Version: eXtendFiles all versions
Audience: Administrator, Developer, User

Overview

NetSuite email communication is an important component of business operations, allowing users to share important information with customers, vendors, and colleagues. When working with files and documents stored in eXtendFiles, incorporating links to these files directly into NetSuite emails ensures recipients can access important information seamlessly.

This guide outlines various methods to include eXtendFiles links in NetSuite emails, ranging from simple manual approaches to advanced automated solutions.

Prerequisites

• eXtendFiles installed and configured in your NetSuite account
  
• Appropriate permissions to access and share eXtendFiles records
  
• Basic understanding of NetSuite email functionality
  
• NetSuite Administrator access (for some advanced methods)
  

Methods for Including eXtendFiles Links in Emails

There are several approaches to include eXtendFiles links in NetSuite emails, ranging from simple manual methods to automated solutions.

Method 1: Manual Copy-Paste into Email

The simplest approach is manually copying and pasting file links directly into emails.

1. Open the eXtendFiles record containing the file you want to share
   
2. Locate the appropriate URL field on the record. See URLs and Uploaded File Access in eXtendFiles: A Guide to determine the appropriate field for your environment
   
3. Copy the URL to your clipboard
   
4. Open or create a new email in NetSuite or your email client
   
5. Paste the URL into the email body
   
6. Optionally, use advanced link formatting to create a hyperlink with descriptive text:
   
   <a href="PASTE_URL_HERE">Click here to access the file</a>
   

Method 2: Manual Field Population

For recurring communications, you can manually populate a custom field on your record with file links.

1. Create a custom field on your record (if not already available) to store a URL for a specific file
   
2. When creating or editing the record, copy the eXtendFiles link to be used. See URLs and Uploaded File Access in eXtendFiles: A Guide to determine the appropriate field for your environment
   
3. Paste the link into the custom field on the record
   
4. When sending emails related to the transaction, the field can be referenced in the email template using the appropriate FreeMarker syntax: ${transaction.custbody_your_field_id}
   

This method can be useful when there’s a specific file that should be included in recurring communications, and where a specified file should be sent.

Method 3: eXtendFiles Record in Body Fields

Leverage native NetSuite record fields to automatically source file links into email templates.

1. Create a custom body field that references the eXtendFiles record type:
   
   • Create a new field on your NetSuite record with the "eXtendFiles" List/Record type
     
2. Upload or select the appropriate file when creating or editing a record using this field.
   
3. In your email template, reference the file link using the appropriate FreeMarker syntax: ${transaction.custbody_extend_files_field.custrecord_extfile_link}. See URLs and Uploaded File Access in eXtendFiles: A Guide to determine the appropriate field for your environment
   

This method streamlines the process by allowing direct file uploads and automatically sourcing the link to email templates instead of needing to manually copy-paste links into a link field.

Method 4: Saved Searches with Formula Fields

For more dynamic file linking, use saved searches with formula fields to pull the appropriate file links based on criteria.

1. Create a saved search that identifies the relevant files:
   
   • Navigate to Reports → Saved Searches → All Saved Searches → New
     
     • Set the search type to the related record type
       
   • Define criteria to identify the correct file (e.g., related to specific PO or customer)
     
2. Add a the appropriate link field. See URLs and Uploaded File Access in eXtendFiles: A Guide to determine the appropriate field for your environment
   
3. Incorporate this saved search into your email workflow:
   
   • Create a custom field on your record to store the search result
     
   • Use a workflow or script to populate this field with the saved search result
     
   • Reference the field in your email template
     

This method provides powerful flexibility for dynamically identifying and linking to files based on complex criteria without manual user interaction.

Method 5: SuiteScript Solutions

For advanced automation, SuiteScript offers options to dynamically include file links. Scripted methods provide the most flexibility and automation but require development resources and proper testing.

Best Practices

When incorporating eXtendFiles links in emails, following these best practices will ensure a smooth experience for both senders and recipients:

Security Considerations

• Always verify the appropriate access level for files before sharing links in emails
  
• If using a storage type that supports it, consider setting expiration dates for publicly accessible files that contain sensitive information
  
• Use role-based permissions to control who can generate and share file links
  

User Experience

• Use descriptive link text rather than raw URLs (e.g., "Download Invoice PDF" instead of "https://...")
  
• Test email templates with various file types and email clients to ensure proper rendering
  

Frequently Asked Questions (FAQs)

Related Documentation

• Using eXtendFiles in Email Templates - Detailed guide on incorporating file links in NetSuite email templates
  
• Accessible URLs present on eXtendFiles record - Understanding the different URL types available on eXtendFiles records