Have you ever caught yourself performing the same tasks repeatedly in NetSuite? There's a good chance that a NetSuite workflow could automate these actions for you.
A NetSuite workflow, also known as SuiteFlow, is a low-code/no-code process automation solution within the NetSuite platform that allows for the customisation and automation of business processes. It is designed to help users manage their business processes more efficiently by automating tasks, enforcing business rules, and guiding users through standard procedures. Each workflow can be as simple or as complex as needed, and can be easily modified as business processes evolve.
Even a seemingly simple workflow might require more sophisticated customisation to align with specific business needs -in some cases it may be best to reach out to trained NetSuite consultants for help.
Here's a closer look at the capabilities, and what they mean for users:
Triggers and actions | A workflow is triggered by a specific event, such as the creation or editing of a record. Once triggered, they execute defined actions, like changing a field value, sending an email, or creating a new record.
Low code / no code customisations | A key advantages of NetSuite workflows is that they allow for a high degree of customisation without the need for complex coding. They can be created and modified using a drag-and-drop interface, making them accessible to non-technical users.
State-based and conditional logic | Workflows operate on a state-based logic, where a record moves through different states based on certain triggers or actions. For example, a sales order might move through states like 'Pending Approval', 'Approved', and 'Fulfilled'. They can also include conditions that determine whether an action should be executed. This allows for complex business rules to be implemented, ensuring that the right processes are followed under the right circumstances.
User interface customisation | They can also be used to customise the NetSuite user interface, such as by showing or hiding fields, changing field values, or adding custom messages, based on specific criteria or user actions.
Approval Processes | Workflows are often used to manage approval processes, where records need to go through a series of approvals before they can be finalised or processed further.
Integration | They also have the potential to be integrated with other features of NetSuite, such as Saved Searches and email templates.
Monitoring and reporting on workflows | Not sure how to use the to the best advantage? NetSuite provides tools to monitor and report on workflow processes, which can help in identifying bottlenecks or areas for improvement.
NetSuite workflow use cases
If you’re looking for inspiration, here are some common ways users can make use of NetSuite workflows:
Sales order processing | You can automate the sales order approval process based on specific criteria like order value, customer credit limit, or inventory availability.
Purchase order approvals |Consider streamlining the approval process for purchase orders, including multi-level approvals based on factors such as order size or budget constraints.
Customer onboarding: Save time by automating the steps involved in onboarding new customers, such as credit checks, initial communications, and setting up customer accounts.
Employee onboarding and offboarding: HR can use workflows to automate HR processes for new employees, including setting up employee records, assigning tasks to various departments (like IT for equipment providing and setup), and offboarding procedures for departing employees.
Lead scoring and assignment | For businesses with a sales focus, workflows can be set up to automatically score leads based on predefined criteria and route them to the appropriate sales representative or team.
Case management: You can use workflows to manage support cases, including auto-assigning cases to agents based on expertise or workload, and escalating cases based on severity or response time.
Expense approvals and reimbursements | Almost every business deals with employee expenses. You can use workflows to streamline the processes for submitting, approving, and reimbursing employee expenses.
Inventory management | Managing inventory-related processes, like auto-reordering when stock levels fall below a certain threshold or transferring inventory between locations based on demand.
Compliance monitoring | Ensuring compliance is critical for all businesses. Workflows that automate checks and balances can be invaluable in maintaining compliance with various regulations and internal policies.
