Automating the process of sending customer deposit emails in NetSuite can streamline your operations and ensure timely communication with your customers. This guide will walk you through setting up an automated workflow that sends emails based on the availability of the Accounts Payable (AP) email address or defaults to the main customer email if the AP email is not available.
Objective
The goal is to automatically send a customer deposit email with a PDF attachment to the AP email address if available. If no AP email is present, the email should be sent to the main customer email. The email should be triggered automatically upon saving the customer deposit record.
Solution Overview
This solution utilizes NetSuite’s workflow functionality to determine the appropriate email recipient and send the email accordingly. The steps involved include creating and configuring a workflow with dual actions to handle the different recipient scenarios.
Step 1: Create and Configure the Workflow
- Create the Workflow:
- Navigation: Customization > Workflow > Workflows > New.
- Name: “Customer Deposit Email Automation”.
- Record Type: Customer Deposit.
- Event Type: After Record Submit.
- Release Status: Released.
- Trigger On: Entry.
- Save the workflow.
- Add a Workflow State:
- State Name: “Send Email”.
- Description: “Email the customer deposit details based on the availability of email addresses”.
- Configure Dual Actions within the State:
- First Action: Send Email to AP Email Address (if available):
- Condition: Set the action to trigger only if the AP email field is not empty.
- Recipient: AP email address.
- Subject: “Sales Order Deposit: {Deposit Number}”.
- Body: Use the content you have already prepared.
- Attachment: Attach the relevant PDF.
- Second Action: Send Email to Main Customer Email (if AP Email is Empty):
- Condition: Set the action to trigger if the AP email field is empty.
- Recipient: Main customer email.
- Subject: “Sales Order Deposit: {Deposit Number}”.
- Body: Use the same email content.
- Attachment: Attach the same PDF.
Step 2: Testing and Deployment
Before deploying the workflow in your production environment, thoroughly test it in a sandbox environment. Validate that:
- Emails are correctly sent to the appropriate recipient based on the availability of the AP email.
- The email content and attachments are accurate.
Conclusion
By following this guide, you can efficiently automate the process of sending customer deposit emails in NetSuite, ensuring that the correct recipient receives the necessary information. This workflow-based solution leverages NetSuite’s built-in capabilities to streamline communication, reduce manual work, and ensure consistency in your customer interactions.