Introduction

Using a system or integration account is a best practice recommended by eXtendTech when Access Tokens or OAuth 2.0 M2M Client Credentials are required. This practice ensures that your integrations continue to function normally, even in the event of staff changes. This article provides an overview of the benefits and considerations of using a system or integration account.

Benefits of Using a System or Integration Account

Continuity of Integrations

If there are staff changes, any integrations linked to a system or integration account will not be impacted. They will continue to function normally. In contrast, if a personal user account is used for integrations, these integrations may break or need to be moved to another user in the event of staff changes.

Clarity of Record Changes

Using a system or integration account can make record changes more clear. If a normal user is set as the integration user, it can be difficult to determine who truly made a change: the integration or the actual user. A separate integration user eliminates this confusion, making it clear that changes have been sourced from the integration user.

Considerations When Using a System or Integration Account

Licensing Requirements

One potential downside of using a system or integration account is that it will require a separate NetSuite license if an existing system account or integration is not available.

Shared Use

The system or integration account can be shared with other system processes or integrations that are in the account. It does not need to be dedicated to a single application.

Integration Transitions and Potential Downtime

Moving integrations between personal user accounts can be time-consuming depending on the integration and authentication methods involved. This process may result in potential downtime during the transition, leading to a slow and potentially disruptive changeover. Depending on the integration's complexity, this could impact business operations.

When personal accounts are used for integrations, and an employee leaves the company, administrators must:

  • Reassign all integrations to another user account
  • Reconfigure authentication settings
  • Update credentials across multiple systems
  • Test thoroughly to ensure functionality

For this reason, a system or integration account is strongly recommended instead of a personal user account. This approach minimizes disruption and ensures business continuity during staff transitions.