Building Workflows with SuiteFlow

📝 What is SuiteFlow?

SuiteFlow is NetSuite’s workflow automation tool. It allows you to create rule-based processes without writing code. With workflows, you can automate approvals, send notifications, update fields, and even create new records.

Think of SuiteFlow as a visual drag-and-drop process builder that replaces manual steps with automation.

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🔧 What Can You Do with Workflows?

• Approval Processes → Purchase Orders, Expense Reports, Sales Orders.
• Field Updates → Auto-calculate values, set defaults, or update related fields.
• Email Alerts → Send automatic notifications to users or customers.
• Record Actions → Create tasks, lock records, or trigger related processes.
• Scheduled Actions → Run checks daily, weekly, or on specific dates.

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⚙️ Key Workflow Components

When creating a workflow (Customization > Workflow > Workflows > New):

• Record Type → The record where the workflow runs (e.g., Sales Order).
• Trigger Type → When it runs (On Create, On Update, On View, Scheduled).
• States → The stages or steps of the workflow.
• Actions → What happens in each state (send email, set field value, etc.).
• Transitions → The rules that move the record from one state to another.

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✅ Example: Purchase Order Approval Workflow

Scenario: You want a Purchase Order to be automatically routed for manager approval if the total amount is greater than $5,000.

Steps:

1. Go to Customization > Workflow > Workflows > New.
2. Select:
   • Record Type: Purchase Order
   • Initiation: On Create & On Update
   • Release Status: Testing (so you can test first)
3. Add States:
   • Pending Approval
   • Approved
   • Rejected
4. In Pending Approval:
   • Add Action → Send Email to Manager.
   • Add Action → Set Field Value (Status = Pending Approval).
5. Create Transition:
   • If Amount > 5000 → Stay in Pending Approval (requires manager).
   • If Amount ≤ 5000 → Transition directly to Approved.
6. In Approved State:
   • Action → Set Status = Approved.
7. In Rejected State:
   • Action → Send email notification to Requestor.
8. Save & Test.

Now, every PO over $5,000 requires approval automatically — no manual checks needed.

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🔗 Advanced Workflow Features

• Scheduled Workflows → e.g., daily check for overdue invoices.
• Workflow Actions → Lock record, call another workflow, or send reminders.
• Conditional Logic → Apply rules based on role, department, or custom fields.
• Workflow vs. Script → Use workflows for business rules, scripts for heavy logic.

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💡 Pro Tips & Best Practices

• Always test in Sandbox before releasing to production.
• Start small — build simple workflows, then add complexity.
• Use conditions carefully to avoid infinite loops.
• Document workflows clearly (name, purpose, owner).
• Combine with custom fields for powerful automation.

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📌 Key Takeaways

• SuiteFlow automates approvals, notifications, and data updates without coding.
• Workflows are made up of states, actions, and transitions.
• Approval workflows (like POs or expense reports) are the most common use case.
• Best practice: test thoroughly and keep workflows simple for maintainability.

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👉 Next Page: Saved Searches & Custom Reports