Version: eXtendFiles all versions
Audience: Administrator
Using NetSuite's native Workflow functionality, you can easily send email notifications to a recipient when a new eXtendFiles record is uploaded via the Public Upload Feature.
In this sample, we'll be configuring a Workflow for use on the eXtendFiles record to send an email notification to the Sales Rep from the associated Sales Order when an eXtendFiles record is uploaded with the Public Upload feature. Thanks to eXtendFiles' flexibility, your own Public Upload Notification Workflow can use different associated records (e.g. Purchase Order instead of Sales Order) and email recipients depending on what record types eXtendFiles Public Upload is being used within your account.
1. Navigate to Customization → Workflow → Workflows → New.
2. Enter a Name and Description for your Workflow.
3. Set the Record Type to eXtendFiles.
4. In the Event Definition section, enable On Create, set the Trigger Type to After Record Submit and add a condition to only run when the eXtendFiles - Public File Upload field is checked.
Note: if you have additional criteria to add for when you want the notification to trigger (or exceptions where you do not want it to trigger), you can add them here.
5. Save the Workflow in the Release Status of Testing.
6. Edit the Workflow, and edit State 1
7. Click the New Action button to define the Send Email action.
8. Select the Send Email action and define the Sender, Recipient, and Email Template to use and click Save.
In this example we're sending the email from the eXtendTech Server user, sending the email to the Sales Rep on the eXtendFiles - Original Transaction, and using the the Workflow's built-in template editor.
Additional Notes:
- You can add additional recipients to CC or BCC depending on your requirements.
- The eXtendFiles - Original Transaction field is the record on which the eXtendFiles record was initially uploaded. There are additional record joins (e.g. eXtendFiles - Sales Order, eXtendFiles - Purchase Order, etc.) which are available as selections.
- A custom NetSuite Email Template can be used for additional styling of the notification email.
9. Test your Workflow by uploading an eXtendFiles record with Public Upload to confirm everything works as expected, and set the Workflow's Release Status to Released for it to be active for other users.
