Oracle NetSuite provides a robust solution for automating many business processes. One of the most powerful features is its built-in workflow functionality, which allows users to automate a variety of tasks across different business functions. The most common use cases are approvals, but workflows can also help with billing automation, record keeping, invoicing, and even customer management.
To help users make the most of this, Oracle offers a native NetSuite concept called SuiteFlow, which allows users to configure custom workflows for any business process.
Below is an example of what you can do with NetSuite Workflows:
Every time a new customer record is created, it automatically triggers an internal notification to the sales team. If the customer is from a certain region, also assign them to a specific sales representative. Once verified, send a welcome email and assign a follow-up task in 7 days.
This is just a basic example, but the possibilities are endless. Workflows in NetSuite can be customized for virtually any process, from customer relationship management to automating financial tasks.
Why have we created this guide?
While creating a basic workflow in NetSuite is relatively simple, creating workflows that align with complex business needs can be complicated. Many users face challenges customizing workflows for specific use cases, especially when scaling them across multiple departments.
Some common problems:
- Advanced workflows will often require a dedicated developer or administrator as it is difficult to manage as a secondary activity.
- NetSuite workflows sometimes lack the flexibility needed for some custom scenarios.
- Workflows can slow NetSuite performance if they are not optimized for larger volumes. This may impact your daily NetSuite operations.
- Creating workflows that involve external systems or additional data can be challenging.
This guide will help you solve these problems and create workflows that are powerful and efficient.
What we will cover in this article:
- Configuring basic workflows using native NetSuite SuiteFlow
- Understand the differences between SuiteFlow and SuiteApp
- Handling more complex, multi-step workflows in NetSuite
- The pros and cons of keeping workflows within NetSuite vs. extending them outside
- Using third-party tools for advanced workflow automation
How to configure workflows in NetSuite
To configure workflows in NetSuite, you will need to activate SuiteFlow. SuiteFlow is NetSuite's tool for defining and automating business processes. Depending on your needs, you might also consider SuiteApps, which are pre-built templates for specific workflows.
Generally speaking, these are the steps to create a custom workflow in NetSuite:
- Access SuiteFlow
Navigate toCustomization > Workflow > Workflows > New. Make sure SuiteFlow is enabled by going toSetup > Company > Enable Features > SuiteCloud tab. - Create a new workflow
Click New Workflow, give it a name (e.g., “Customer Onboarding Process”), and set the record type (e.g., Customer, Transaction, Lead). Select whether the workflow is event-based or transaction-based. - Set entry conditions
Add input criteria, which define when the workflow should be triggered (for example, when a customer record is created). - Define workflow states
- State 1: Initial action – Define what happens when the workflow is activated (for example, creating a task).
- State 2: Tracking – Set a follow-up action, such as sending a confirmation email.
- State 3: Completion – Define the final state (for example, when the customer record is completely updated).
- Add workflow actions
In each state, define specific actions such as sending an email, updating a field, or transitioning to a new state. - Set up workflow logic
Set up conditional logic for each status (for example, if a customer is marked “VIP”, assign a special manager). - Test and implement
Run some tests to ensure that the workflow works as expected. Once verified, release it for general use by setting the workflow to “Released”.
Setting up a basic workflow in NetSuite is simple.
SuiteApps vs SuiteFlow
NetSuite offers two main ways to automate business processes: SuiteFlow and SuiteApps. SuiteApps are preconfigured workflows designed for specific use cases. If you need a simple workflow with minimal customization, SuiteApps might be the best option.
When should you use SuiteApps?
– If you need a pre-built solution for basic processes
– When you want a fast, out-of-the-box workflow without custom development
– If your approval or workflow structure is relatively simple and linear
SuiteFlow, on the other hand, offers much more flexibility for creating custom workflows. While it requires more installation and configuration, it allows you to handle more complex processes with conditional logic, multiple stages, and integration with other systems.
For example, if you are setting up a custom workflow to handle customer support tickets, SuiteFlow will allow you to define complex processes based on ticket priority, customer category, and escalation paths.
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Common challenges with workflows in NetSuite
While NetSuite workflows can be incredibly useful, scaling them across your entire enterprise presents some challenges.
Below are some commonly reported problems:
- Limited workflow logic
NetSuite allows you to configure basic workflows, but more advanced automation (such as semantic logic or integrations) requires additional customization using SuiteScript or third-party tools. - Complex routing
Handling multiple branches in a workflow, such as parallel approvals or conditional routing, can make workflows complex and difficult to maintain. - Performance issues
Large workflows, especially those that are triggered in real time, can slow down NetSuite performance, especially when dealing with large data sets. - Context switching
Keeping context intact as a record transitions between different workflow states is complicated. For example, locking a record too early can lead to errors, while allowing edits during key stages can create compliance issues.
When to extend workflows outside of NetSuite
While NetSuite's integrated tools are powerful, there are times when it makes sense to extend workflows beyond the ERP system. Some examples include:
- Integration with external systems
For example, if your workflow involves both NetSuite and an external CRM, it may be easier to manage approvals or actions outside of NetSuite but still sync data. - Reduce NetSuite licensing costs
In some cases, users only need to approve transactions or perform specific tasks. You can extend workflows to external platforms such as Email or Slack to avoid purchasing additional NetSuite licenses. - Critical missing context (long email threads, Zendesk or JIRA tickets, Slack customer channels) because they don't integrate with NetSuite.
<h2 id="how-to-use-ai-workflow-automation-for-complex-workflows”>How to use ai workflow automation for complex workflows
Sometimes NetSuite's native tools are not enough to handle advanced workflows. In these cases, third-party automation tools like Nanonets can help you manage workflows that are more complex or require integration with multiple systems.
For example, Nanonets can integrate your workflow approvals with platforms like Slack, email, or even your CRM, streamlining processes without needing to handle complex scripts within NetSuite.
Advantages of nanonets for workflow automation:
- Reduce manual tasks with ai-powered automation
- Can integrate with multiple platforms (Slack, Teams, Zendesk, etc.)
- Easily manage complex workflows that span multiple systems
- Real-time synchronization with NetSuite
Conclusion
NetSuite workflow tools, especially SuiteFlow, offer a powerful way to automate and optimize business processes. However, depending on your specific requirements, you may need to combine SuiteFlow with third-party tools such as Nanonets to create more flexible and scalable workflows.
By leveraging the right combination of automation tools, you can streamline operations, improve efficiency, and reduce manual tasks across your organization.
