This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
How the Notify NetSuite contacts on documents completion bot works
Automate email notifications to NetSuite contacts whenever an altaFlow document is completed. The bot pulls contact email addresses directly from NetSuite records — project stakeholders, sales reps, or account managers — and sends notifications without manual list management.
Use case: Imagine a project management scenario where project deliverables are tracked in NetSuite documents. The bot is configured to automatically send email notifications to key project stakeholders (NetSuite contacts) as soon as a project document, such as a milestone report or task completion form, is marked as completed.
How to set up
When the bot works by default:
The bot activates when the documents have been completed by the recipient.
Add the bot depending on your needs as described in this article. You may install this bot both between the steps and using the All bots tab.
Find the Notify NetSuite contacts on documents completion bot in the list of bots and click Install bot.
Connection settings
To connect the bot to your NetSuite account, select Connect in the Connection settings 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.
Insert the values and click Apply.
Action settings
Select a NetSuite base record type. It can be any data available in NetSuite.
The related object will be the same by default.
Select the email fields in the base record or related records which you intend to send notifications to from the dropdown list.
Decide whether the link to view the document should be attached to the email. Attaching a view link makes it more convenient for recipients to access and check the document.
Customize the text of the message and indicate the document fields from which the variable data should be taken.
Decide whether the View document button should be added to the email for the NetSuite contact to check the Revision.
Adjust the starting NetSuite record. By default, it is set to run the workflow from NetSuite using the custom button.
Find record option — set the bot to act only if All records or Any record match the conditions you've set.
Both option — the bot will try to use the NetSuite record ID sent by the integration app. If this record ID is unavailable, the bot will use a record found by the lookup.
Conditions
Set conditions to notify NetSuite contacts only in specific scenarios. Common use cases include:
Milestone completion only: Notify stakeholders only when a "Milestone status" field equals "Complete" — avoid noise on partial or in-progress submissions.
Account manager routing: Notify contacts linked to a specific NetSuite account only when the customer field matches a target segment (e.g., "Enterprise" accounts).
High-value transactions: Trigger notifications only when the deal amount exceeds a threshold (e.g., $25,000) — keeps executives informed about material events.
Skip on decline: Add a "decline reason is empty" condition to prevent notifications on rejected or voided documents.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
Advanced settings
Fine-tune how the bot sends NetSuite notifications:
Run frequency: The bot fires once per workflow completion by default. Enable per-revision if each round warrants a fresh contact notification.
Failure handling: If the NetSuite API is unreachable or the contact email field is empty, choose whether to skip silently or halt the workflow for review.
Document tags: Tag documents that triggered NetSuite notifications (e.g., "netsuite-notified") for audit trails and to filter which sessions posted updates.
Learn more about adjusting Advanced settings in the bot setup glossary.