🧩 Custom Workflow Actions in NetSuite (Extend SuiteFlow with SuiteScript)

Introduction

Workflows (SuiteFlow) are great for automating approvals and record changes — but they have limits.
Sometimes you need advanced logic that workflows alone can’t handle — like API calls, dynamic field lookups, or calculations.

That’s where Custom Workflow Actions come in — allowing you to combine SuiteFlow + SuiteScript for smarter, dynamic automation.

💡 Why Use Custom Workflow Actions?

✅ Combine the power of clicks and code in one flexible solution.

🧱 Step 1: Create a Custom Workflow Action Script

1. Navigate to:
   Customization → Scripting → Scripts → New → Workflow Action Script
2. Choose SuiteScript 2.1
3. Add your script file (see example below)
4. Deploy it

⚙️ Step 2: Sample Workflow Action Script (SuiteScript 2.1)

/**
 * @NApiVersion 2.1
 * @NScriptType WorkflowActionScript
 */
define(['N/record', 'N/log'], (record, log) => {

  const onAction = (ctx) => {
    try {
      const rec = ctx.newRecord;
      const recordId = rec.id;
      const recordType = rec.type;

      log.audit('Custom Workflow Action Triggered', { recordType, recordId });

      // Example: Auto-fill custom field based on condition
      const total = rec.getValue('total');
      if (total > 5000) {
        rec.setValue('custbody_approval_required', true);
      } else {
        rec.setValue('custbody_approval_required', false);
      }

      // Example: Return a message to Workflow Log
      return 'Approval condition evaluated successfully';

    } catch (e) {
      log.error('Workflow Action Error', e);
      return 'Error: ' + e.message;
    }
  };

  return { onAction };
});

✅ This script dynamically evaluates transaction data and updates workflow states automatically.

🧩 Step 3: Add the Script to a Workflow

1. Open your target workflow (e.g., Invoice Approval Workflow).
2. Add a State → New Action → Custom Action.
3. Choose your script deployment.
4. Set Trigger On: Entry or Transition.
5. (Optional) Use workflow fields as input parameters.

✅ Your workflow can now execute SuiteScript logic seamlessly.

🧠 Step 4: Example Use Cases

🧮 Step 5: Pass Parameters to Workflow Action

Workflow → Action → Parameters → Add
Example Parameter: custparam_threshold

Read in script:

const threshold = ctx.workflowActionContext.getParameter('custparam_threshold');

✅ Makes your workflow action reusable across multiple workflows.

🧱 Step 6: Add Logging and Return Messages

Each Workflow Action can return text back to the SuiteFlow log:

return `Customer ${rec.getValue('entity')} processed successfully`;

✅ Helps admins debug workflows directly from the log interface.

🧩 Step 7: Combine with Workflow Transitions

Example Flow:

1. State 1: On Entry → Custom Action: Check invoice amount
2. Transition 1: If custbody_approval_required = true → Manager Approval
3. Transition 2: Else → Auto Approve

✅ Creates hybrid automation without complex conditions.

⚙️ Step 8: Common Examples

Example 1: Auto-Populate Project Field

Automatically set the project based on customer:

const customer = rec.getValue('entity');
if (customer) {
  const project = search.lookupFields({
    type: 'customer', id: customer, columns: ['custentity_default_project']
  }).custentity_default_project[0]?.value;
  if (project) rec.setValue('custbody_project', project);
}

Example 2: Send Approval Email

email.send({
  author: 123, // System user
  recipients: approverId,
  subject: 'Approval Needed',
  body: `Invoice ${rec.getValue('tranid')} requires approval.`
});

Example 3: Validate Required Attachments

const attachments = rec.getLineCount({ sublistId: 'mediaitem' });
if (attachments === 0) throw Error('Missing required document attachment');

✅ Add validations without blocking native record saving.

🧰 Step 9: Monitoring Workflow Actions

Create a Saved Search on Script Execution Logs:

• Filter by Script Type = Workflow Action Script
• Columns: Date, Record Type, Script, Status, Error Message

✅ Gives administrators visibility into workflow automation activity.

🧩 Step 10: Best Practices

📚 Related Tutorials

• 👉 SuiteFlow Basics & Approval Workflows
• 👉 SuiteScript User Event vs Workflow Actions
• 👉 Custom Error Handling & Logging Framework

❓ FAQ

Q1. Can I run searches in a Workflow Action?
Yes, but limit search size — use filters and columns wisely.

Q2. Can I trigger multiple actions in one state?
Yes — add multiple custom actions with defined order (priority).

Q3. Can I prevent workflow transition based on logic?
Yes — throw an error or set a validation field that blocks transition.

Q4. What’s the difference between User Event and Workflow Action scripts?
Workflow Actions are workflow-driven (on state changes), while User Events are record-driven (on save/load).

🧭 Summary

Custom Workflow Actions bridge the gap between SuiteFlow and SuiteScript.
They let you add advanced business logic, validations, and automation directly inside workflows — no more workarounds or manual steps.

By combining conditional routing in SuiteFlow with script logic in Workflow Actions, you create powerful, no-code + low-code hybrid automation that scales with your business.