Version: eXtendFiles 1.8.7 and
above
Audience: Administrator,
Developer
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.
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 Secure 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 Configuration.
- Go Collaboration Settings → Multi-Approval Setup.
- Add or select your record type, and 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 at Collaboration Settings → Template Upload. Select your record type, choose your template, and then Save.
