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
Automatically update data that is stored in Netsuite record fields with the data from completed documents.
Use case example: Sales representatives frequently interact with customers and gather updated details during various touchpoints. To ensure that customer records in NetSuite are always current, a NetSuite bot is implemented to automatically update customer records based on information collected during sales calls.
How to setup
When the bot works by default:
The bot activates once the documents are completed by the step after which the bot is set.
Add the bot depending on your needs as described in this article. You may install this bot both between the step or in the All bots tab.
Find the Update NetSuite records on document opening 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. 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.
Indicate the data that must be transferred from the completed document fields to the record fields by mapping them. Select document fields and link them to the record fields that should contain the updated values from the document. To map more fields, click the Map another field button and repeat the process.
For cases when you start a workflow manually, in the Select starting record section, set up a lookup for the bot to identify the record to update. Select the entity type from the dropdown and its field that matches the identifying field in the document.
Then, indicate the value for the identifying field. You can enter your custom value or click Data variable to select an identifier from the document fields. Use the document field containing unique information that is unlikely to change, such as account number, company name, SSN, or EIN. Alternatively, as an identifier, use information about the recipient, time, template, or document.
Add as many identifiers as you need by clicking Add search condition.
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.