Dynamic “From” Email by Subsidiary (Branded Transaction Emails)

💼 Business problem

Multi-subsidiary (or multi-brand) accounts need customer emails to come from the correct brand mailbox (e.g., billing@brandA.com for Subsidiary A and accounts@brandB.com for B). The standard “Email” action often uses a single sender or the logged-in user—leading to SPF/DMARC issues and confused replies.

Goal: Provide a Send Branded Email action on transactions that:

Picks author (sender employee/service mailbox) by subsidiary
Uses a template (subject/body merge)
Attaches the PDF for the transaction
Sets Reply-To, CC/BCC, and logs an audit note

🧠 Approach

A Suitelet renders a small form (To/CC/BCC, template picker, preview) and sends the email using N/email.
A User Event (beforeLoad) adds a “Send Branded Email” button to Invoices/Estimates/Sales Orders.
JSON mapping (script parameter) maps subsidiaryId → {authorEmployeeId, replyTo, defaultCc}.
Use N/render to generate the transaction PDF attachment from your Advanced PDF template.

🔧 Prerequisites

Create service Employees for each brand mailbox (or use company-wide email if enabled). Ensure they can send email.
Optional File Cabinet email HTML templates, or keep inline.
Deployment parameter (Long Text): custscript_brand_email_map with JSON like:

{
  "2": { "author": 1234, "replyTo": "accounts@brandA.com", "cc": "billing@brandA.com" },
  "3": { "author": 5678, "replyTo": "invoices@brandB.com", "cc": "" },
  "default": { "author": 1234, "replyTo": "accounts@brandA.com", "cc": "" }
}

(IDs are examples: 2=Subsidiary A, 3=Subsidiary B; author=Employee internal ID used as email sender.)

Optional body field on transactions for audit: custbody_last_brand_email_note (Text).

🧩 User Event (adds the button)

/**
 * @NApiVersion 2.1
 * @NScriptType UserEventScript
 * Title: UE | Add "Send Branded Email" button
 */
define(['N/url','N/runtime'], (url, runtime) => {
  const beforeLoad = (ctx) => {
    const { form, newRecord, type } = ctx;
    if (![ctx.UserEventType.VIEW, ctx.UserEventType.EDIT].includes(type)) return;
    if (!['invoice','estimate','salesorder','cashsale'].includes(newRecord.type)) return;

    const slUrl = url.resolveScript({
      scriptId: 'customscript_sl_brand_email',
      deploymentId: 'customdeploy_sl_brand_email',
      params: { txnId: newRecord.id, txnType: newRecord.type }
    });

    form.addButton({
      id: 'custpage_send_branded_email',
      label: 'Send Branded Email',
      functionName: `window.open('${slUrl}','_blank')`
    });
  };
  return { beforeLoad };
});

🧩 Suitelet (form → send email)

/**
 * @NApiVersion 2.1
 * @NScriptType Suitelet
 * Title: SL | Send Branded Email
 */
define(['N/ui/serverWidget','N/runtime','N/record','N/render','N/email','N/file','N/format','N/log'],
(ui, runtime, record, render, email, file, format, log) => {

  const P_MAP = 'custscript_brand_email_map'; // deployment parameter

  function onRequest(ctx){
    const req = ctx.request, res = ctx.response;
    const txnId = req.parameters.txnId, txnType = req.parameters.txnType || 'invoice';
    if (!txnId) return writeError(res, 'Missing transaction id');

    if (req.method === 'GET') {
      const { toEmail, customerName, subsidiaryId, tranId, amount, defaultSubject, defaultBody } =
        primeTxnInfo(txnType, txnId);

      const map = loadMap();
      const cfg = map[subsidiaryId] || map.default || {};
      const form = ui.createForm({ title: `Send Branded Email — ${tranId}` });

      const fldTo = form.addField({ id:'custpage_to', label:'To', type: ui.FieldType.EMAIL });
      fldTo.defaultValue = toEmail || '';
      form.addField({ id:'custpage_cc', label:'CC', type: ui.FieldType.TEXT }).defaultValue = cfg.cc || '';
      form.addField({ id:'custpage_bcc', label:'BCC', type: ui.FieldType.TEXT });

      const fldSubj = form.addField({ id:'custpage_subject', label:'Subject', type: ui.FieldType.TEXT });
      fldSubj.defaultValue = defaultSubject;

      const fldBody = form.addField({ id:'custpage_body', label:'Body (HTML allowed)', type: ui.FieldType.LONGTEXT });
      fldBody.defaultValue = defaultBody;

      const fldReply = form.addField({ id:'custpage_replyto', label:'Reply-To', type: ui.FieldType.EMAIL });
      fldReply.defaultValue = cfg.replyTo || '';

      form.addField({ id:'custpage_txnid', label:'txnId', type: ui.FieldType.TEXT }).updateDisplayType({ displayType: ui.FieldDisplayType.HIDDEN }).defaultValue = String(txnId);
      form.addField({ id:'custpage_txntype', label:'txnType', type: ui.FieldType.TEXT }).updateDisplayType({ displayType: ui.FieldDisplayType.HIDDEN }).defaultValue = String(txnType);

      form.addSubmitButton({ label: 'Send Email' });
      res.writePage(form);
      return;
    }

    // POST — send
    const to = req.parameters.custpage_to;
    const cc = req.parameters.custpage_cc;
    const bcc = req.parameters.custpage_bcc;
    const subject = req.parameters.custpage_subject || '';
    const body = req.parameters.custpage_body || '';
    const replyTo = req.parameters.custpage_replyto || '';
    const postTxnId = req.parameters.custpage_txnid;
    const postTxnType = req.parameters.custpage_txntype;

    try {
      const info = primeTxnInfo(postTxnType, postTxnId);
      const map = loadMap();
      const cfg = map[info.subsidiaryId] || map.default || {};
      if (!cfg.author) throw new Error('Missing author in mapping for this subsidiary');

      const pdf = renderPDF(postTxnType, postTxnId); // file.File object
      const author = Number(cfg.author);

      email.send({
        author,
        recipients: to,
        cc: (cc || '').split(',').map(s=>s.trim()).filter(Boolean),
        bcc: (bcc || '').split(',').map(s=>s.trim()).filter(Boolean),
        subject: merge(subject, info),
        body: merge(body, info),
        attachments: pdf ? [pdf] : [],
        relatedRecords: { transactionId: Number(postTxnId) },
        replyTo
      });

      // audit on transaction
      try {
        record.submitFields({
          type: toRecType(postTxnType),
          id: Number(postTxnId),
          values: { custbody_last_brand_email_note: `Sent via Suitelet by ${author} → ${to} (${new Date().toISOString()})` },
          options: { enableSourcing: false, ignoreMandatoryFields: true }
        });
      } catch (_e){}

      res.write(`<html><body><h3>Email sent</h3><p>To: ${to}</p><a href="javascript:window.close()">Close</a></body></html>`);

    } catch (e) {
      log.error('send failed', e);
      writeError(res, `Failed to send: ${e.message || e}`);
    }
  }

  function primeTxnInfo(txnType, id){
    const rec = record.load({ type: toRecType(txnType), id: Number(id) });
    const entity = rec.getValue('entity');
    const toEmail = rec.getValue('email') || rec.getValue('custbody_email_override') || '';
    const customerName = rec.getText('entity') || '';
    const subsidiaryId = String(rec.getValue('subsidiary') || '');
    const tranId = rec.getValue('tranid') || '';
    const total = rec.getValue('total') || '';
    const defaultSubject = `[${tranId}] Invoice from {{company}}`;
    const defaultBody = [
      `Hello ${customerName || 'Customer'},`,
      `<br/><br/>Please find your ${txnType} <b>${tranId}</b> attached.`,
      `<br/>Total: ${format.format({ value: total, type: format.Type.CURRENCY })}`,
      `<br/><br/>Thank you,`,
      `<br/>{{company}}`
    ].join('\n');

    return { toEmail, customerName, subsidiaryId, tranId, amount: total, defaultSubject, defaultBody };
  }

  function renderPDF(txnType, id){
    try {
      return render.transaction({ entityId: Number(id), printMode: render.PrintMode.PDF, inCompanyLanguage: false });
    } catch (_e) { return null; }
  }

  function merge(str, info){
    if (!str) return '';
    return String(str)
      .replace(/\{\{company\}\}/g, runtime.accountId) // or fetch company name/subsidiary name if you prefer
      .replace(/\{\{tranid\}\}/g, info.tranId)
      .replace(/\{\{amount\}\}/g, info.amount);
  }

  function loadMap(){
    try {
      const raw = runtime.getCurrentScript().getParameter({ name: P_MAP }) || '{}';
      return JSON.parse(raw);
    } catch (_e) { return {}; }
  }

  function toRecType(type){
    switch (String(type)) {
      case 'invoice': return record.Type.INVOICE;
      case 'salesorder': return record.Type.SALES_ORDER;
      case 'estimate': return record.Type.ESTIMATE;
      case 'cashsale': return record.Type.CASH_SALE;
      default: return record.Type.INVOICE;
    }
  }

  function writeError(res, msg){
    res.write(`<html><body><h3 style="color:#b00;">${escapeHtml(msg)}</h3><a href="javascript:window.close()">Close</a></body></html>`);
  }
  function escapeHtml(s){ return String(s||'').replace(/[&<>"']/g,m=>({'&':'&','<':'<','>':'>','"':'"',"'":'''}[m])); }

  return { onRequest };
});

✅ How it works in the UI

Open an Invoice (or SO/Estimate) → click Send Branded Email.
Suitelet pre-fills To, Subject, Body, Reply-To, CC based on subsidiary mapping.
Click Send → it emails with the correct sender and attaches the PDF.
An audit note is stored on the transaction.

🧪 Testing checklist

Map Subsidiary → Author (Employee ID) in the JSON parameter.
Test with two subsidiaries to confirm the From mailbox switches.
Verify Reply-To goes to the brand inbox.
Confirm the PDF attaches and the subject/body placeholders render.
DMARC/SPF: send to an external mailbox and inspect headers (“From”, “Sender”, “Reply-To”).

🌱 Enhancements

Pull subsidiary legal name and brand phone into the body (use record.load on Subsidiary or cache in the map).
Add a template selector (dropdown from custom record of templates).
Add a “Send Statement” mode (render a Statement PDF via render.statement).
Add role permissions: only AR roles see the button.
Add multi-language placeholders based on customer language.

📌 Summary

Need	Solution
Emails must come from the correct brand	Subsidiary→sender JSON mapping
Attach branded PDFs	`render.transaction` attachment
Keep replies in the right inbox	`replyTo` per subsidiary
Track and audit	Body field note per send

Dynamic “From” Email by Subsidiary (Branded Transaction Emails)

💼 Business problem

🧠 Approach

🔧 Prerequisites

🧩 User Event (adds the button)

🧩 Suitelet (form → send email)

✅ How it works in the UI

🧪 Testing checklist

🌱 Enhancements

📌 Summary

Leave a ReplyCancel reply

Issue in running a client script in NetSuite SuiteScript 2.0 ...

How can I send an email with an attachment in ...

How do I avoid SSS_USAGE_LIMIT_EXCEEDED in a Map/Reduce script?

Rocky

admin

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💼 Business problem

🧠 Approach

🔧 Prerequisites

🧩 User Event (adds the button)

🧩 Suitelet (form → send email)

✅ How it works in the UI

🧪 Testing checklist

🌱 Enhancements

📌 Summary

Leave a ReplyCancel reply

Issue in running a client script in NetSuite SuiteScript 2.0 ...

How can I send an email with an attachment in ...

How do I avoid SSS_USAGE_LIMIT_EXCEEDED in a Map/Reduce script?

Rocky

admin