Workflow Actions

The tool includes three scripted workflow actions which allow you as a user to utilize your created layouts in any existing or new workflow configured in NetSuite. The workflow actions are:

  • Preview PDF WA

    • Allows the user to render and view the PDF in a pop-up from any record in NetSuite. The user can then for example choose to print or save the file directly on their desktop.

  • Order PDF WA

    • Enables the user to send the rendered PDF as an attachment to a pre-configured recipient or a chosen recipient directly from the pop-up window. Custom value fields in the layout can be filled in before the PDF is rendered. This workflow action can also be used to save the PDF in the file cabinet in NetSuite or automatically email the PDF using a scheduled workflow for example.

  • Create PDF WA

    • Creates the PDF document and stores it in NetSuite. Most applicable when running server-side workflow, e.g. scheduled workflows.

These actions will be described in more detail in the next section of this page.

The most common setup when deploying your created layout using workflow is that you have a workflow state containing a button and when clicked the workflow makes a transition to a workflow state containing one of the below workflow actions.

Just like with any workflow you can run the workflow actions in more complex workflows too.

The workflow actions included are available for all record types that support workflow.

Workflow Action: Preview PDF WA

This workflow action is used when you want to view a PDF in directly in your browser. When used, NetSuite will create and display the PDF in a pop-up window. Thus, this workflow action is only applicable for the UI.

The workflow action takes 2 parameters:

  • Layout (mandatory): In the value field, select the Layout. Please note that if the layout has a defined base record type, it should only be used in workflows for that record type.

  • Layout Fields (optional): If your layout contains value fields you can add default values for those fields here before creating the PDF. See Paramater Configuration for more details.

Workflow Action: Order PDF WA

This workflow action has more than one function and takes more parameters compared to the SCL Preview PDF workflow action. Here are 3 different scenarios when you can use this action in one of your workflows.

  1. When the user clicks on a workflow button in the UI the Order Printout form should open up in the browser and allow the user to preview, email or only create the PDF.

  2. A PDF should be emailed as an attachment from a scheduled workflow.

  3. A PDF file should be created and stored in NetSuite, triggered from a scheduled workflow.

Given the three different usage areas above, this workflow action is useful both in the UI but also on the serverside in for example scheduled workflows.

The workflow action takes 14 paramaters:

  • Layout (mandatory): In the value field, select the Layout. Please note that if the layout has a defined base record type, it should only be used in workflows for that record type.

  • Since the remaining parameters are also configured for the Deployment record, a shared description of the parameters and how they should be configured can be found in the Paramater Configuration chapter.

Workflow Action: Create PDF WA

This workflow action is used when you want to create a PDF and store the file in NetSuite file cabinet. This workflow action is mostly used server-side, e.g. in scheduled workflows, but can also be used in the UI.

The workflow action takes 6 parameters:

  • Layout (mandatory): In the value field, select the layout. Please note that if the layout has a defined base record type, it should only be used in workflows for that record type.

  • Since the remaining parameters are also configured for the Deployment record, a shared description of the parameters and how they should be configured can be found in the Paramater Configuration chapter.

Which workflow action should I choose?

Choosing the right workflow action might be difficult in the beginning since they have different usage and functions.

Record in the table to the right is referring to the Deployment record.