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 Pre-fill from NetSuite Records bot automatically populates a document with data taken from one or multiple NetSuite records. The automatic data transfer from a NetSuite record to document fields is a great way to save time and eliminate manual data entry.
Use case example: A sales specialist efficiently automates sales order creation by utilizing a bot to pre-fill customer information from NetSuite records, ensuring accuracy and saving valuable time in the process. The seamless integration allows for quick and error-free transactions.
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
The bot automatically fills out the following field types:
Text
Number
Date
Dropdown
Radio button
Checkbox
How to setup
When the bot works by default:
The bot activates when a recipient opens or creates a document.
Add the bot depending on your needs as described in this article. You may install this bot anywhere in the diagram.
Find the Pre-fill from 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.
Once connected, proceed to the next section.
Action settings:
Select a NetSuite base record type. It can be any data available in NetSuite.
Select the related object will be the same by default. However, you may add another related object if you want to pre-fill a document with data from a certain record that isn’t included in the base record.
Select a mode for pre-filling your document:
- selecting Single line allows for pre-filling single line fields
- selecting Table allows for populating table rows or arrays of data
Map the record fields to the selected document fields. Mapping is the process of connecting fields that’ll be pre-populated with data. Add as many fields as you need by clicking Map another field.
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 if All records or Any record match the conditions you’ve set.
Select a NetSuite object field and map it to a document field. Use the + Data variable to insert a dynamic variable from the document.
To make the bot identify the record accurately, use the values which 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 Add search condition and repeat the process.
Note: If the bot finds more than one matching record, the documents cannot be pre-filled.
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.