Version: eXtendFiles 1.6.0 and above
Audience: All

Overview

An eXtendFiles record contains multiple URL (often referred to simply as "link" or "links") fields that serve different purposes, especially for public and private file access. There are various fields present to fulfill distinct functions on an eXtendFiles record.

We can categorize these URLs into two categories:
  1. General URLs that apply to all storage types.
  2. Signed/Private URLs that are relevant when file sharing is supported by the configured storage.
    1. Within signed/private URLs there are URLs which are meant for real-time use as well as URLs which have a longer duration.

For more details on file sharing settings, refer to Configure eXtendFiles File Sharing Settings.

General URLs

eXtendFiles - URL

Field id: {custrecord_extfile_link}
This field will contain the original file URL from when the file is uploaded to your cloud storage.

When file sharing is enabled, this URL will be a public URL only when the eXtendFiles record is set as public.

eXtendFiles - Preview Image

Field id: {custrecord_extend_preview_image}
This field will contain the preview image's URL for the uploaded file when the GENERATE PREVIEW FOR UPLOADED FILES? preference is enabled in your eXtendFiles settings.

When file sharing is enabled, this URL will be a public URL only when the eXtendFiles record is set as public.

eXtendFiles - Thumbnail

Field id: {custrecord_extend_files_thmbnail}
This field will contain a link the generated thumbnail image for the uploaded file when the GENERATE THUMBNAIL FOR UPLOADED FILES? preference is enabled in your eXtendFiles settings. The thumbnail will have a resolution of 150x150px.

When file sharing is enabled, this URL will be public even if the eXtendFiles record is private. However, if the MAKE THUMBNAIL PRIVATE preference is enabled in your eXtendFiles settings, the URL will be private if the eXtendFiles record is set as private.

Signed/Private URLs

eXtendFiles - Pre-Signed URL

Field id: {custrecord_extend_file_pre_sign_url}
This field will contain a temporary pre-signed URL once it has been generated by an associated workflow. The life of this link will depend on your configured workflow and the duration supported by your storage account. Contact your NetSuite Administrator for more details regarding your specific configuration*.

You can view the original file using this link if you have permission to view eXtendFiles record**.

eXtendFiles - View Uploaded File

Field id: {custrecord_extend_files_redirect_url}
This field contains a dynamic formula which will redirect you in real-time to a signed URL to view the original file. You can view the original file using this link if you have permission to view eXtendFiles record**.

Note: You can use this field in saved searches and sublists to view the original file directly from a saved search or sublist view. This link will generate a signed URL in real-time, so this link will always show an active signed URL which is to accessible users.

eXtendFiles - Uploaded File Signed URL

Field id: {custrecord_extend_files_signed_url_redir}
This field will redirect you in real-time to a signed URL to view the original file, but this field's value is generated by custom scripts upon record creation.

eXtendFiles - Pre Signed Preview URL

Field id: {custrecord_extend_file_prev_pre_sign_url}
This field will contain pre-signed URL to view the preview image once it has been generated by an associated workflow. The life of this link will depend on your configured workflow and the duration supported by your storage account. Contact your NetSuite Administrator for more details regarding your specific configuration*.

You can view the preview image for a file using this link if you have permission to view eXtendFiles record**.

eXtendFiles - Pre Signed Thumbnail URL

Field id: {custrecord_extend_file_pre_sign_thum_url}
This field will contain a pre-signed URL to view the thumbnail image once it has been generated by an associated workflow. The life of this link will depend on your configured workflow and the duration supported by your storage account. Contact your NetSuite Administrator for more details regarding your specific configuration*.

You can view the thumbnail image for a file using this link if you have permission to view the eXtendFiles record**.

eXtendFiles - View Thumbnail

Field id: {custrecord_extend_files_redirt_thumb_url}
This field will contain a link which will generate a signed URL to view the private thumbnail URL in real-time. You will be able to view the file using this link only if you have permission to view private eXtendFiles records**.

Note: You can use this field in saved searches and sublists to view the thumbnail directly from a saved search or sublist view. This link will generate the signed URL in real-time, so this link will always show an active signed URL which is accessible to users.

eXtendFiles - View Preview

Field id: {custrecord_extend_files_redirt_prev_url}
This field will contain a link which will generate signed URL for viewing the private preview URL in real-time. You will be able to view the file using this link only if you have permission to view the private eXtendFiles record.**

Note: You can use this field in saved searches and sublists to view the preview file directly from a saved search or sublist view. This link will generate the signed URL in real-time, so this link will always show the active signed URL which is accessible to users.

Approval URLs (eXtendFiles - Collaboration version only)

eXtendFiles - External Form URL

Field id: {custrecord_extfile_externalformurl}
This field will contain a web approval URL which will be generated if the eXtendFiles - Generate Public Link checkbox is checked. This URL can be used if you want to gather approval and rejection responses from file approvers.

Generate Approval Signed URL (Button)

This button will show if an external approval URL has been generated and if the secure approval URL feature is enabled in your account. After clicking the button, a secure approval URL will be generated which will have an expiration time as per your eXtendFiles settings.Image Placeholder

** See Generating eXtendFiles Signed Link/URL via Workflow for more details regarding this feature.

Additional Notes

  • The duration of a signed URL depends on the type of URL being used as well as specific configurations in your account.
    • For files that are configured for real-time link signing/usage, the availability of those links to users within NetSuite depending on the configurations in Configure eXtendFiles File Sharing Settings.
    • For files that are configured for signed links with a duration, the ability of those files to users outside of NetSuite depend on the life of the signed link. The life of the link will depend on your configured workflow and the duration supported by your storage account. Generating eXtendFiles Signed Link/URL via Workflow.
  • When private files are exclusively being used, General URLs will not be used as they are only usable when a file is set as public.
  • When using private files and public files, the choice between General URLs and Signed/Private URLs depends on the specific file and use case. In other words, General URLs may be used for public files, while Signed/Private URLs are used to access private files.