Version: eXtendFiles all versions
Audience: Administrator, Developer

Overview

You can use NetSuite's native workflow functionality to send eXtendFiles' Multi-File Approval links easily. within an email template This can be done by using an email template and workflow, both configured for the record type where the Multi-File Approval link is located.

In this sample, we'll be configuring an email template for use on the transaction (sales order) record for use in Sample Workflow for Sending Sales Order Multi-File Approval Template Email via Button.

Configuration

  1. Go to Documents → Templates → Email Templates → New to create a new email template.
  2. Enter a name and description for your email template, and set the Record Type to Transaction.

  3. Enter the subject line to be used for your email on the Template subtab.

  4. In the template editor section on the Template subtab, click the Image Placeholdericon to enter code editor view.

  5. Paste the sample code below into the code editing area (swapping out text, images, etc. based on your requirements) and click the Image Placeholdericon again to preview your template. Click Save when you're finished editing.



 
<style type="text/css">@import url('https://fonts.googleapis.com/css?family=Montserrat:100,100i,200,200i,300,300i,400,400i,500,500i,600,600i,700,700i,800,800i,900,900i|Playfair+Display:400,400i,700,700i,900,900i');
.footer{
text-align:right;
}
h2, h3, h4 {
font-weight: 600;
}
</style>
<div style="background-color:#e8e8e8; margin:0 auto; padding:30px;font-family: 'Montserrat', sans-serif; font-weight: 400; font-size: 14px;">
<div class="header" style="max-width:700px; margin:0 auto; padding:30px; background-color:#fff; font-family: 'Montserrat', sans-serif; ">
<div style="margin:0 ; text-align:left;"><img alt="" src="https://extendcorp.s3-us-west-2.amazonaws.com/webapproval/logos/TSTDRV1739050-PRODUCTION/logo.png" width="200" /></div>

<h2 style="background-color:#0c5e82; color:#fff; text-align:center;font-family: 'Montserrat', sans-serif;; line-height:18px; padding:10px;"><a href="${transaction.custbody_extend_approval_url}?id=${transaction.id}&rectype=${transaction.type}" style="text-decoration:none;color:#fff;cursor:pointer;">YOUR PROOF IS HERE! CLICK TO VIEW</a></h2>
<p/>
<h4 style="text-align:left; line-height:18px;">Hello <span style="font-family: 'Montserrat', sans-serif; background-color: rgb(255, 255, 255);"><#if (customer.firstName)?has_content>${customer.firstName}</#if>,</span></h4>

<p>Attached is the proof for Sales Order # ${transaction.tranid}<#if (transaction.otherrefnum)?has_content> / PO # ${transaction.otherrefnum}</#if>.<br />
<br />
Take a minute and review all details extra carefully!<br />
<span style="font-weight: 600;">Please pay attention to layout, copy, spelling, imprint color(s) & size.</span><br />
<br />
What's next:</p>

<ol>
<li><a href="${transaction.custbody_extend_approval_url}?id=${transaction.id}&rectype=${transaction.type}" style="color:#f36f21">Click the link</a> to review and select your approval status. If changes are required, provide specific instructions for a revised proof.</li>
<li>Check to see if there are multiple proofs needing attention.</li>
<li>Once approval is submitted, the order is released to production. Tracking information will be emailed once your order has shipped.</li>
</ol>

<div style="padding-top: 0; text-align: center;">
<p style="background-color:#f36f21;color:#fff;font-size: 110%;font-weight: 600;padding: 5px;">***Changes or delayed approvals may result in extended production time and/or additional art/proof changes***</p>
</div>

<div style="padding-top: 20px;">As always, don't hesitate to contact me directly for any questions on your order.<br />
<br />
Thank you!<br />
${transaction.salesRep}</div>
<p/>
<div class="footer"><img alt="" src="https://extendcorp.s3-us-west-2.amazonaws.com/webapproval/logos/TSTDRV1739050-PRODUCTION/logo.png" width="100" /><br />
<!--${companyinformation.mainaddress_text}</div>--></div>
</div>
</div>


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You can then use this email template manually or within a NetSuite workflow. See Sample Workflow for Sending Sales Order Multi-File Approval Template Email via Button for more information on workflow configuration.

Note: the most important part of the email template configuration is using the field id on your record type which is tied to the eXtendFiles Multi-File Approval link so that it is included within your email. In this template example it is the following line:
${transaction.custbody_extend_approval_url}?id=${transaction.id}&amp;rectype=${transaction.type}

You can view the record types on which eXtendFiles is configured with Multi-File Approval functionality (and the associated field id) from the eXtendTech → eXtendFiles → eXtendFiles Approval Setup page on the Multi Approval subtab.
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