This guide covers the advanced configuration of the Workiro SuiteApp for both standard and custom NetSuite records. Please familiarise yourself with our NetSuite SuiteApp guide first and ensure everything works in your environment before progressing.
In this guide
- The Workiro Configuration Record
- Record Mappings
- Configuring a record mapping
- Custom Record Types
- Open in Workiro Desktop App
- Troubleshooting
The Workiro Configuration Record
The Workiro SuiteApp can be configured via the Workiro Configuration Record. You can navigate to this record by searching for 'Workiro Configuration' in the NetSuite search field. The record will have an ID of 1, there is no need to create a New Workiro Configuration Record.
Record Mappings
The Record Mappings tab lists the default NetSuite record types supported by the Workiro SuiteApp and their corresponding entity in Workiro.
For example:
- NetSuite relationship record types such as CUSTOMER correspond to a Workiro Connection
- NetSuite transaction record types such as SALES_ORDER correspond to a Workiro Unit*
*A Workiro 'Unit' is the collection of documents and threads related to that NetSuite record in Workiro.
Configuring a record mapping
You can use the 'New Workiro Record Mapping' button to add a new mapping for standard or custom NetSuite records not shipped by default with the SuiteApp. This guide shows an existing mapping using a default record (Sales Order) for illustration purposes. Whilst configuring a record mapping you can access help by clicking on any field title.
1. Global properties
Choose 'Edit' to configure the properties used to map a NetSuite record to Workiro.
The first set of properties is used globally.
| Field Name | Default value | Notes |
| Inactive | Unchecked | Check to inactivate the mapping and disable the Workiro integration on this record type |
| Workiro Config | 1 | Id of the parent Workiro configuration record |
| NetSuite Record Type | RECORD_TYPE | The NetSuite record that is being configured. Select from standard NetSuite record types Example: SALES_ORDER, CUSTOMER etc |
| Custom Record Type | Alternative to the above, select to configure a custom NetSuite record type you previously enabled. | |
| Workiro Type | Connection or Unit |
The corresponding type in Workiro, for example: NetSuite Relationships = Connection NetSuite Transactions or Projects = Unit |
| Unit Name | {Type} - {TransactionId|Date} |
The default unit name in Workiro, for example: Sales Order - SLS0000609 Use the appropriate Field ID from the record you are configuring, for example: For Custom records use {name} instead of {TransactionId|Date} For Support cases use {casenumber|Date} - {title} etc... |
| Excluded Record Ids | A comma-separated list of IDs can be used to exclude the Workiro integration on specific records of this type |
2. Main Button
To configure how the Workiro button acts on the NetSuite record select the 'Main Button' Tab and configure the properties.
For standard NetSuite transaction records the button is configured to create a thread in Workiro.
| Field name | Default value | Notes |
| Thread Title |
{Type} - {TransactionId|Date} - {EntityName} Not displayed |
The default thread title, for example: Sales Order - SLS0000609 - Bridport Boating. Use the appropriate Field ID from the record you are configuring, for example: For Custom records use {name} instead of {TransactionId|Date} For Support cases use {casenumber|Date} - {title} etc... |
| Button Action |
Create Task or Create Signature |
The type of thread to be created. |
| Button Label Override |
'Send via Workiro' or 'Sign via Workiro' Not displayed |
Override the button text with a different call to action. |
| Attach Document | Checked | Renders the transaction as a PDF and attaches it to the Workiro thread. |
| Attached Document Name | {Type} {TransactionId|Date} |
The default document name, for example: Sales Order - SLS0000609. Use the appropriate Field ID from the record you are configuring, for example: For Custom records use {name} instead of {TransactionId|Date} For Support cases use {casenumber|Date} - {title} etc... |
| PDF Template | Select a PDF template. Required for use with new records when configured to create a task/signature. |
For NetSuite relationship records (Customer, Partner, Vendor, Project etc) the button is configured to open Workiro on the connection or project.
| Field name | Default value | Notes |
| Button Action | Open | The button will open the corresponding connection in Workiro. |
| Button Label Override |
'Open in Workiro' Not shown |
Override the button text with a different call to action. |
For NetSuite custom records, the button can be configured either to create a thread in Workiro or to open Workiro.
3. Tab
To configure the display of the Workiro tab on the NetSuite record select the 'Tab' Tab.
| Field name | Default value | Notes |
| Show Tab | Checked | The Workiro Tab will display on the NetSuite record. Workiro will open on the corresponding 'Connection' or 'Unit'. |
4. Related Records
Netsuite records may be related to other NetSuite records. For example, transactions are related to customers or vendors. This tab tells Workiro which related field (IDs) and record types to look out for.
The standard NetSuite records are configured as shown above.
| Field name | Default value | Notes |
| Field ID | {EntityId} or job | The ID of the field used to look up a related record* |
| NetSuite Record Type | TYPE | Defines which standard NetSuite record type is used with that field |
| Custom Record Type | Defines which custom NetSuite record type is used with that field |
*Note when configuring a NetSuite custom record the related record Field IDs will also be custom, as shown below.
The Field ID can be found by clicking the field name to reveal the field help dialogue. Alternatively, load the record and append '&xml=t' to the URL to display the XML for the record.
5. Field Mappings
The Field Mappings tab should include the name of the field that contains the EntityId, this is used when looking up {EntityName}, for example the name of a related customer or vendor record.
For a custom record (example above) the EntityId is usually referenced via a custom field.
Note that the field name should be added without curly braces and is required for records other than transactions. For example, include 'customer' for Support cases.
6. Secondary Button
A secondary button may be configured on the NetSuite record. As shown below this can be particularly useful on a Transaction or Project record where it can be used to Open Workiro directly on the parent entity (Client / Customer / Vendor etc).
Minimum requirement - SuiteApp 1.4.4
Custom Record Types
To enable a NetSuite custom record for Workiro select the Custom Record Type tab on the Workiro Configuration record.
Create a 'New Workiro Custom Record Type' and complete the fields as shown below.
| Field name | Default value | Notes |
| Name | The name used to identify your custom record in the Workiro Record Mapping tab | |
| Record Script ID |
The ID of the custom record you want to enable for Workiro (for example 'customrecord843'). This can be found by navigating to: Customization > Lists, Records & Fields > Record Types |
|
| Workiro Config | 1 | The related parent Workiro Configuration record. |
Once you have enabled a custom record type it will become available for record mapping. You can configure the properties, button, tab, related records and field mapping as described above.
Custom Record Configuration
The following steps will enable the Workiro integration with a custom NetSuite record.
1. Open the Workiro Configuration Record
2. On the 'Custom Record Types' Tab, create a 'New Workiro Custom Record Type'
3. On the 'Record Mappings' Tab, create a 'New Workiro Record Mapping'
4. Configure the Record Mapping for your custom record using the record mapping guide above.
Open in Workiro Desktop App
In some circumstances your team may wish to jump straight from NetSuite to the Workiro Desktop Application rather than opening a new browser tab. This can be helpful when desktop based document actions are preferred, such as opening documents in PDF or Microsoft Office desktop applications.
From the Workiro Configuration record, check the 'Open in Desktop' option and save the record.
🚨Note that this option is a global setting for your SuiteApp and will apply to the 'Open in Workiro' or 'Send to Workiro' buttons for all users. Users must first install the Workiro Desktop app for the integration to work. As with other similar applications the browser will prompt the user until they choose to 'Always allow' NetSuite to open links in Workiro Desktop.
Troubleshooting
If the Workiro integration isn't functioning as expected on your custom record it may be due to use of restricted permissions for the record (permissions list). You may need to allow the Workiro App 'Role' view access to your record.
- Navigate to Setup > Users/Roles > Manage Roles
- Edit the 'Workiro App' Role
- Under 'Permissions > Custom Record' add 'View level' access to your custom record.
We're standing by to help, get in touch and we'll configure Workiro for your NetSuite.