Version: eXtendFiles 1.8.8 and above
Audience: Administrator, User

Overview

eXtendFiles can generate secure (signed) approval URLs for single-file and multi-file approvals. Signed approval URLs are time-sensitive and are no longer accessible after the configured expiration period. Use this feature when you need approval links that expire automatically.

There are two ways to generate signed approval URLs. You can use either method on its own, or use both together depending on your use case. Neither method requires the other to be deployed or configured:

1. Inline Generate Approval Signed URL button: Generates a signed URL on demand in real time. The URL is shown to the user and is not saved to a field on the record.
   
   
   
2. eXtendFiles Generate Signed Approval URL workflow action: Returns a generated signed URL. Configure the workflow to save the returned value to a Free-Form Text field when you need the URL stored on the record.
   

Standard (non-signed) approval URL fields are not available when signed approval URLs are enabled. However, the generate checkboxes are still required before a signed approval URL can be created.

Before You Begin

• Ensure that the eXtendFiles Approvals feature has been set up in your NetSuite account against the target record type.
  
• For multi-file approvals on record types other than the defaults, complete Configuring eXtendFiles Multi-Approvals on a New Record Type first.
  

Administrator Configuration

High-Level Deployment Steps

1. Create custom Inline HTML fields if needed, and make the signed approval URL fields visible on the relevant forms.
   
2. Configure multi-approval for the applicable record types (if using multi-file approvals).
   
3. Enable secure approval URL generation and set expiration options in eXtendFiles Configuration.
   
4. Deploy the eXtendFiles Generate Signed Approval URL workflow action on record types where signed URLs must be saved on the record (optional).
   
5. Enable the record for approvals using the generate checkbox, then generate the signed URL with the inline button or workflow.
   

Enable Secure Approval URLs

1. Go to eXtendTech → eXtendFiles → eXtendFiles Configuration.
   
2. Open Collaboration Settings → General from the menu.
   
   
   
3. Configure the Signed Approval URL settings:
   
   • Sign Approval URL: Enable this preference to allow signed single-file and multi-file approval URLs.
     
   • Regenerate Approval Signed Token: Use this when you need to invalidate all existing approval signed tokens and generate a new approval signed token.
     
   • Approval URL Expiration Time: Specify how long signed approval URLs remain valid.
     
4. Save your configuration.
   

Configure Inline HTML Button Fields

The inline HTML field renders the Generate Approval Signed URL button on the form.

eXtendFiles record (single-file)

Use the bundled field:

• Field ID: custrecord_extfile_cpy_approval_url
  
• Field name: eXtendFiles - Copy Approval URL
  
• Display Type: Normal
  

Make this field visible on the eXtendFiles forms where users should generate signed single-file approval URLs.

Purchase, sale, and opportunity transactions (multi-file)

You can use the bundled field:

• Field ID: custbody_extend_approval_inline_field
  
• Field name: Approval Inline field
  
• Display Type: Normal
  

Make this field visible on the transaction forms where users should generate signed multi-file approval URLs.

Other record types (multi-file)

1. Create an Inline HTML field on the target record type.
   
2. Go to eXtendTech → eXtendFiles → eXtendFiles Configuration.
   
3. Open Collaboration Settings → Multi-Approval Setup.
   
4. Configure the row for the record type and set Inline Reference Field to your Inline HTML field.
   
   
   
5. Save the multi-approval configuration.
   
6. Make the Inline HTML field visible on the custom form for that record type and with a Display Type of Normal.
   

For full multi-approval field and workflow setup on additional record types, see Configuring eXtendFiles Multi-Approvals on a New Record Type.

Store Signed Approval URLs with a Workflow

Use the eXtendFiles Generate Signed Approval URL workflow action when the signed URL must be retained on the record (for example, to email later or reference in another process).

By default, the workflow action returns the signed URL and does not save it to a field. Configure the workflow to store the return value.

Recommended setup

1. Create a Free-Form Text custom field on the target record type to store the signed approval URL.
   
2. Deploy the eXtendFiles Generate Signed Approval URL workflow action script on each record type that needs stored signed URLs:
   
   • Deploy on the eXtendFiles record for single-file signed approval URLs.
     
   • Deploy on multi-approval-enabled record types for multi-file signed approval URLs.
     
3. Create or update a workflow on the target record type.
   
4. Add the eXtendFiles Generate Signed Approval URL custom action.
   
5. Set the workflow action trigger to Before Record Submit.
   
6. Configure the workflow to store the workflow action return value in your Free-Form Text field.
   
   
   

Notes:

• The workflow action return type is Free-Form Text. Do not change it to Hyperlink. A Hyperlink return type is not supported for field selection in the workflow without additional logic, and any return type change is reset on bundle update.
  
• There is no standard eXtendFiles field that records when a signed approval URL expires. If you need an expiration timestamp, add your own field and set it in the workflow.
  
• The eXtendFiles Generate Signed Approval URL workflow action is independent of the Auto Generate Approval/Public Upload URL feature. Auto-generate workflows do not create signed multi-approval URLs. If you need stored signed URLs, configure this workflow action separately. See How to Automatically Generate Approval and Public Upload URLs in eXtendFiles.
  

User Guide

Generate a One-Time Signed Approval URL (Inline Button)

Use the inline button when you need a signed approval URL immediately and do not need it stored on the record.

Single-file signed approval URL

1. Create a new eXtendFiles record or edit an existing one. Enable the eXtendFiles - Generate Public Link checkbox and save the record.
   

   
   

   
   

2. Click Generate Approval Signed URL to create a time-limited signed approval URL. The button is provided by the eXtendFiles - Copy Approval URL field (custrecord_extfile_cpy_approval_url).
   

   
   
3. If you cannot see this field or button, contact your NetSuite Administrator.
   

4. Copy the generated signed URL and share it with the recipient. After the configured expiration period, generate a new signed URL using the same button.
   

Multi-file signed approval URL

1. Create a new record or edit an existing multi-approval-enabled record. Enable the Files Generate Approval URL (or equivalent) checkbox and save the record.
   
2. A standard multi-file approval URL is created in the configured approval URL field. This field remains available when signed approval URLs are enabled.
   
   
   
3. Click Generate Approval Signed URL to create a time-limited signed multi-file approval URL. The button is provided by the configured Inline HTML field:
   
   
   
4. If you cannot see the button field, contact your NetSuite Administrator.
   
5. Copy the generated signed URL and share it with the recipient. After the configured expiration period, generate a new signed URL using the same button.
   

Note: The inline button generates the signed URL in real time and does not save it to a field. If your process requires the URL to remain on the record, your NetSuite Administrator can configure the eXtendFiles Generate Signed Approval URL workflow action.

Frequently Asked Questions (FAQs)

Q: What is the difference between the inline button and the workflow action?

A: The inline Generate Approval Signed URL button creates a one-time signed URL in real time and does not store it on the record. The eXtendFiles Generate Signed Approval URL workflow action returns a signed URL that your workflow can save to a Free-Form Text field.

Q: Do I still need the generate approval URL checkboxes?

A: Yes. Enable the applicable generate checkbox and save the record before generating a signed approval URL.

Q: Are standard approval URL fields still available?

A: No. Standard (non-signed) approval URL fields are not accessible for use when signed approval URLs are enabled.

Q: Can signed approval URLs be stored automatically with Auto Generate URLs?

A: No. Auto Generate Approval/Public Upload URLs does not create signed multi-approval URLs. Use the eXtendFiles Generate Signed Approval URL workflow action when you need signed URLs stored on the record.

Q: Can I change the workflow action return type to Hyperlink?

A: No. Keep the return type as Free-Form Text. Changing it to Hyperlink is reset on bundle update and prevents selecting a URL field as the workflow target without additional logic.

Q: Is there a field that shows when a signed approval URL expires?

A: No standard field records the expiration time. If needed, create your own field and set it in the workflow when the signed URL is generated.

Q: What happens when a signed approval URL expires?

A: The URL is no longer accessible. Generate a new signed URL with the inline button or your configured workflow.