Overview

eXtendFiles allows you to configure the Multi-Approval feature on any NetSuite record which supports custom fields and script deployments.

eXtendFiles is preconfigured with the multi-approval feature on Estimate (Quote) and Sales Order transactions. To configure other record types, additional configurations are required.

Prerequisites

Before starting with the multi-approval configuration, make sure that eXtendFiles is configured on the underlying record/transaction type.

Add eXtendFiles to a New Record Type for instructions on enabling eXtendFiles on a new record type.

To enable the eXtendFiles template upload function, you need to deploy the "eXtendFiles Approval Template Upload" script in from the "eXtendFiles Suitelet".

Note: If eXtendFiles was installed after November 2019, this configuration will already be in place in your account and you can proceed to the next section.

Go to Customization → Scripting → Scripts and view the "eXtendFiles Suitelet".
Create a new script deployment with the name "eXtendFiles Approval Template Upload" and with the script ID as customdeploy_extend_files_approval_uploa.
In the script parameter EXTENDTECH FILES SUITLET DEPLOYMENT, specify "approvalTemplateUpload".
Set the script deployment's Status as "Released".
Set the script deployment's Audience to "Administrator".
Save the script deployment.

Creating Required NetSuite Objects

To enable the multi-approval feature, you will need to create custom fields on your target record type.

A checkbox field that will be used for generating a multi-approval URL.
A free-form text field that will be used to store the unique ID that will be used for generating unique multi-approval links.
A hyperlink field which will be used for storing the generated multi-approval link.
A hyperlink formula field to display the generated multi-approval link along with its record type and internal ID. You will use the URL generated by this field to access the multi-approval page. To create this formula field, concatenate the base multi-approval link with the internal ID and record type of your record.

For example: Suppose "BASEURLFIELD" is the field that stores your base multi-approval URL. The formula field will now have the formula:
```
CASE WHEN {BASEURLFIELD} IS NOT NULL THEN CONCAT({BASEURLFIELD}, CONCAT(CONCAT('?id=', {id}), CONCAT('&rectype=', {type}))) ELSE '' END
```
A saved search to filter to those eXtendFiles which you want to show on your multi-approval template. Its results columns must contain the fields which you want to show on the multi-approval page.

You can use the Sales Order's multi-approval saved search as a reference:customsearch_extend_extfile_so_aut_searc. For more details regarding saved search configuration, see Configure eXtendFiles Approval Template Saved Search for Line-Level Data and Payload Optimization.
If you want to enable signed approval URL feature, you will also have to create an inline HTML field which will be used to generate a signed URL.

Workflow Configuration

A workflow and workflow action script will be used to generate the multi-approval URL on the new record type. Included with eXtendFiles is the workflow action script "eXtendFiles Multi-Approval WFA". This workflow action script will need to be deployed against your target record type.

After script deployment, you will need to create a workflow against your target record type and add this workflow action.

Create a workflow against the target record type.
In your workflow's first state, add the custom action "eXtendFiles Multi-Approval WFA". Set the trigger type to "Entry" as shown below.

Role Configuration

To enable the multi-approval process to access the underlying record type, you may need to update the role used by eXtendFiles to include the additional record type.

Make sure that the role associated with eXtendFiles' access token has access to the target record type.

eXtendFiles Configuration

Once you have created the NetSuite objects, workflow, and role update for the new record type, you will need to configure your eXtendFiles Approval Setup page.

Go to eXtendTech → eXtendFiles → eXtendFiles Approval Setup.
Select the Multi Approval subtab.
Specify values against the required fields. These will be the NetSuite objects which were created in the previous sections. After entering the values, click Submit to save the page.
Upon saving, the eXtendFiles approval template link will be displayed to uploading your multi-approval templates against the configured record types.

You can also go to the template upload page on the eXtendFiles Approval Setup page using the shortcut link under "More" as shown below.
One the eXtendFiles Approval Template Upload page, you can upload two template files at once. You can upload additional templates after the first two are processed.

The record type drop-down field will show all configured record types.

You will need to configure a new multi-approval template that will be used for the multi-approval page. You can reference the sales order's multi-approval template as a starting point.
After uploading your templates, click Submit. The uploaded multi-approval template will now be active.