Overview

The public upload feature in eXtendFiles allows external users to upload files to your NetSuite records through a URL. This document explains how to configure and enable this functionality.

Before configuring public upload:

• Ensure eXtendFiles is added to your record type
  
• Verify the eXtendFiles integration user role has permissions to the target record type
  
  For example, if you are adding public upload functionality to the Item Receipt record, the custom role being used by eXtendFiles also needs to have access to that record type.
  
• Create three custom fields for the target record type. When creating these fields, ensure they're applied to the record type you're configuring with the eXtendFiles public upload feature.
  
  • Checkbox field for enabling public upload
    
  • Hyperlink field to store the generated URL
    
  • Text field to store the Universally Unique Identifier (UUID)
    

1. Record Type
   
   Specify the Record Type where public upload is to be enabled.
   
2. eXtendFiles Reference Field
   
   Specify the eXtendFiles Record Field used to reference the parent record for the eXtendFiles record being created using public upload. This is a field reference to the record against which your eXtendFiles record will be attached. See Add eXtendFiles to a New Record Type for more information on how to create this field reference.
   

   
   
3. Click Next.
   

1. File Upload Title (Optional)
   Specify the File Upload Title which will be displayed on the public upload webpage. This will show to someone who is performing a file upload.
2. File Upload ID
   Specify the File Upload ID to be displayed on public upload webpage header. This will show to someone who is performing a file upload.
3. Max Public Upload Limit (Optional)
   

   Specify the maximum number of files that are allowed to be uploaded on your record. If no value is specified, a default of 10 files will be applied.
   

   
   
4. Click Next.
   

1. Generate Public URL Checkbox Field
   

   Specify the field used to generate the public upload link.
   
2. UUID Field
   

   Specify the UUID Field. This field will store the UUID which will be used to generate a public upload link.
   
3. Public Upload URL Field
   Specify the field ID for storing the generated public upload link. You'll also need to create a formula field to dynamically generate the URL using the UUID, record type, and record ID.

   
   

   Basic formula structure for the formula field:
   

   CASE WHEN {BASE URL LINK} IS NOT NULL THEN CONCAT({BASE URL LINK}, CONCAT(CONCAT('&id=', {id}), CONCAT('&rectype=', {type}))) ELSE  '' END
   

   In the case of a custom record, replace Record Type with your custom record’s record type ID.  You can find the custom record type ID from your records URL or on the custom record itself.
   
   The generated URL will be like: https://hostname.suitextend.net/v1/approval/order/9200f816-6a88-4ba9-848e-8a9faafc2d50?id=39776&rectype=salesord

   
   

   To set specific field values during upload, add them to the URL formula. For example, to set the “eXtendFiles - File Type” field to “Final Artwork”, for which the field ID is “custrecord_extfile_type_custlist” and its list value is “4”, you will create your formula field as:
   

   
   

   CASE WHEN {BASE URL LINK} IS NOT NULL THEN CONCAT({BASE URL LINK }, CONCAT('&id=', CONCAT({id}, CONCAT('&rectype=', CONCAT({type}, CONCAT('&custrecord_extfile_type_custlist=', '4')))))) ELSE '' END
   

   
   

   The final generated URL be:  https://hostname.suitextend.net/v1/approval/order/9200f816-6a88-4ba9-848e-8a9faafc2d50?id=39776&rectype=salesord&custrecord_extfile_type_custlist=4 
   
   Note: In the case of a select field, you will have to provide the option’s list value instead of its name.
4. Folder Info Record Field (Optional)
   

   When using Folder Information records to Upload Files to Specific Folders in eXtendFiles, specify the eXtendFiles - Folder Information field reference to use for public upload. This is applicable only to Amazon S3, Google Cloud Storage, Oracle Object Storage, and Microsoft Azure.
   

   
   

   Included field for native NetSuite transaction types: custbody_extend_files_folder_info
   

   Note: the field must be of the list/record field type, and the sourcing record should be eXtendFiles - Folder Information.
   
   
5. Click Next.
   

1. Saved Search
   

   Specify a Saved Search here.
   

   
   

   To do this:
   

   Create an eXtendFiles saved search using the criteria to filter to the record(s) related to that specific record type. This saved search should be created using the eXtendFiles record type and must include the eXtendFiles Record Field in its filter criteria.
   

   
   Example: If you are adding public upload to the "File Feedback" custom record, enter the record reference field from "eXtendFiles Record Field" in the criteria of this saved search so that it only returns eXtendFiles associated with that record type.

   
   

   
   
2. Click Next.
   

1. Go to Customization → Scripting → Scripts.
   
2. Find the script file titled eXtendFiles Public Upload User Event and view it.
   
3. Click the Deploy Script button and deploy the script on the Applies To record type, with a Status of Released, and All Roles as the Audience.  Repeat these steps for each record which needs the Public Upload feature enabled.
   
4. After the script is deployed, click Next in the public upload configuration modal.

1. If you'd like to add Customized Uploader Fields, click the button to begin configuration.
   

1. Click Submit to save your changes.