The Complete Guide to Workflows in NetSuite

Oracle NetSuite supplies a strong resolution for automating many enterprise processes. One of the highly effective options is its built-in Workflow performance, which permits customers to automate a wide range of duties throughout totally different enterprise capabilities. The commonest use instances are for approvals, however workflows can even assist with automation round invoicing, record-keeping, billing, and even buyer administration.

To assist customers take full benefit of this, Oracle presents a local NetSuite idea referred to as SuiteFlow, which permits customers to arrange custom workflows for any enterprise course of.

This is an instance of what you are able to do with NetSuite Workflows:

That is only a fundamental instance, however the prospects are infinite. Workflows in NetSuite will be custom-made for just about any course of, from managing buyer relationships to automating monetary duties.

Why have we created this information?

Whereas making a fundamental workflow in NetSuite is comparatively easy, constructing workflows that align with complicated enterprise wants will be difficult. Many customers face challenges when customizing workflows for particular use instances, particularly when scaling them throughout a number of departments.

Some frequent issues:

• Superior workflows will typically require a devoted developer or administrator, because it’s powerful to handle as a aspect exercise.
• NetSuite’s workflows typically lack the pliability wanted for some customized situations.
• Workflows can decelerate NetSuite’s efficiency if not optimized for bigger volumes. This could affect your NetSuite day-to-day operations.
• Constructing workflows that contain exterior techniques or further knowledge will be difficult.

This information will show you how to navigate these points and create workflows which are each highly effective and environment friendly.

What we’ll cowl on this article:

• Organising fundamental workflows utilizing NetSuite’s native SuiteFlow
• Understanding the variations between SuiteFlow and SuiteApp
• Dealing with extra complicated, multi-step workflows in NetSuite
• The professionals and cons of holding workflows inside NetSuite vs. extending them exterior
• Utilizing third occasion instruments for superior workflow automation

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Methods to arrange workflows in NetSuite

To arrange workflows in NetSuite, you’ll must activate SuiteFlow. SuiteFlow is NetSuite’s instrument for outlining and automating enterprise processes. Relying in your wants, you may also take into account SuiteApps, that are pre-built templates for particular workflows.

Broadly, these are the steps to create a customized workflow in NetSuite:

1. Entry SuiteFlow
   Navigate to Customization > Workflow > Workflows > New. Guarantee SuiteFlow is enabled by going to Setup > Firm > Allow Options > SuiteCloud tab.
2. Create a New Workflow
   Click on New Workflow, give it a reputation (e.g., “Buyer Onboarding Course of”), and set the Report Sort (e.g., Buyer, Transaction, Lead). Choose whether or not the workflow is event-based or transaction-based.
3. Set Entry Circumstances
   Add entry standards, which outline when the workflow ought to set off (e.g., when a buyer report is created).
4. Outline Workflow States
   • State 1: Preliminary Motion – Outline what occurs when the workflow is triggered (e.g., create a process).
   • State 2: Comply with-Up – Set a follow-up motion, like sending a affirmation e mail.
   • State 3: Completion – Outline the ultimate state (e.g., when the client report is absolutely up to date).
5. Add Workflow Actions
   In every state, outline particular actions equivalent to sending an e mail, updating a area, or transitioning to a brand new state.
6. Configure Workflow Logic
   Arrange conditional logic for every state (e.g., if a buyer is marked as “VIP,” assign a particular supervisor).
7. Check and Deploy
   Run a number of checks to make sure the workflow works as anticipated. As soon as verified, launch it for basic use by setting the workflow to “Launched.”

SuiteApps vs SuiteFlow

NetSuite presents two major methods to automate enterprise processes: SuiteFlow and SuiteApps. SuiteApps are pre-configured workflows designed for particular use instances. In case you want a simple workflow with minimal customization, SuiteApps is likely to be the higher selection.

SuiteFlow, alternatively, presents far more flexibility for creating custom-made workflows. Whereas it requires extra setup and configuration, it lets you deal with extra complicated processes with conditional logic, a number of phases, and integration with different techniques.

For instance, in the event you’re organising a customized workflow for dealing with buyer help tickets, SuiteFlow will assist you to outline intricate processes primarily based on ticket precedence, buyer class, and escalation paths.

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Widespread challenges with workflows in NetSuite

Whereas NetSuite workflows will be extremely helpful, scaling them throughout your online business presents some challenges.

Listed here are some generally reported points:

1. Restricted Workflow Logic
   NetSuite lets you arrange fundamental workflows, however extra superior automation (like semantic logic or integrations) requires further customization utilizing SuiteScript or third-party instruments.
2. Advanced Routing
   Dealing with a number of branches in a workflow, like parallel approvals or conditional routing, could make workflows complicated and troublesome to take care of.
3. Efficiency Points
   Massive workflows, particularly these triggered in real-time, can decelerate NetSuite’s efficiency, notably when dealing with massive datasets.
4. Context Switching
   Maintaining the context intact as a report transitions between totally different workflow states is difficult. For instance, locking a report too early can result in errors, whereas permitting edits throughout key phases can create compliance points.

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When to increase workflows exterior NetSuite

Whereas NetSuite’s built-in instruments are highly effective, there are occasions when it is sensible to increase workflows past the ERP system. Some examples embrace:

• Integrating with exterior techniques
  As an illustration, in case your workflow includes each NetSuite and an exterior CRM, it could be simpler to handle approvals or actions exterior of NetSuite however nonetheless synchronize the info.
• Lowering NetSuite licensing prices
  In some instances, customers solely must approve transactions or deal with particular duties. You’ll be able to prolong workflows to exterior platforms like E mail or Slack to keep away from buying further NetSuite licenses.
• Crucial context going lacking (lengthy e mail threads, Zendesk or JIRA tickets, Slack buyer channels) as a result of they do not combine with NetSuite.

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Methods to use AI workflow automation for complicated workflows

Typically NetSuite’s native instruments aren’t sufficient to deal with superior workflows. In these instances, third-party automation instruments like Nanonets might help you handle workflows which are extra complicated or require integration with a number of techniques.

For instance, Nanonets can combine your workflow approvals with platforms like Slack, e mail, and even your CRM, streamlining processes with no need to deal with complicated scripting inside NetSuite.

Benefits of Nanonets for Workflow Automation:

• Reduces handbook duties with AI-driven automation
• Can combine with a number of platforms (Slack, Groups, Zendesk, and so forth.)
• Simply manages complicated workflows that span a number of techniques
• Actual-time synchronization with NetSuite

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Conclusion

NetSuite’s workflow instruments, particularly SuiteFlow, supply a robust solution to automate and streamline enterprise processes. Nevertheless, relying in your particular necessities, chances are you’ll want to mix SuiteFlow with third-party instruments like Nanonets to create extra versatile, scalable workflows.

By leveraging the right combination of automation instruments, you possibly can streamline operations, enhance effectivity, and scale back handbook duties throughout your group.