Version: eXtendFiles 1.5.5 and above
Audience: User

Overview

eXtendFiles allows external users to access and interact with eXtendFiles records from an external webpage, without the need to log into NetSuite. It generates publicly accessible URLs that customers or vendors can use to view files, provide feedback, and approve or reject them.

Note: Private eXtendFiles in the approval templates can be viewed using the signing defaults configured by your NetSuite Administrator. For more information on file signing and eXtendFiles permissions, please contact your NetSuite Administrator.

Single-File Approval

On an eXtendFiles record, you can generate a file-specific approval URL. This URL can be shared with non-NetSuite users to perform review and approval functions for that file.

  1. When creating or editing an eXtendFiles record, set the Generate Public Link checkbox as enabled.
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  2. On the eXtendFiles record, the eXtendFiles - External Form URL field will be populated with a link.
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  3. You can share this link with your customer or vendor to receive feedback and either approve or reject the file. Users with the URL can also download the file depending on the configuration of your template. This information will be sent back to NetSuite for further action.
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Multi-File Approval

You can generate a multi-file approval URL for an Estimate (Quote) or Sales Order. This URL can be shared with non-NetSuite users to perform the approval functions against multiple files which are associated with a single transaction.

  1. Go to an Estimate (Quote) or Sales Order within NetSuite which has multiple eXtendFiles which are pending approval.

  2. Go to the eXtendFiles subtab.

  3. Enable the Generate Approval URL checkbox and save the record to generate the multi-file Approval URL.
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  4. You can send this link to your customer or vendor to provide feedback and approve or reject each included file. Users with the URL can also download the files and upload new files depending on the configuration of your template. This information will be sent back to NetSuite for further action. You can find additional information for sending multi-file approval links in Sample Workflow for Sending Sales Order Multi-File Approval Template Email via Button.Image Placeholder

Multi-File Approvals on Other Record Types

If the multi-file approval feature is configured by your NetSuite Administrator for record types other than Estimates (Quotes) and Sales Orders, the same functionality will apply. However, the fields used to generate a multi-file approval link may vary depending on the configurations set by your NetSuite Administrator.

Note: If your account is configured to generate secure/signed approval URLs, see Using Secure Approval URLs in eXtendFiles for additional information.