NetSuite SuiteApp

In this guide

• Setting up the integration
• Installing the Workiro SuiteApp
• The Workiro Dashboard Portlet
• Customer, Vendor and Partner records
• Project records
• Transaction records
• Custom records
• Contact records
• NetSuite Token Based Authentication
• Troubleshooting
• Workiro Thread Status
• NetSuite Celigo Integration
• Release Notes

Setting up the integration

Setting up the integration is simple and involves just three steps:

1. Configure connection relationship types in your Workiro team account.
2. Install the Workiro SuiteApp in your NetSuite instance.

Configure connection relationship types

In order to create and link to Workiro connections from NetSuite, you must first configure specific relationship types in Workiro.

See Connection relationship types and properties for further information on how to create relationship types, then add the following types to your Workiro team account:

• Customer
• Vendor
• Partner
• Contact (Optional; see Contact Records)
• Employee (Optional; see Advanced Configuration)

You will need to add a property to each of the above relationship types called NetSuite_ID, as shown below.

Once you have completed the above relationship type configuration in Workiro, you can move on to installing the Workiro SuiteApp.

 

Installing the Workiro SuiteApp

We're currently limiting access to the Workiro SuiteApp in the NetSuite Marketplace.

If you would like to be granted access to the Workiro SuiteApp, please contact us with your NetSuite Account ID.  Your NetSuite Administrator can retrieve your Account ID within NetSuite via Setup -> Company -> Company Information.

• Open SuiteApps in your NetSuite instance and search for the Workiro SuiteApp listing.
• Open the listing and click View SuiteApp.
• Click Install.

❗️To ensure that the integration works smoothly ensure the user's role has the following permissions set:

• [Setup - SuiteScript - View]
• [Lists - Customers - View], [Lists - Vendors - View], [Lists - Partners - View]
• [Lists - Custom Record Entries - View]
• [Lists - Perform Search - View]
• [Transactions - Find Transaction - Full]

That's it, you're ready to go!

 

The Workiro Dashboard Portlet

The Workiro SuiteApp supports the addition of a dashboard portlet. The portlet provides direct access to your Workiro 'assigned to me' list in NetSuite from where you can easily manage your tasks, notes and signature threads. 

To install the portlet choose the 'Personalize' option on the NetSuite dashboard, navigate to 'SuiteApps' and drag the Workiro portlet into the desired position.

Manage your 'Assigned to me' list from the NetSuite dashboard

 

Customer, Vendor and Partner records

Workiro can be integrated with NetSuite to provide a seamless transition from certain NetSuite relationship records to related Workiro connections - providing quick contextual access to the power of Workiro communication, productivity and document features, with just a single click.

The Workiro SuiteApp provides an Open in Workiro button on all Customer (including lead/prospect), Vendor and Partner records. 

The Open in Workiro button will launch Workiro, and do one of two things:

• If a Workiro connection does not already exist for the current NetSuite record, Workiro will create a new Workiro connection (subject to user confirmation).
• If a Workiro connection already exists for the current NetSuite record, it will be opened.

Customer Type

- NetSuite records of Type: Company will be created in Workiro as Organizations

- NetSuite records of Type: Individual will be created in Workiro as People

 

For added convenience, the SuiteApp also provides Workiro Subtab on the NetSuite record. The subtab opens the Workiro connection directly within the NetSuite record (prompting for the creation of the new connection if it doesn't already exist). 

 

Project records

In a similar manner to the integration with connections, an Open in Workiro button is available on the project record and does the following:

• If a Workiro project does not already exist for the current NetSuite record, Workiro will create a new one (subject to user confirmation).
  • The project will automatically be 'related to' a connection in Workiro, which if it does not already exist will be created using the appropriate NetSuite customer record.
• If a Workiro project already exists for the current NetSuite record, it will be opened.

Again, for added convenience, the SuiteApp also provides Workiro Subtab on the NetSuite project record.

Transaction records

The Workiro SuiteApp provides a Send via Workiro button on a default set of NetSuite transaction records. The button will launch Workiro and create a task, or signature thread (if the transaction is a quote) with the transaction details attached as a PDF document, and the related connection populated.

The thread title and document name are pre-populated in Workiro

The SuiteApp also provides Workiro Subtab on the transaction record. The subtab opens the Workiro connection, relating to the transaction, directly within the NetSuite record (prompting for the creation of the new connection if it doesn't already exist). 

The following transaction types are supported by default. Other standard NetSuite transactions can be enabled using advanced configuration.

Transaction Type	SuiteApp Button	SuiteApp Subtab	Celigo Flow
Customer transactions
Invoice	Send Via Workiro	Yes	Yes
Sales Order	Send Via Workiro	Yes	Yes
Credit Memo	Send Via Workiro	Yes	Yes
Quote/Estimate	Sign Via Workiro ✍️	Yes	Next Version
Customer Refund	No	No	No
Customer Deposit	Send Via Workiro	Yes	No
Cash Sale	Send Via Workiro	Yes	No
Cash Refund	Send Via Workiro	Yes	No
Item Fulfilment	Send Via Workiro	Yes	No
Customer Payment	Send Via Workiro	Yes	No
Vendor transactions
Purchase Order	Send Via Workiro	Yes	Yes
Bill	Send Via Workiro	Yes	No
Bill Credit	Send Via Workiro	Yes	No
Bill Payment	Send Via Workiro	Yes	No
Check	Send Via Workiro	Yes	No
Item Receipt	No	No	No
Vendor Return Authorisation	Send Via Workiro

 

Custom Records

Custom NetSuite records can be enabled using advanced configuration.

 

Contact Records

NetSuite contacts can be imported into Workiro on request and automatically related to the relevant organization.

Duplicate email handling

NetSuite does permit multiple contacts with the same email address, though it isn't recommended it is easy to do. Email addresses are considered unique identifiers in Workiro so you could have multiple NetSuite contact records trying to map to a single Workiro connection. Before initiating an import of contacts to Workiro please check your NetSuite data. 

For best results, NetSuite contacts should have the following fields populated...

- Email Address

- First Name

- Last Name

• Critically, contacts should be deduplicated by email in NetSuite before the sync is started as they cannot be created in Workiro. NetSuite provide a robust set of tools to detect and merge duplicate contacts
• We cannot update a Workiro connection email address if it duplicates an existing Workiro connection in your account
• We cannot update a Workiro connection email address if it is tied to an active account (i.e. it is in use by its owner)

 

 

NetSuite Token Based Authentication

ℹ️ Requires Workiro SuiteApp Version 0.1.29 or above to be installed

To sync the status of Workiro threads (created via transaction records) back to NetSuite you'll need to enable Token Based Authentication (TBA) in your NetSuite account, then save the details back to your Workiro account. 

 

Step 1. Enable SOAP web services and token-based authentication

1. In NetSuite, select Setup, Company, Enable features.

2. On the SuiteCloud tab, under SuiteScript, select Client SuiteScript and Server SuiteScript.

3. Under SuiteTalk (Web Services), select SOAP web services.

4. Under Manage authentication, select Token-based authentication.

5. Click Save.

 

Step 2. Create an integration record (SuiteApp 1.1.14 and below)

‼️ Important: From SuiteApp version 1.2.0 the integration record 'Workiro by GetBusy' is bundled with the app and this step can be skipped.

After you enable TBA, create an integration record.

1. In NetSuite, select Setup, Integrations, Manage integrations, New.

2. To help identify the integration, enter a unique name and description as shown

3. Under Authentication, select Token-based authentication and clear the checkmark from TBA: Authorization flow.

4. Under OAuth 2.0 ensure Authorization Code Grant is unchecked.

5. Click Save, and record the consumer key and secret from the confirmation page, or enter them in Workiro (See Step 4)

‼️ Important: The consumer key and secret appear only on the integration record's confirmation page. Be sure to record these values for the integration's properties, and treat them like a password.

 

Step 3. Create an access token

To create an access token for the admin user:

1. In NetSuite, login with an admin role and select Manage Access Tokens from the homescreen widget

1. Click New my access token.
2. In Application name, select the integration record 'Workiro by GetBusy'
3. The token name will be populated automatically.
4. Click Save.
5. Record the ID and secret created for the token; you'll need them for the next step.

‼️ Important: For security purposes, the ID and secret appear only when the access token is created. Treat them as you would a password. If you don't have the token's ID or secret create a new token for the integration user.

 

Step 4. Save the details to your Workiro Account

1. Sign in to Workiro as the account owner and navigate to Settings > Apps > NetSuite by pasting this URL into your browser https://app.workiro.com/settings/apps/netsuite
2. Complete the five input fields for token based authentication (below) and Save

• Account ID
  • You can find this at Setup -> Integration -> SOAP Web Services Preferences in NetSuite. The ID also typically appears just before app.netsuite.com in the URL.

From SuiteApp V 1.2.0 the integration record is included in the SuiteApp and there is no need to enter the consumer key and secret. Consumer Key The Consumer key of the Integration record in NetSuite. If you don't have the key you can edit the Integration record and reset the credentials. Consumer Secret The Consumer Secret of the Integration record in NetSuite. If you don't have the secret you can edit the Integration record and reset the credentials.

• Token ID
  • The Token ID of the access token in NetSuite. If you don't have the ID you must create a new access token.
• Token Secret
  • The Token Secret of the access token in NetSuite. If you don't have the secret you must create a new access token.

 

Troubleshooting

If the SuiteApp fails to install or upgrade successfully

• Take a screenshot of the error message
• Retrieve the deployment logs 
• Report the issue to help@workiro.com and we'll get straight on it

If the connection to NetSuite fails...

• Verify the consumer key and secret of the integration record. If necessary, edit the integration record and reset its credentials to create a new consumer key and secret.
• Verify the ID and secret of the connector's access token. If necessary, create a new token.

If the Workiro tab isn’t visible against the customer or transaction record for a user...

1) Ensure that your NetSuite account has Custom Records enabled 

2) Ensure the user's role has the following permission set:

• [Lists - Customers - View], [Lists - Vendors - View], [Lists - Partners - View]
• [Lists - Custom Record Entries - View]
• [Lists - Perform Search - View]
• [Transactions - Find Transaction - Full]

3) As a NetSuite administrator, set the log level for the script deployment 'GB Tab User Event' to Debug. Load the problematic record, then navigate to the NetSuite script execution logs. Use the filter to narrow the results to Log Level = Debug and the Script 'GB Tab User Event'.

4) Follow these steps to run a report showing the permission differences between roles that can and cannot see the Workiro Tab. 

Forward debug logs, and the permissions report to the Workiro support team.

If the Workiro Thread and Document only display 'Transaction' as the record type...

❌ Transaction - QUO02000023

Ensure that the user's role has the following permission set:

• [Setup - SuiteScript - View] 

and the transaction record type will display, for example.

✔️ Quote - QUO020000023

✔️ Estimate - EST020000023

 

If there are errors when using the Send to Workiro button...

Workiro harnesses the ability of NetSuite to print the record to PDF. Checking that you can successfully print your NetSuite record is a good first step in troubleshooting. Pressing print should render the record as a PDF in a new browser tab.

As the next step, as a NetSuite administrator, set the log level for the following script deployments to Debug.

• GB Send To GB Restlet
• GB Send To GB Client Script
• GB Open in Client Script

Load the problematic record and try the Workiro button again, then navigate to the NetSuite script execution logs - send the relevant logs to Workiro Support. 

 

Excluding the Workiro tab from specific records

In isolated cases, excluding the Workiro tab from loading on specific records where it is not needed may be helpful. This can be achieved by navigating to the 'Workiro Configuration' custom record and entering a comma-separated list of 'Excluded Record IDs'.

 

Workiro Thread Status

ℹ️ Requires Workiro SuiteApp Version 0.1.29 or above to be installed

By writing back the status of your Workiro threads directly to the Transaction record in NetSuite you can create powerful NetSuite reports and workflows. 

• Firstly ensure your NetSuite account has Token Based Authentication configured correctly.
• Create a thread in Workiro using the Send (Sign) via Workiro button on a Transaction record.

• View the thread status table in the Workiro Tab (scroll below the Workiro application).

For help in making the most of your Workiro integration with NetSuite and creating powerful dashboards and workflows get in touch.

 

NetSuite Celigo Integration

In addition to the Workiro SuiteApp for NetSuite, we have partnered with Celigo to provide a Workiro - NetSuite Integration App on their integrator.io platform. Supported transaction types are listed above.

 

Have your say

We have lots of great plans for the NetSuite integration and would love to hear what you'd like to see next.  Please let us know via the Feedback and Roadmap areas in the Workiro app.

 

Release Notes

Available now, a deeper integration...

We strive to improve our NetSuite integration with user feedback and are excited to announce our latest release.

Whilst Workiro has integrated well with NetSuite via connections and project records, our latest iteration introduces transaction-level collections of tasks and documents. Workiro connections are also getting a new NetSuite tab listing all related transactions and projects, grouping them so they're easy to find and you can focus on getting things done. 

Related records

We'll mirror the major relationships between NetSuite objects in Workiro so the threads you create, or documents you add from NetSuite will automatically be related to the transaction you're working on, and also its related projects.

Your work is now available in Workiro collected together by connection, project or transaction, and most importantly you can navigate between them all easily. In future, we'll provide useful suggested classification information whenever you add your documents and threads.

What has changed

• You'll now see a new NetSuite tab against relevant connections
• We've moved existing projects to the new NetSuite tab
• NetSuite transactions get a home in Workiro
• A SuiteApp update is available now
  • Where applicable, transactions are related to project records
  • The NetSuite record type is added to the name in Workiro

This next generation of our powerful integration ensures your view from NetSuite is more focused, work is automatically and logically classified, and it's easy to navigate from multiple touchpoints. These changes will soon be supported in our mobile apps, for working on the go, and we've also updated our Outlook add-in so you can capture emails against your NetSuite records 👊. 

 

Example NetSuite transaction:

A Sales Order transaction viewed from within NetSuite will have its own home in Workiro displaying related threads and documents.

 

Example NetSuite project:

Moving away from sharing a space with Workiro's default Projects, your NetSuite project-related work will also live in a NetSuite-specific area. You can navigate to the customer record easily by clicking their name.

Example customer record:
From your customer record you can see the bigger picture with added clarity. The new NetSuite tab displays all related transactions and projects.

 

Whether you are uploading documents, creating threads, or capturing emails, relating work to your NetSuite records is simple. Search effectively by combining terms found within the title together with the company name, for example 'Jackson Alexander Sales Order Rum'

 

1.2.0

Jan 23 2024

• Workiro thread status writeback is supported for NetSuite project tasks
• A 'Workiro by GetBusy' integration record is bundled with the SuiteApp

1.1.14

13 Nov 2024

• Advanced configuration: support for all standard NetSuite records
• Advanced configuration: support for custom records
• New 'Workiro App' custom role allows simpler permissions management

1.0.6

02 July 2024

• Support for major transaction to project record relationships
• The NetSuite record type is added to the name in Workiro

0.4.1

07 Jun 2024

• Updated handling for special characters in record names

0.3.1

14 May 2024

• Resolved default relationship type to 'Customer' for practiceerp.com

0.3.0

13 May 2024

• Resolved permissions issue relating to the 'Workiro configuration' custom record

0.2.2

12 April 2024

• Support creating / opening workspace units (projects) without a related customer
• Added 'Workiro configuration' custom record
• General performance improvements

0.1.32

24 Jan 2024

• Implemented Shared Storage API to allow SuiteApp to support Chrome's deprecation of 3rd party cookies

0.1.31

03 Jan 2024

• Resolved writeback error message sometimes being sent to Admin

0.1.28

18 Sep 2023

• Resolved issue where SuiteApp wasn't always appearing signed in when switching tabs in Chrome
• Resolved issue where SuiteApp didn't navigate back to the newly created thread after applying a template
• Resolved issue where thread "view" action was always appearing as the "Latest" status

0.1.26

08 Sept 2023

• Improvements to thread status reporting

0.1.25

07 Sept 2023

• Added ability to display thread status on transactions

0.1.24

09 Aug 2023

• Resolved issue with creating a thread against a NetSuite connection via transaction

0.1.23

16 May 2023

• Resolved issue where Workiro Desktop app would be incorrectly opened when user viewed a transaction record

0.1.22

17 Mar 2023

• Resolved issue where Workiro webapp would freeze when viewing a customer record
• Added "Send via Workiro" option to NetSuite transaction records