This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
Automatically send documents to NetSuite contacts using their email or phone number stored in NetSuite records. No need to send documents manually, as the bot does that for you.
Use case example: You need to validate a client’s data to ensure it’s up to date. You do this by sending a pre-filled form to your client and storing their email address in the NetSuite record.
How to setup
When the bot works by default:
The bot runs when:
the creator initiates a workflow (if the bot is set up for the first step in the workflow)
the previous step completes the documents (for cases when there are several steps in a workflow).
Proceed to the step (Recipient 1 in the example) and click the three dots. Then, select Configure. Alternatively, click the gear icon next to the step.
In the Documents and forms section, you’ll see the list of fields that will be available for filling by the recipient. You can reassign the fields for the selected step if needed by clicking the corresponding button.
Best practices: Be sure to leave the Revoke access checkbox selected. If your workflow includes multiple steps, this will allow for multiple jumps between steps.
Connection settings:
In the Recipient section, switch the toggle to Integration contact and select Nesuite.
Select a NetSuite account. You can also create and connect a new account (by clicking Add new connection).
Action settings:
Select a base object in NeSuite where you’d like to connect your workflow. A base object is where the data for finding the contact you need is taken.
Select any related NetSuite objects if needed. A related entity is a child or parent object of a base object from which some additional data for finding the contact you need is taken.
Select a field that contains the email or phone number of the recipient you want to send the document to.
Configure a message that will be sent to the contact’s email or phone along with a request to fill out your documents.
Adjust the starting NetSuite record. By default it is set to run the workflow from the Netsuite using the custom button.
Find record option — set the bot to act only if All records or Any record match the conditions you’ve set.
Both option — the bot will try to use the NetSuite record ID sent by the integration app. If this record ID is unavailable, the bot will use a record found by the lookup.
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.