Version: eXtendFiles all versions
Audience: Administrator
Using NetSuite's native Workflow functionality, you can easily send your eXtendFiles' Multi-File Approval links using an Email Template and Workflow which are configured for the record type on which the Multi-File Approval link is present.
In this sample, we'll be configuring a Workflow for use on the Transaction (Sales Order) record using the Sample Email Template for eXtendFiles' Multi-File Approval.
1. Navigate to Customization → Workflow → Workflows → New.
2. Enter a Name and Description for your Workflow.
3. Set the Record Type to Transaction, and set the Sub Types to Sales Order.
4. In the Event Definition section, enable On View or Update, set the Trigger Type to Before Record Load, and add a condition to only show the button if the Multi-File Approval link (Files Approval URL) contains a value.
Note: if you have any other criteria for when the button should be shown you may add it here as well to the Condition field.
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 Email Proof button action.
8. Select the Add Button action and give the button your desired name (in this example we're setting the name as Email Proof) and then click Save.
9. Back on State 1, click Save or Cancel to navigate back to the main Workflow page.
10. Click the New State button to create a second State (State 2).
11. Click the New Action button to define the Send Email action.
12. 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 Sever user, sending the email to the Customer on the Sales Order, and using the eXtend Proof Approval Request template which we created in advance using the instructions in Sample Email Template for eXtendFiles' Multi-File Approval.
Note: you can add additional recipients to CC or BCC depending on your requirements.
13. Back on State 2, click Save or Cancel to navigate back to the main Workflow page.
14. Open State 1, select the Transitions subtab and select New Transition. This transition will be what tells this Workflow to trigger the Send Email action in State 2 when the Email Proof button in State 1 is clicked.
15. Configure the Transition as shown below. Set the To to State 2, and the Execute On Button to Email Proof and click Save.
16. Navigate to a Sales Order where the Multi-File Approval link is populated and you should now see an Email Proof button displayed.
17. Test your Workflow to confirm everything works as expected, and set the Workflow's Release Status to Released for it to be active for other users.
Additional Notes:
- You can set additional Workflow Criteria or Actions to show alerts if the recipient email address is empty and an email cannot be sent to them.
- You can create a custom transaction body field with the Date/Time field type so that you can record the date and time that the email was sent by adding an additional Set Field Value action to State 2 after the Send Email action. This can be useful for reporting on when the last email was sent using the Email Proof button.