Requirement
The client is looking for a NetSuite – Google Drive integration to archive the attachments in NetSuite to Google Drive. All the files attached to
the NetSuite records and standalone files in the NetSuite file cabinet must be uploaded to Google Drive. PDF documents should be
generated for transactions and they should also be uploaded to Google Drive. The Google Drive file link for the attachments in each
record should be added to a custom record and attached to the corresponding NetSuite record. The migration will be done using a
systematic folder structure so that the users can find any attachments by checking the folder structure and file name in Google Drive.
Deliverables
A scheduled process will be implemented for generating PDF documents for the transactions in the NetSuite account: Return Authorizations, Sales
Orders, Expense Reports, Bills, Journals, Purchase Orders, Proposals, Credit Memos, Invoices, and Customer Deposits. These
documents will be stored in the NetSuite File cabinet and attached to the parent records
We can implement a scheduled process in NetSuite for uploading all the
attachments connected to the record types having file attachments:
• Transactions: Bill, Bill credit, Bill payment, Check, Credit memo, Customer Deposit, Customer Refund, Deposit, Expense
Report, Invoice, Item Fulfilment, Item Receipt, Journal, Opportunity, Payment, Proposal, Purchase order, Return
Authorization, Revenue Commitment, Revenue Commitment Reversal, Sales Order records
• Entity records: Customer, Contact, Employee, Project, and Vendor records
• Activity records: Event, Phone Call, Task
• Other records: Issue, Campaign
• Custom records: All custom records with attachment
These files will be uploaded to Google Drive one by one (through a scheduled process) and custom record entries will be created for each
uploaded file. On the Google Drive side, files will be stored in folders representing the subsidiaries related to their attached records and
the record type.
e.g. ‘/NetSuite Files/Transactions/Sales Orders/<SubsidiaryName>/SO100/<Filename>’.
A scheduled file upload process will be added for the standalone files in the file cabinet. A custom record entry will be created for them
with the Drive link. These files will be stored in Google Drive in the folder structure:
‘/NetSuite Files/Standalone Files/<File Name>’
The files uploaded to Google Drive will have updated file names with name structure: “Original_file_name” + [Year/date of upload] +
[Attached record type] + [Attached record document number]
e.g. “new_file_2023_12_28_customer_name_cust100.txt”.
We will create custom record entries in NetSuite for files uploaded to Google Drive. The custom record will have the following fields:
parent record(if any), original file name, new file name, file type, file size, Google Drive URL, other related records(if any), last modified
date, and subsidiary(if available).
The files larger than 10 MB need to be uploaded using a different approach. We will add a NetSuite customization to create folders in the
file cabinet as in the format required to be used in Google Drive for records having a size larger than 10 MB. The files will be copied to the
respective folders and renamed according to the preferred format by a NetSuite scheduled process. Once copies of all files greater than
10 MB are arranged, the root folder containing these file copies will be downloaded as a ‘ZIP’ file and will be uploaded to Google Drive.
We will also display the details of uploaded files (name, type, size, and link) inside the related records as a custom subtab. Additional
details can be viewed by checking the custom record entry which can be accessed through a hyperlink from the subtab.
Assumptions
• The PDF documents for the transactions: Return Authorizations, Sales Orders, Expense Reports, Bills, Journals, Purchase
Orders, Proposals, Credit Memos, Invoices, and Customer Deposits will be generated using the preferred templates used in the
record forms.
• In case a transaction record has no preferred custom template, the PDF will be generated using the standard template.
• In the scheduled process, only the file types supported by NetSuite (viewable in NetSuite) can be uploaded to Google Drive.
NetSuite file types supported for Google Drive migration are BMP Image, CSV File, Excel File, GIF Image, HTML File, JPEG Image,
PDF file, PJPEG Image, Plain Text File, PNG Image, PowerPoint File, RTF File, TIFF Image, Visio File, Word File, XML File, and
Zip File. Other files will have to be added by the method used to handle files larger than 10 MB.
Risks
- Creating copies of files (larger than 10 MB) within NetSuite with the defined folder structure and file name will impact the NetSuite file cabinet storage usage
- If there is a Network failure or server issue during the file upload process, the file will not be uploaded. We will be adding the details of failed file uploads as a custom record for error handling and re-upload.
- Alignment of contents in the PDF generated solely depends on the preferred templates.
Estimated Time