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WORKFLOW DOCUMENT

The document outlines the workflow process in NetSuite, detailing the various states such as Pending Approval, Approved, Rejected, and In Review, along with transitions between these states based on specific actions. It also describes how to create a workflow for vendor payments, including conditions for approval based on invoice amounts and the roles involved in the approval process. Additionally, it explains the initiation of workflows and customization options available in NetSuite.

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dey95361
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10 views15 pages

WORKFLOW DOCUMENT

The document outlines the workflow process in NetSuite, detailing the various states such as Pending Approval, Approved, Rejected, and In Review, along with transitions between these states based on specific actions. It also describes how to create a workflow for vendor payments, including conditions for approval based on invoice amounts and the roles involved in the approval process. Additionally, it explains the initiation of workflows and customization options available in NetSuite.

Uploaded by

dey95361
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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WORKFLOW DOCUMENT

Contents
 What is states in Workflow?..................................................................3
 What is transition in Workflow?.............................................................4
 What is states in Workflow?
Agar aap approval status ki baat kar rahe ho NetSuite mein workflow
ke context mein, toh yeh approval process ko manage karne aur track
karne ke liye different states ka use kiya jata hai. Har approval stage
ko ek unique state diya jata hai, jise aap customize kar sakte hain.

Approval status ka workflow generally kuch is tarah ka hota hai:

1. Pending Approval (State) – Jab koi record, transaction, ya request


approval ke liye pending hota hai.

o Example: Ek purchase order ya expense report jo manager ke


approval ke liye wait kar raha ho.

2. Approved (State) – Jab record ya request ko approve kiya gaya ho.

o Example: Manager ne purchase order ko approve kar diya ho.

3. Rejected (State) – Jab record ko reject kar diya gaya ho.

o Example: Purchase order ko kisi reason se reject kar diya gaya


ho.

4. In Review (State) – Jab approval process mein koi record review


stage pe ho.

o Example: Approval ke liye kisi document ko review kiya ja raha


ho.
 What is transition in Workflow?
NetSuite workflow mein transition ka matlab hota hai ek state se
doosri state mein change hona ya shift hona, jab kisi condition ko fulfill
kiya jata hai ya koi specific action perform kiya jata hai.

Agar hum upar wale example ko dekhein, jisme approval process ki


baat ho rahi hai, toh transition ka concept yeh samajh sakte hain:

1. Pending Approval → Approved (Transition)

 Jab koi record, jaise ek purchase order, Pending Approval


state mein hota hai, toh jab manager usse approve kar leta hai,
toh record ka status change ho jata hai. Is change ko hum
transition kehte hain.

 Yaani, Pending Approval se Approved state tak jaana ek


transition hai.
WORKFLOW NEVIGATION

CUSTOMIZATION > WORKFLOW>WORKFLOW>NEW

Key point (E

1) Workflow can be initiated when a record is


 Viewed.
 Created or,
 Updated.

2) Workflow can run automatically on schedule.


3) Workflow can be executed via suite script.
4) Workflow can be called from another workflow.

In Hindi Translation
1) Workflow record dekhte waqt, banate waqt ya update karte
waqt shuru ho sakta hai:

 Viewed: Jab koi record dekha jata hai, tab bhi workflow start ho
sakta hai.

 Created or Updated: Jab koi naya record banaya jata hai ya


purana record update hota hai, tab workflow shuru ho sakta hai.

 Updated: Agar ek existing (purana) record ko badla jata hai, to


workflow start ho sakta hai.

2) Workflow automatic schedule par bhi chal sakta hai:

 Aap workflow ko schedule kar sakte hain, matlab wo apne aap ek


specific time par chal sakta hai. Aapko manually kuch nahi karna
padta.

3) Workflow SuiteScript ke zariye execute kiya ja sakta hai:

 SuiteScript ek programming language hai. Aap isse workflow ko


code likh kar execute karwa sakte hain, matlab aap custom rules
bana sakte hain jise workflow execute kare.

4) Ek workflow doosre workflow ko call kar sakta hai:

 Aap ek workflow ko doosre workflow ke andar call kar sakte hain.


Matlab ek workflow ke complete hone par dusra workflow start ho
sakta hai
 let's create a workflow for vendor payment.

I am creating a workflow for sales transactions where any user can create
an invoice. After creating the invoice, the user will click on submit, and it
will then go to Approver 1. If the invoice value is less than 100,000,
Approver 1 can approve it. However, if the invoice value is greater than
100,000, then Approver 2 will approve it. If rejected, the A/R role will edit
the invoice and then resubmit it for approval.

First, to create the workflow, go to CUSTOMIZATION >


WORKFLOW > WORKFLOW > NEW.
After that, the user will need to click on NEW, which will open a
blank page for the workflow.

STEP 1:-

When you click on NEW, an initial landing page will open where the
user will need to define the workflow name. In the Event
Definition, click on Create and View. Then, in Record Type,
select Transaction. After that, in Sub Types, choose Invoice. Next,
click on Release Status, select Released, and ensure that
Instance and History and Enable Logging are checked. Finally,
click on the Save button.
When you click on Save it looks like below image

Click on the state and add an action button.


In CREATE STATE UNDER SET FILED VALUE

I have added a condition in the 'Set Field Value' so that only the user
creating the record can resubmit it for approval. Therefore, I have
used 'Initiated By' in the field, 'Current Record' in the from field, and
'Role' in the field.

In CREATE STATE UNDER ADD BUTTON


After that, you will need to click on the new action button, then click
on the 'Add' button. Once the page opens, type 'Submit' in the label
and click on the 'Save Record List' so that the submit button will
appear after the record is saved.
And save

Workflow Transition from Creator


In the "Transaction Create State," there is a dropdown field with an
"Execute" button. select SUBMIT.

2) Now, we will move to the second state, which is the "Approve 1


State." 2nd State In this state, when the creator submits the
transaction, it will come to this state. In this state, the user can
approve or reject vouchers up to a value of 100,000. If the value is
above 100,000, then "Approver 2" will approve the entry, or they
can also reject it.

Click on new stage button and renamed by Approver 1


Under this Approver-1 state

Now, we will set the state to "Pending for Approval." This means the
system will by default bring the invoice to "Pending for Approval."
Even if the user changes it, the system will still default to "Pending
for Approval." If we don't set the approval status, the system will not
move to the next level.

a) If amount more than 1 lakh


We have set a condition here that if the amount is greater than
100,000, it cannot be approved but user verified, and the user's role
must be "Finance Head."

b) If sale invoice under 100000

If the sale invoice is under 100,000, the Finance Head can


approve or reject it. However, if they approve it, the workflow
will end.

c) If finance manager rejects the sale invoice


We have set a condition that the rejection can only be done by
the Finance Head role in this state.

1) If amount exede above 100000 it moves to next level

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