Proposal Summary
This proposal aims to develop a customized solution to automate opportunity creation through an External Page, tailored to the specific needs of the client. The solution will involve capturing submissions from customers and processing them to create opportunity records seamlessly.
Requirement
The client seeks to overhaul their existing order processing system by developing an internal solution to avoid subscription fees. This involves integrating an email plugin into their system. However, they have outlined two key modifications they wish to implement:
Customer Identification: Currently, customers are identified using their full email addresses. The client prefers to switch to identifying customers by their domain names instead.
Extraction of Order Totals: The client wants to extract order totals from PDF attachments in emails and link them to the respective order records.
Deliverables
Cutom Page
A new custom page will be developed to capture the customer data instead of capturing it through email.
The custom webpage will have the following pages.
- Login page
- Sign Up page
- Forgot password page
- Data entry page
The login page will have the sign-up and forgotten password links. The user must log in using the email address and password. The users who will be using this page need to be provided with prior access.
The user who has access to this page will be stored in a custom record. In the custom record, it will keep the login email addresses and the passwords.
The customers who need access to the page will be notified with an email containing a sign-up link to this custom page. This will be a one-time initial process. The user credentials of the user who signs up to this page will be kept in the custom record created for storing the credentials.
Once the user logs in to the page, the page will have the following fields.
- Subject
- Description
- Files -> Upload the PDF files.
A submit button will be available to submit the entered data. The submitted date will be stored in the custom record, “Order Requests”.
Order Requests Custom record
A new custom record named “Order Requests” will be created to comprehensively store data entered through the custom page. This record will include the following fields:
- FROM -> Login email address
- SUBJECT -> Subject
- BODY -> Description
- FILES -> Files Uploaded
- PROCESS STATUS -> Values will be
- To do
- In progress
- Completed
- Failed
- Error -> To capture the error message in opportunity creation
Opportunity Creation
A script will be developed and deployed to systematically process the Order Requests custom record. This script will carefully go through each “Order Requests” in the system, one by one, will examine each record and identify important details, such as the sender, subject, and any attachments, including the total amount from PDF files.
Once it collects all this information, it will use it to generate new records in the system called “opportunities.” These records help track potential deals or sales that arrive via custom page.
The script will be designed to efficiently handle numerous custom page order requests without slowing down. If it encounters any problems during its operation, it will manage them smoothly. Additionally, it will keep track of any issues encountered for later resolution.
With this script in place, the system will automatically create new opportunity records based on received Order Requests, simplifying work processes, and improving organization.
The script will focus solely on creating opportunity records. Users will be responsible for manually setting project classifications in the opportunity records.
Extraction of Order Total
A new custom field named “Order Total” will be created to capture and store the total amount from the attached PDF.
Furthermore, error handling mechanisms will be implemented to address any issues encountered during the extraction process, ensuring the accuracy and reliability of the extracted order total data. Any errors or exceptions will be appropriately logged for further investigation and resolution.
This enhancement enhances the functionality of the system by providing a streamlined process for capturing and storing order totals from PDF attachments, facilitating better visibility and analysis of order-related information within the NetSuite environment.
Files will be attached to the opportunity record in the Communication subtab and Value of Order Total will be updated in a text field. Any actions after this process will be completed by system or NetSuite User as per the current process.
Error Handling
Comprehensive error handling mechanisms will be implemented to capture and manage errors encountered during Order Requests processing. These errors will be logged in the custom record “Order Requests” for further analysis and resolution.
Assumptions
- The current Email Plugin will be disabled after the development of this customization to avoid conflicts.
- The script will focus solely on creating opportunity records. Users will be responsible for manually setting project classifications in the opportunity records.
- It is assumed that there will be only one contact associated with each domain. If multiple contacts exist, the first customer for the domain will be selected.
- No modifications will be made to the existing bundle, except for the removal of the email plugin.
- Processing large or highly complex PDF files may lead to performance issues, such as slower rendering times or increased memory usage.
- It may encounter difficulties parsing certain types of PDF files, particularly those with non-standard or proprietary features, leading to incomplete or inaccurate extraction of text or metadata.
- It may struggle to correctly interpret text encoded in less common or unsupported character sets, potentially resulting in garbled or incorrectly displayed text when extracting content from PDF files.
- A unique identifier string should be there identifying order id from PDF and following same format will be a best practice to ensure the accuracy of data extraction.
- The preset credential to the custom page needed to be sent to the customers who will be using this custom page.
- Only the deliverable mentioned in the proposal is considered in this phase. All other customizations related to the proscope will be considered as different phases of development.
Risks
- The Custom page usage has a concurrency limit based on the NetSuite concurrency limit in the account. So, simultaneous use of the custom page will have this limitation.