General
The Export to NetSuite bot eliminates routine tasks such as recordkeeping, data storage, and reporting. It automatically transfers the documents you choose to one or multiple NetSuite records. All you need to do is choose the right record and decide if you want to export documents as files or attachments.
Use case: A finance manager leverages the Export to NetSuite bot to streamline expense reporting. By automatically exporting data from approved expense reports into NetSuite records, the bot ensures financial data accuracy and eliminates manual data entry. This results in a more efficient and error-free expense management process for the finance team.
To set up the bot, use these document types:
Document (uploaded or imported document with added fillable fields)
Form or Survey
Document generation
Contract
Spreadsheet
How to set up
When the bot works by default:
The bot activates once the documents are completed by recipients specified in the step, after which this bot has been added.
Add the bot depending on your needs as described in this article. You may install this bot both between the steps and using the All bots tab.
Find the Export to Netsuite bot in the list of bots and click Install bot.
Connection settings
To connect the bot to your Netsuite account, select Connect in the Connection settings section. If needed, you can add multiple accounts, edit, or disconnect them at any time. You may add the same account several times as every new connection is saved separately.
Insert the values and click Apply.
Action settings
Select a NetSuite base record type. The base record is needed to choose the object you’d like to base the process on (Lead, Customer, Project, Partner, etc.) It can be any data available in NetSuite.
Related object will be selected by default. You may change the related object if you need to export data to a certain record that isn’t included in the base record. In this case, you select a related record type to get the data you need.
Select the document(s) you intend to export one by one or check Select all to archive all documents.
Specify whether you want to replace the existing file on the Netsuite record or new file record should be created.
Select a NetSuite record field and match it to a field in the document. For example, if the employee adds data (for example, their last name) that matches a corresponding record in NetSuite, the bot will find and attach documents to this record.
If you don’t use a custom button, adjust the starting NetSuite record. The first setting in this section lets you set the bot to only act only if All records or Any record match the conditions you’ve set.
Select a NetSuite record field and map it to a document field. Use the + Data variable to insert a dynamic variable from the document you’re working on.
To make the bot identify the record accurately, use the values that are unique and unlikely to change, for example, the account number, company name, SSN, EIN, and so on.
Add as many identifying values as you need. To do so, click the Add search condition and repeat the process.
Conditions
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.