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 Pre-fill fields from NetSuite Records bot automatically populates a document with data taken from one or multiple NetSuite records. The automatic data transfer from a NetSuite record to document fields is a great way to save time and eliminate manual data entry.
Use case: A sales specialist efficiently automates sales order creation by using a bot to pre-fill customer information from NetSuite records, ensuring accuracy and saving valuable time in the process. The seamless integration allows for quick and error-free transactions.
To set up the bot, use these document types:
Document (uploaded or imported document with added fillable fields)
Form or Survey
Document generation
The bot automatically fills out the following field types:
Text
Number
Date
Dropdown
Radio button
Checkbox
How to set up
To add the bot:
1. In the step settings, select Add bot or click the plus icon after a specific action.
2. Choose Bot and search for the Pre-fill fields from Netsuite bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
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 where the data for pre-filling will be sourced.
Lookup
In Find record, set rules to locate the NetSuite source record:
Match: match document fields to record fields or custom values.This option can be used for workflows started outside or from NetSuite with different starting records.
Record ID: the system auto-defines the record ID. Use this option only if the process starts from the NetSuite record you want to pre-fill data from.
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.
Enter the Record ID from which the document should be pre-filled, but only if the starting record matches the base record.
Enter the matching value if you have set up a lookup for your workflow.
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.