Version: eXtendFiles 1.9 and above

Audience: Administrator

Overview

Configurable Files Flow lets you define custom parent-child relationships so eXtendFiles can automatically propagate file references between record types. Use this when you need file flow for record types outside the built-in Linked Transaction File Flow in eXtendFiles relationships.

In you configuration, you define the parent and child record types, the eXtendFiles reference fields used to link files to those records, the parent reference field on the child record, an optional field map, and whether files should also flow from parent to child.

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Prerequisites

  1. The parent and child record types already have eXtendFiles reference fields available. If a record type is not yet set up for eXtendFiles, first Add eXtendFiles to a New Record Type.

Configuration

  1. Go to eXtendTech → eXtendFiles → eXtendFiles Configuration.

  2. Select Files Flow from the menu.

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  3. In the configuration table, click a row and select Add to create a new entry.

  4. Complete the fields for the relationship:

    1. Child record-type: Select the child record type involved in the files flow.

    2. Parent record-type: Select the parent record type involved in the files flow.

    3. Child reference field on eXtendFiles: Select the list/reference field on the eXtendFiles record that links files to the child record.

    4. Parent reference field on eXtendFiles: Select the list/reference field on the eXtendFiles record that links files to the parent record.

    5. Parent record reference field on child: Select the field on the child record that references the parent record.

      For example, if the child record is an Estimate and the parent record is an Opportunity, select the field on the Estimate that lists the related Opportunity.

    6. Enable Parent to Child files flow?: Optionally enable file reference synchronization from the parent record to the child record.

    7. Field Map: Map reference fields on the parent and child record types to eXtendFiles reference fields.

      For example, on an Opportunity you may map the customer field so the related customer is written to the customer reference field on the eXtendFiles record when files flow.

  5. Click Save to save the configuration.

How configurable files flow works

  • Each row defines one parent-child relationship used for eXtendFiles reference synchronization.
  • When files are associated with a configured parent or child record, eXtendFiles can propagate those file references according to the relationship and field mappings you defined.
  • Use configurable files flow for custom or extended record-type relationships that are not covered by the built-in linked transaction file flow.

Example

Scenario: Flow eXtendFiles between a Sales Order (parent) and an Item Fulfillment (child).

  1. Set Child record-type to Item Fulfillment.
  2. Set Parent record-type to Sales Order.
  3. Set Child reference field on eXtendFiles to the eXtendFiles field that references the Item Fulfillment.
  4. Set Parent reference field on eXtendFiles to the eXtendFiles field that references the Sales Order.
  5. Set Parent record reference field on child to the Item Fulfillment field that points to the Sales Order.
  6. Optionally enable Enable Parent to Child files flow? if files on the Sales Order should also flow to the Item Fulfillment.
  7. Use Field Map if additional reference values (such as customer) should be copied onto the eXtendFiles record during flow.
  8. Click Save.

Frequently Asked Questions (FAQs)

Q: When should I use Configurable Files Flow instead of Linked Transaction File Flow?

A: Use Configurable Files Flow when you need file reference flow between record types outside the built-in linked transaction relationships. Use Linked Transaction File Flow for the standard supported transaction chain.

Q: What does the parent record reference field on the child record do?

A: It tells eXtendFiles which field on the child record identifies the related parent record. Without this field, eXtendFiles cannot determine the parent-child link used for file flow.

Q: What is the field map used for?

A: The field map defines how reference fields on the parent and child records map to reference fields on the eXtendFiles record. For example, you can map a customer field from an Opportunity to the customer reference field on eXtendFiles.

Q: Is parent-to-child files flow required?

A: No. Parent-to-child files flow is optional. Enable it only when you also want file references to synchronize from the parent record to the child record.

Q: How quickly are file references linked when using Configurable Files Flow?

A: Configurable Files Flow uses a NetSuite Workflow Action Script, so eXtendFiles record references should be linked relatively close to real time as eXtendFiles records are created. This differs from Linked Transaction File Flow, which processes a limited number of files in real time and handles additional files through a scheduled process.

Q: Do both record types need eXtendFiles reference fields before configuration?

A: Yes. The child and parent reference fields selected in the configuration must already exist on the eXtendFiles record for those record types.