Version: eXtendFiles 1.6.5 and above
Audience: Administrator
Scenario
When provisioning a Sandbox or Release Preview account, your eXtendFiles Approval and Public Upload links will still point to the Production account, as they are carried over by NetSuite as part of the provisioning process. To ensure these links target the correct NetSuite environment, it is recommended that you generate new Approval and Public Upload links.
Update Approval and Public Upload Links using a Mass Update
Using a NetSuite Mass Update, Approval and Public Upload links can be regenerated so that they reflect the appropriate Sandbox or Release Preview link. Review your eXtendFiles Multi-Approval and Public Upload settings to confirm the fields in use in your environment
- Create a Mass Update targeting records enabled with eXtendFiles Multi-Approval and eXtendFiles Public Upload for which you want to regenerate links.
- Note: For transaction records, include the criteria "Main Line is True" (example shown in Step 2) to prevent duplicate entries of the same transaction in the results.
- Note: For transaction records, include the criteria "Main Line is True" (example shown in Step 2) to prevent duplicate entries of the same transaction in the results.
- To find records requiring link generation, add the fields which have been configured in eXtendFiles for generating approval links and public upload links on the target records, and add those fields to the criteria. The screenshot below references the fields which are included in eXtendFiles and which are used by default on Sales Orders.
- In Mass Update Fields, select the approval and public upload link fields where your eXtendFiles approval URLs are stored.
- Set the Mass Update to clear out the fields.
- Execute the Mass Update.
- Upon completion of the Mass Update, the old, Production approval and public upload links will be updated with new links pointing towards your Sandbox or Release Preview account.
Update Approval and Public Upload Links using CSV Import
Alternatively, you can use NetSuite's CSV Import feature to update the Approval and Public Upload links. This method can be particularly useful for handling large volumes of records. Review your eXtendFiles Multi-Approval and Public Upload settings to confirm the fields in use in your environment
- Export the records that need link updates from NetSuite, ensuring to include the internal ID and the fields used for Approval and Public Upload links.
- Open the exported CSV file in a spreadsheet application.
- Clear the contents of the columns containing the Approval and Public Upload link fields. This will remove the old Production links.
- Save the modified CSV file.
- In NetSuite, navigate to Setup → Import/Export → Import CSV Records.
- Choose the appropriate record type (e.g., Sales Order) for the CSV import and enable the "RUN SERVER SUITESCRIPT AND TRIGGER WORKFLOWS" preference.
- Upload your modified CSV file and map the columns to the corresponding NetSuite fields. Ensure the Internal ID is mapped for updating existing records. Clear the Approval and Public Upload link fields by setting their value/content to empty.
- Run the import.
- Once the import is complete, NetSuite will automatically regenerate the approval and public upload links for the updated records, now pointing to your Sandbox or Release Preview environment.