NetSuite’s Workflow Manager (SuiteFlow) allows users to automate processes such as sending emails when specific field values change. While SuiteFlow supports referencing old record values using “Before Record Submit” triggers, some actions like Send Email require a different approach.
Use Case
Send an email notification when the Title field value on an Opportunity record is modified.
1. Create a custom body field that will act as a flag to determine if there was a field value change.
Go to Customization > Lists, Records, & Fields> Transaction Body Fields > New.
– Name: Email Sent
– Type = Checkbox
– Applies to: Opportunity = True
– Store Value = True
– Save
2. Create a new workflow by navigating to Customization > Workflows > New.
3. Define the workflow
a. Name = Send Email
b. Record Type = Opportunity
c. Release Status = Released
e. On Update = True
f. Trigger Type = All
g. Click Save.
4. Click State 1 and edit the Name . Set it to Send Email, then hit Save.
5. To create an action to the state, click on the Send Email state and click New Action.
a. Select Set Field Value.
b. Trigger On = Before Record Submit
c. Condition: Old Record : Title != Title
d. Parameters: Field = Email Sent
e. Value:
e.1. Static Value = True
e.2. Checked = True
f. Click Save.
7. Click on the Send Email state and click New Action.
a. Select Send Email.
b. Trigger On = After Record Submit
c. Condition: Email Sent = T
d. Specific Sender = <choose any from your employee record>
e. Specific Recipient = <choose any from your employee record>
f. Content
– Select ‘Custom’ button.
– Subject: Send Email
g. Click Save.
8. Create another Set Field Value action to set Sent Email = True once more. This is to ensure that any future changes will be tracked
a. Select Set Field Value.
b. Trigger On = After Record Submit
c. Condition: Email Sent = T
d. Parameters: Field = Email Sent
e. Value:
e.1. Static Value = True
e.2. Checked = False
f. Click Save.
9. Edit one of your Opportunity records, change the value of the Title field and save it. On any change on the said field, the intended recipient will receive an email.