This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
The Export documents to NetSuite bot eliminates routine tasks such as record keeping, data storage, and reporting. It automatically transfers the documents you choose to one or multiple NetSuite records.
Use case: A finance manager leverages the Export documents to NetSuite bot to streamline expense reporting. By automatically exporting data from approved expense reports into NetSuite records, the bot ensures financial data accuracy and eliminates manual data entry. This results in a more efficient and error-free expense management process for the finance team.
To set up the bot, use these document types:
Document (uploaded or imported document with added fillable fields)
Form or Survey
Document generation
How to set up
To add the bot:
1. Add a new action by clicking a plus icon.
2. Choose Bot and search for the Export documents to NeSuite bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
To connect the bot to your NetSuite account, select Connect in the Source section.
If needed, you can add multiple accounts, edit, or disconnect them at any time. You may add the same account several times as every new connection is saved separately.
Select a base object in NeSuite. The base record is needed to choose the object you’d like to base the process on (Lead, Customer, Project, Partner, etc.) It can be any data available in NetSuite.
Lookup
Select the document(s) you intend to export one by one or check Select all to archive all documents.
Select a NetSuite record field and match it to a field in the document. For example, if the customer adds data (for example, their email) that matches a corresponding record in NetSuite, the bot will find and attach documents to this record.
To make the bot identify the record accurately, use the values that are unique and unlikely to change, for example, the account number, company name, SSN, EIN, and so on.
Add as many identifying values as you need. To do so, click the Add match and repeat the process.
Testing
In the Test section, check how the bot works by selecting Test. You will see a success message if everything is set up correctly. If there are issues, review the connection, mapping, or trigger configuration.
If you skip testing by selecting Skip testing, you may miss issues with the bot setup. Testing is recommended to ensure everything works as expected.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.