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 field data to NetSuite bot automates the transfer of structured data from completed documents directly into NetSuite records. It eliminates manual data entry by mapping specific fields to corresponding NetSuite objects. This ensures faster, more accurate, and streamlined business operations.
Use case: An employee submits a travel expense report through a web form. Once approved, the Export field data to NetSuite bot transfers the total amount, dates, and categories into a new NetSuite expense record. This automates data entry and reduces manual errors in financial reporting.
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 field data to NetSuite 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
In the Find record section, select the action that should be performed to the record in NetSuite:
Action | Explanation |
Always add a new record | A new record will be created every time the bot runs. Use this option if you want to ensure that a new record is always added, without any updates to existing ones.
|
Update an existing record | An existing record in CRM will be updated if a matching row is found. Use this option if you want to modify existing records and avoid creating new ones. |
Update a record or create one if none is found | The bot will try to find an existing record in CRM and update it if a match is found. If no match is found, it will add a new record. Use this if you want flexibility — to update existing records or add new ones when needed. |
Note: If you choose Only update if a match is found or Update or add if no match is found, specify how the bot will find the correct NetSuite record by matching object fields to document field values, signer details, or custom values.
Set rules to locate the NetSuite destination record:
Record ID: this option can be used only if you start the process from the Pipedrive record.
Set up matching criteria: match document fields to record fields or custom values.
Start by selecting NetSuite object field that must work as an identifier.
Then, select the value type that your object field must match:
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
|
Signer data | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Enter your text | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
|
Input parameter | This option uses the predifined workflow parameters to find a corresponding record in the object. |
Click Continue to proceed to the next section.
Mapping
In Data mapping, select Map fields. Drag and drop NetSuite fields onto document fields. Blue highlights show available fields. Mapped field names appear on the canvas.
To add new fields, select Edit document.
To cancel mapping, hover over the connected field name and select Unmap, or click the corresponding icon next to the mapped field in the document.
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.
Note: Testing the bot will update or create a real record in NetSuite. To prevent changes to actual data, use test records instead of real ones during setup and testing.
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.