Requirement
The client has requested the integration between NetSuite and Monday.com. It will sync key records (Sales Orders, Quotes, Items, Customers, Leads) and Activities (Tasks, Events, Calls, Emails) bidirectionally. The integration will support real-time updates from NetSuite to Monday.com using GraphQL subscriptions and a scheduled sync from Monday.com back to NetSuite, allowing teams to manage and track all CRM-related information centrally in Monday.com.
Deliverables
The implementer has reviewed the requirement thoroughly and proposes the following deliverables:
Prerequisites
- NetSuite Sandbox or Production Access: Access to NetSuite Sandbox and Production environment is required to facilitate the integration testing and deployment process. Additionally, the NetSuite account must have the “Token-based Authentication” feature enabled, along with other necessary settings for Restlet integration.
- API Documentation for Monday.com: Comprehensive API documentation for the Monday.com system is necessary to understand the available endpoints, data structures, and integration methods.
- Authorization Tokens/Client ID for Monday.com: Access to valid authorization tokens or the Client ID for the Monday.com system is essential to authenticate and establish secure communication between the two platforms.
- Monday.com System Access: Access to the Monday.com system will aid in better understanding the existing configurations and facilitate smoother integration efforts.
Integration Setup for NetSuite Rest API:
The implementer will configure the necessary integration setup for the Restlet integration in NetSuite, which includes the following steps:
- Integration Record Creation: An integration record will be created in NetSuite to enable token-based authentication for the Restlet integration. This will ensure secure communication between NetSuite and Monday.com.
- Custom Integration Role Creation: A custom integration role with limited permissions will be created in the NetSuite account. This role will be assigned to users who will interact with the RESTlet API, ensuring that only the necessary actions can be performed.
- Access Token Creation: The implementer will generate an access token for the newly created custom role. This token will be used to authenticate API requests made to the Restlet.
- Authorization Credentials: The implementer will share the necessary authorization credentials, including the access token, with the client, enabling them to make requests to the Restlet API.
I. Customer Record creation and update
Real-Time and Scheduled Synchronization
- Real-Time Sync for New Records:
Using GraphQL subscriptions, new Customer records created in NetSuite will be detected in real-time. This will trigger the automatic creation of corresponding Customer entries in Monday.com, ensuring that newly added customers are immediately available for team access in Monday.com.
- Real-Time Update from NetSuite to Monday.com:
For any changes made to Customer records in NetSuite (such as updates in contact information, status, or address), NetSuite will push these updates to Monday.com using a GraphQL mutation. This ensures that Monday.com reflects the latest customer details from NetSuite in real-time, keeping CRM records accurate and up-to-date.
c. Scheduled Sync from Monday.com to NetSuite:
Updates to Customer records made directly in Monday.com will sync back to NetSuite on a scheduled basis (e.g., every 12 hours) through a GraphQL mutation. This scheduled sync provides a regular update interval to ensure data consistency, capturing any changes made by teams in Monday.com and reflecting them in NetSuite.
Customer Board Setup in Monday.com
A dedicated Customer Board in Monday.com will store all customer data, with columns mapped according to key fields (Customer ID, Name, Contact Information, Billing Address, etc.) as per the data mapping table.
II. Lead Record creation and update
- Real-Time Sync for New Lead Records:
Using GraphQL subscriptions, any new Lead records created in NetSuite will be detected in real-time. This will automatically trigger the creation of a corresponding Lead entry in Monday.com, allowing the sales team immediate access to new leads directly within Monday.com’s CRM.
- Real-Time Update from NetSuite to Monday.com:
For any updates to Lead records in NetSuite (such as changes in lead status, contact information, or lead source), NetSuite will push these updates to Monday.com through a GraphQL mutation. This real-time sync ensures that Monday.com reflects the most current lead details from NetSuite, keeping the CRM data accurate and actionable.
- Scheduled Sync from Monday.com to NetSuite:
Updates to Lead records made directly in Monday.com (such as changes in priority, lead source, or notes) will sync back to NetSuite on a scheduled basis (e.g., every 12 hours) via a GraphQL mutation. This periodic sync allows any modifications in Monday.com to be recorded in NetSuite, maintaining data alignment across both systems.
Lead Board Setup in Monday.com
A dedicated Lead Board in Monday.com will house all lead data, with fields mapped according to essential information (Lead ID, Name, Contact Information, Lead Source, Status, etc.) as outlined in the data mapping strategy.
III. Sales Order Record creation and update
Real-Time and Scheduled Synchronization
a. Real-Time Sync for New Sales Order Records:
With GraphQL subscriptions, new Sales Orders created in NetSuite are immediately detected and synced to Monday.com, triggering the automatic creation of corresponding Sales Order entries. This real-time sync ensures that the sales and operations teams have instant access to new order details within Monday.com’s CRM for further processing.
b. Real-Time Update from NetSuite to Monday.com:
Any updates to Sales Order records in NetSuite (such as changes in order status, shipping details, or item quantities) will push in real-time to Monday.com via a GraphQL mutation. This ensures that Monday.com always reflects the latest order information, allowing teams to manage order fulfillment and tracking accurately.
c. Scheduled Sync from Monday.com to NetSuite:
Updates to Sales Order records made directly in Monday.com (such as status updates or notes related to order fulfillment) will sync back to NetSuite on a scheduled basis (e.g., every 12 hours) using a GraphQL mutation. This scheduled sync ensures that any changes in Monday.com, especially those from customer support or sales operations, are captured in NetSuite for comprehensive record-keeping.
Sales Order Board Setup in Monday.com
A dedicated Sales Order Board in Monday.com will track all sales order data, with fields mapped for key information (Order ID, Customer, Order Date, Status, Total Amount, Shipping Details, etc.).
IV. Quotes Record creation and update
Real-Time and Scheduled Synchronization
1. Real-Time Sync for New Quote Records:
o Using GraphQL subscriptions, any new Quotes created in NetSuite are detected instantly, triggering the automatic creation of corresponding Quote entries in Monday.com. This real-time sync allows the sales team in Monday.com immediate access to new quotes for prompt follow-up and conversion efforts.
2. Real-Time Update from NetSuite to Monday.com:
o For any updates made to Quote records in NetSuite (such as changes in quote status, expiration date, or item details), NetSuite will push these updates to Monday.com through a GraphQL mutation. This keeps Monday.com up-to-date with the latest quote information, ensuring the team has accurate data for customer engagement and follow-up.
3. Scheduled Sync from Monday.com to NetSuite:
o Updates made to Quote records directly in Monday.com (like status updates, revised totals, or additional notes) will sync back to NetSuite on a scheduled basis (e.g., every 12 hours) using a GraphQL mutation. This scheduled sync captures any changes made in Monday.com, ensuring NetSuite has a complete record of the latest quote information.
Quote Board Setup in Monday.com
A dedicated Quote Board in Monday.com will store all quote data, with fields mapped according to key information (Quote ID, Customer, Quote Date, Expiration Date, Status, Total Amount, etc.) as per the data mapping.
V. Item Record Creation and update
Scheduled Synchronization for Item Records
To synchronize item records from Monday.com back to NetSuite in a structured and periodic manner, a scheduled sync will ensure that any changes made in Monday.com (such as item availability, pricing updates, or new item creation) reflect in NetSuite at regular intervals without the need for real-time updates.
Scheduled Sync from Monday.com to NetSuite (Every 12 or 24 Hours):
1. Creation of New Items in Monday.com:
Any new items created in Monday.com will be synced to NetSuite during the scheduled sync (e.g., every 12 or 24 hours). This will create a corresponding item entry in NetSuite with essential details like Item Name, SKU, Price, Stock Availability, and Category.
2. Update of Existing Items in Monday.com:
Updates to existing items in Monday.com (such as changes to price, stock availability, or description) will be synced back to NetSuite on the same schedule. This ensures NetSuite reflects the most recent item data, helping maintain accuracy in inventory and pricing.
3. GraphQL Mutation for Scheduled Sync
During each scheduled sync, a GraphQL mutation will:
o Detect new or updated items in Monday.com since the last sync.
o Push these changes to NetSuite in a batch process, optimizing API calls and minimizing data load.
o Log each sync event to monitor the success of each scheduled update, providing a clear audit trail for troubleshooting if needed.
Item Board Setup in Monday.com
A dedicated Item Board in Monday.com will store all synced item data, mapped to key fields such as:
Ø Item ID: Unique identifier for cross-referencing.
Ø Item Name, SKU, Category: Basic item details.
Ø Price and Stock Availability: Essential for pricing and inventory tracking.
Ø Description: Additional details for item information.
VI. Scheduled Synchronization for Activities Creation and updating
To synchronize Calls, Events, Tasks, and Emails between NetSuite and Monday.com, a scheduled sync approach will be implemented. This will ensure that new activities or updates to existing activities in either platform are reflected in the other system at regular intervals. This strategy is optimal for activities that do not require real-time updates but still benefit from consistent synchronization.
o Scheduled Sync Frequency:
1. The scheduled sync can run every 12 or 24 hours, depending on business needs and the desired frequency of updates.
o Sync Direction and Scope:
1. From NetSuite to Monday.com: New or updated activities in NetSuite will be detected and synced to Monday.com during the scheduled sync. This includes newly created calls, events, tasks, and emails, as well as updates to existing activities (such as status changes, completion, or rescheduling).
o From Monday.com to NetSuite: Updates made in Monday.com to activity records will be pushed to NetSuite on the same schedule. This will cover changes such as task completion, event rescheduling, or updates to activity notes and statuses.
o GraphQL Mutation for Scheduled Sync
1. The scheduled sync will use GraphQL mutations to:
2. Identify and retrieve new or updated activities in NetSuite and Monday.com since the last sync.
3. Batch these updates and push them to the respective platform, optimizing the number of API calls.
4. Log sync activity to maintain an audit trail and identify any errors or discrepancies for troubleshooting.
o Activity Boards Setup in Monday.com
o Each type of activity (Calls, Events, Tasks, Emails) will be mapped to columns in Monday.com with essential fields for tracking. A Unified Activity Board or separate boards per activity type can be set up depending on team preference.
o Activity Types and Fields:
1. Calls: Subject, Date, Duration, Assigned To, Status, Notes.
2. Events: Title, Start Date & Time, End Date & Time, Location, Organizer, Attendees.
3. Tasks: Title, Due Date, Priority, Assigned To, Status, Notes.
4. Emails: Subject, Date Sent, Sent By, Sent To, Status, Body.
VII. Error handling
To ensure data consistency and reliable functionality in the integration between NetSuite and Monday.com, we’ll use a straightforward error-handling mechanism that includes detection, logging, and notification. This system will monitor API responses to detect issues like authentication errors or data mismatches, validate data formats before syncing, and identify any conflicts when records are updated in both systems. All errors will be recorded in a centralized log, categorized by severity for efficient tracking, and assigned a unique ID for easy troubleshooting. Critical issues will trigger immediate alerts to the team, while non-critical issues will be summarized in regular reports. This approach keeps data synchronized, supports quick error resolution, and allows proactive monitoring, ensuring a smooth and reliable integration.
Assumptions
1. This proposal was prepared without direct access to the client’s NetSuite account, Monday.com account, or GraphQL API documentation. Any discrepancies arising from existing customizations, configurations, or accounting setups in these systems may impact the integration. If issues are identified during development, particularly those related to custom configurations, they may require additional development through a change request.
2. It is assumed that the client will provide complete and detailed API documentation for Monday.com before the development phase begins to facilitate smooth integration. Additionally, it is expected that the client will ensure any custom forms and workflows in NetSuite related to the integration do not interfere with this integration’s operations. Any necessary form setups or adjustments will be handled by the client, as the implementer will not modify form layouts or existing scripts.
3. Emailid will be unique in NetSuite.
Notes
All GraphQL API calls for this integration will use the POST method. The implementer will not be responsible for any customizations within the Monday.com system itself.
Risks
· Unsupported PATCH Requests: NetSuite does not support PATCH requests. If any Monday.com API endpoints use PATCH, the implementer will not be able to incorporate those endpoints in this integration.
· Script Usage Limits: Each Restlet script in NetSuite has a usage limit of 5,000 units and a maximum execution time of 5 minutes. These limits need to be managed to avoid timeouts or usage issues during integration.
· Request/Response Size Limits: API calls are subject to size restrictions. Any request or response should be kept under 10MB to avoid potential failures.
· Concurrency Limits: While unlikely in this integration, concurrency issues may occur if multiple integrations (REST, SOAP, or others) are simultaneously triggered in the client’s NetSuite account.
· Server Downtime: Integration may fail if there is downtime on either the NetSuite or Monday.com server, posing a potential risk to continuous data synchronization.