How to Create and Customize Online Custom Record Forms in NetSuite

Online custom record forms in NetSuite are an efficient way to collect customer information directly from your website. These forms automatically create or update records in your NetSuite account, saving time and improving data accuracy. You can fully customize these forms to meet your business needs, whether by using NetSuite’s default templates or creating your own HTML templates. Below is a detailed guide to creating and customizing online custom record forms.

Understanding Online Custom Record Forms

An online custom record form serves as a bridge between your website and NetSuite. For example, if you offer product warranties, you could use an online form to collect customer information such as:

  • Name
  • Warranty start and end dates
  • Item purchased
  • Serial number
  • Type of warranty

Once submitted, the form data directly updates or creates records in your NetSuite account.

Step 1: Preparation

Before you start, ensure:

  1. The record type for which you are creating the form is saved in NetSuite.
  2. If you plan to use a custom HTML template, the template must be created and uploaded in advance at Lists > Marketing > Marketing Templates.

Step 2: Access the Online Forms Subtab

  1. Go to Customization > Lists, Records, & Fields > Record Types.
  2. In the list of record types, click the Edit link for the record you want to create the form for.
  3. Navigate to the Online Forms subtab.

Step 3: Create a New Online Form

Choose one of the following options based on your needs:

  1. New Online Form: Creates a form using NetSuite’s default template. This option allows you to easily customize field labels, messages, and properties.
  2. New Online HTML Form: Creates a form based on a custom HTML template. Use this option if you require a unique design and layout.

Step 4: Configure Form Details

For Default Templates:

  • Title: Enter a title to display at the top of the form.
  • Message: Enter an optional message to display at the top of the form (up to 500 HTML characters). Use the rich text editor or HTML tags.
  • Detail Message: Add a message to display at the bottom of the form (up to 4000 HTML characters).

For HTML Templates:

  • Template: Select your pre-uploaded HTML template.
  • Include Field Labels: Check this box if you want NetSuite to automatically insert field labels into the form.

Step 5: Set Up Fields

  1. In the Select Fields subtab, edit or add fields as needed.
  2. Rearrange fields by dragging and dropping them or using the Move Up, Move Down, Move to Top, or Move to Bottom options.

Step 6: Define Workflow Options

  1. Notification: Specify email addresses to receive notifications when the form is submitted.
  2. Redirect URL: Provide the URL for the page where users should be directed after form submission. If left blank, users will be redirected to your website’s home page.
  3. Duplicate Handling: Select how NetSuite should handle duplicate records, such as ignoring duplicates or updating existing records.

Step 7: Customize Appearance

  1. Number of Columns: Choose the number of columns to display on the form.
  2. Color Theme and Font: Select a color scheme and font for the form.
  3. Logo: Upload and choose a logo to appear at the top of the form.
  4. Button Alignment: Decide where to position buttons like “Submit” or “Cancel.”

Step 8: Add Custom Code (Optional)

If you have the SuiteScript feature enabled, you can add custom JavaScript for advanced functionality:

  • Script File: Upload your script to the File Cabinet and select it here.
  • Functions: Define custom behaviors for actions like page initialization, record saving, or field changes.

Step 9: Save and Preview

  1. Click Save to finalize your form.
  2. Select the form from the Online Forms subtab and click Preview to test its functionality.

Step 10: Link the Form to Your Website

To make the form accessible to users:

  1. Generate a link to the form. For details, see Creating Links to Custom Records in NetSuite documentation.
  2. Add the link to your website for customers to access the form.

Tips for Form Design

  • Responsive Design: Ensure your form looks good on various screen sizes and devices.
  • Printing Compatibility: Use colors and layouts that print well in both color and black-and-white formats.
  • Field Labels: Keep labels clear and concise for better user understanding.

By following these steps, you can create and customize professional online custom record forms that integrate seamlessly with your NetSuite account. This enables streamlined data collection, better user experiences, and improved operational efficiency.

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