REQUIREMENT:
To restrict the “Owner id” field values based on the forms. The following are the record type mapping over the employee department.
- NS_Forms_Leads_Brands –> Employees from Sales department.
- NS_Forms_Leads_Funding – > Employees from Funding department.
- NS_Forms_Leads_Locations –> Employees from Locations department.
OUR SOLUTION:
We will disable the “Owner ID” field to restrict manual employee selection. Also, we will create a virtual field called “Owner ID filter.” This is a mandatory field. We will display the employee’s value based on the record type (form). When the user selects the values in this field, the same value will be populated in the “Owner Id” field.
In Employee Record Setup:
We will add a new field in the employee record as a multi-select field (since one employee has to be listed under multiple departments as per the requirement) to specify the departments they are in.
In Prospects Record Setup:
The prospects record already contains a field for OWNER ID, which lists all the employees in it. As per the requirement we need to list only the employees from the appropriate department under the OWNER ID field (for brand sales, location, and funding records).
Using the NetSuite functionality, it is not possible to restrict employees in the “Owner Id” field based on the department.
To achieve this, we need to implement a virtual field in the prospect record. The virtual field is a scripted field that can be used to list the employees according to their respective departments.
Example: If the record type is selected as “NS_Forms_Leads_Brands,” in the virtual field, we only display the employees under the sales department, and the same can be done for the other two forms “NS_Forms_Leads_Funding” and “NS_Forms_Leads_Locations”.
Note: The Existing OWNER ID field can be made disabled, to assure that no selection is done in that field. While the user selects a value in the virtual field this value will be populated in this “OWNER ID” field.