Version: eXtendFiles 1.8.7 and above
Audience: User

Overview

When enabled by your NetSuite Administrator, eXtendFiles records can flow along with NetSuite’s transaction flow. For example, a file uploaded to an Opportunity will also be attached to the subsequent Estimate (Quote), Sales Order, and Invoice in the order lifecycle.

Prerequisites

• Your NetSuite Administrator has enabled linked transaction file flow in eXtendFiles.
  
• You have access to the relevant transaction records in NetSuite.
  

Usage

When linked transaction file flow is enabled, files uploaded to a supported transaction can automatically flow forward (and in some cases backward) to directly-linked transactions.

Supported transaction types

• Opportunity
  
• Estimate (Quote)
  
• Sales Order
  
• Invoice
  
• Purchase Order
  
• Vendor Bill
  
• Vendor Payment
  

Video demo

In this video demo, you will see how eXtendFiles flow throughout the transaction flow/process.

Additional notes

How file flow works (direct links only)

• Directly-linked transactions only: Linked transaction file flow follows NetSuite’s direct transaction links forward and backward. For example, a file uploaded to a Purchase Order can flow forward to a Vendor Bill and Vendor Payment, and backward to a directly-linked Sales Order, Estimate (Quote), and Opportunity (when those records are directly linked in the chain).
  
• Files will not automatically flow to transactions that are not directly linked to the source transaction. For example, files uploaded to a Purchase Order would not be added to an Invoice created from the Sales Order, because the Invoice is not directly linked to the Purchase Order.
  

Current limitation: 1:1 transaction linking

eXtendFiles currently supports 1:1 record linking for linked transaction file flow. For example, if eXtendFiles are added to a Sales Order, it can only link that Sales Order’s eXtendFiles to one Purchase Order and one Invoice.

If there is a 1:N relationship (such as a Sales Order to ten Purchase Orders, or a Sales Order to three Invoices), the eXtendFiles record will not be automatically linked with subsequent Purchase Orders or Invoices after the first one, respectively.

This limitation is due to the fact that the reference field in eXtendFiles only allows linking with a single transaction (as shown in the example below).

Important notes

• File flow to Work Orders requires a custom implementation project with associated development costs.
  
• Additional file flow requirements beyond standard functionality will require custom implementation and associated development costs.
  
• File flow functionality only applies to record (body) level uploads, not to line-level uploads.
  
• If you need file flow across these indirect/branch relationships, a custom implementation project with associated development costs is required.
  
• When a NetSuite Sandbox is refreshed from Production, NetSuite automatically resets the deployment status of Map/Reduce scripts to "Not Scheduled" in the Sandbox environment. This is a safety measure to prevent unintended processing, integrations, or automations from running immediately against freshly copied data.
  
• To enable file flow functionality in a refreshed Sandbox environment, reschedule the eXtendFiles file flow script deployment:
  
  • Title: eXtendTech Files Transform AUT M/R (SCHEDULED)
    
  • Script ID: customdeploy_extend_files_aut_transfer