Overview

eXtendFiles Collaboration edition allows you to configure the Multi-Approval feature on any NetSuite record which supports custom fields and script deployments. While eXtendFiles is preconfigured with the multi-approval feature on Estimate (Quote) and Sales Order transactions, additional configurations are required for other record types.

Note: While the multi-approval feature can be deployed on other record types, the specific 'approve all files' and 'reject all files' bulk response functionality is limited to only Estimate (Quote) and Sales Order records. Individual file approvals must be used on other record types.

Prerequisites

Before starting with the multi-approval configuration, ensure that eXtendFiles is configured on the underlying record/transaction type. For instructions on enabling eXtendFiles on a new record type, see Add eXtendFiles to a New Record Type.

Configuration

To enable the multi-approval feature on a new record type, you'll need to create custom fields, set up a workflow, configure roles, and update eXtendFiles settings.

Required NetSuite Objects

Create the following custom fields on your target record type:

A checkbox field for generating a multi-approval URL.
A free-form text field to store the unique ID for generating multi-approval links.
A hyperlink field to store the generated multi-approval link.
A hyperlink formula field to display the generated multi-approval link with record type and internal ID.

To create this formula field, concatenate the base multi-approval link with the internal ID and record type of your record.

For example: If "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 eXtendFiles for the multi-approval template. Criteria should be added to include eXtendFiles related to your target record type.

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. See Configure eXtendFiles Approval Template Saved Search for Line-Level Data and Payload Optimization for more details on saved search configuration.

An inline HTML field for generating a signed URL (if using signed approval URL feature).

Workflow Configuration

Deploy the "eXtendFiles Multi-Approval WFA" workflow action script against your target record type.
Create a workflow against the target record type.
In the workflow's first state, add the custom action "eXtendFiles Multi-Approval WFA" with the trigger type set to "Entry".

Role Configuration

Update the role used by the eXtendFiles integration user to include access to the additional record type. Ensure that the role associated with eXtendFiles' access token has the necessary permissions.

eXtendFiles Configuration

Navigate to eXtendTech → eXtendFiles → eXtendFiles Approval Setup.
Select the Multi Approval subtab.
Specify values for the required fields (NetSuite objects created earlier).
Click Submit to save the configuration.
Upon saving, upload your multi-approval templates for 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.
On 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.
After uploading your templates, click Submit. The uploaded multi-approval template will now be active.

Knowledge Base

Configuring eXtendFiles Multi-Approvals on a New Record Type