The altaFlow Admin Tools is a dedicated section included in the NetSuite Integrations provided by the altaFlow bundle. Within this section, you have the possibility to configure the following essential settings:
Access to a specific altaFlow workspace: you can manage the permissions and settings to control which users or roles within your NetSuite organization have access to a particular altaFlow workspace;
Custom buttons in NetSuite that run workflows in altaFlow: you have the ability to create customized buttons within NetSuite that trigger specific workflow in altaFlow. This integration enables seamless interaction between NetSuite and altaFlow for streamlined automation;
Relations between NetSuite records that affect altaFlow bots: you can establish and define relationships between records in NetSuite that impact the behavior and execution of altaFlow bots. This allows for coordinated actions and synchronized processes between the two platforms.
To access it, go to Setup > Integration > altaFlow - Admin Tools
Tip: You should have altaFlow Admin rights for the workspace to create workflows or add teammates.
Account
In the Account section, connect your altaFlow account. Use the account that has Admin rights for the workspace. Feel free to change the account settings any time you want to.
Workspace
Select or create an altaFlow workspace you’d like to work with.
Teammates
In this section, you have the ability to invite any member of your NetSuite organization to your altaFlow workspace. By default, you have access to the complete list of your NetSuite teammates. The Workspace status column provides information on the status of each teammate within your workspace:
Invited: the teammate has already received an invitation to join the workspace
Active: the teammate has successfully joined and is currently active in the workspace.
Not Invited: the teammate has not yet been invited to the workspace.
To invite a NetSuite user to your altaFlow workspace, go to the Three dots menu and click Invite to altaFlow button.
To invite multiple NetSuite users simultaneously, check the boxes next to the names of the teammates you wish to invite. Once done, click on the Invite users button.
The teammates can be filtered according to their workspace status and Department.
Workflows
In the Workflow tab, you can find the list of all altaFlow workflows from the connected altaFlow workspace.
To open a workflow in altaFlow and view the list of sent documents, click on the name in the Workflow name column.
To copy the Workflow ID to the clipboard, click on the required ID. You can use it when setting up a NetSuite workflow.
Custom buttons
In the Custom Buttons section, you can create custom buttons to NetSuite entities and configure them to run specific altaFlow workflow. Learn more about the custom buttons setup in this article.
Related records
NetSuite users can use altaFlow bots to automate the creation/prefill/ update of NetSuite records.
In the context of record relationships in NetSuite, connections between different record types play a crucial role. Each record comes with mandatory fields necessary for creating or updating that specific record. Notably, some of these fields are intrinsically associated with other record types within the NetSuite system.
For instance, a field like "item" may be inherently linked to the Inventory Part record type, while another field like "entity" could establish a connection to the Customer record type. These predefined relationships are integral to standard NetSuite records and are not editable.
However, for organizations with specific needs beyond the predefined relationships, there is the option to create custom relations. This allows the establishment of tailored connections, including those between standard and custom record types, providing a more flexible and adaptable structure for your organization's data management. To define custom relations for your organization, such as connections between standard and custom record types, follow these steps:
1.Click on Create relation to initiate the process.
2. Choose the relevant record type from the dropdown menu.
3. Select the field within the chosen record type. Additionally, specify the corresponding record type you identified in the previous step.
4. Click Create relation.
To manage existing relations:
To edit a relation, click on the three dots associated with that relation and select the edit option.
To remove a relation, click on the three dots associated with that relation and choose the remove option.
In NetSuite, certain record types, like Work Order and others, feature sublist fields such as the "item" sublist, containing custom fields. These custom fields may also establish relations with other record types. To seamlessly pre-fill data from these fields into your altaFlow documents using the Netsuite bots, follow these steps:
1. Within the Sales Order record type, initiate the process by adding a new relation.
2. Specify 'item' as the type and choose the required item sublist field from the dropdown menu in the "RECORD SUBLIST FIELDS" section.
By adding this sublist field as a relation, it becomes accessible for pre-filling when configuring the bots.
Settings (NetSuite Workflow user)
To configure the altaFlow user credentials for the NetSuite workflow to run altaFlow workflows automatically follow these steps:
1.Click Setup credentials.
2.Enter the email address associated with the altaFlow user account and a corresponding password. These credentials will be securely stored and encoded within NetSuite.
3.To change the account, click Change credentials.