Module 11: Workflow Action Scripts

🎯 Learning Objectives

• Understand SuiteFlow workflow concepts
• Learn workflow elements: states, actions, transitions, triggers
• Create Workflow Action scripts
• Integrate SuiteScript with workflows

1. Understanding Workflows

SuiteFlow is NetSuite's visual workflow builder. It automates business processes without code - but Workflow Action Scripts let you extend it with custom logic.

2. Workflow Elements

Element	Purpose	Example
State	Where you are in the process	Pending Approval, Approved, Rejected
Action	What to do	Send Email, Set Field, Custom Action
Transition	How to move between states	If approved → go to Approved state
Trigger	When to execute	On Entry, On Exit, Button Click

Built-in Actions

• Set Field Value
• Send Email
• Create Record
• Go To Record
• Lock/Unlock Record
• Custom Action (SuiteScript!)

3. Workflow Action Scripts

When built-in actions aren't enough, create a Workflow Action Script:

/**
 * @NApiVersion 2.1
 * @NScriptType WorkflowActionScript
 */
define(['N/record', 'N/email'], function(record, email) {
    
    function onAction(context) {
        // context.newRecord = the record being processed
        // context.oldRecord = previous version (if edit)
        // context.workflowId = workflow internal ID
        // context.type = trigger event type
        
        var rec = context.newRecord;
        var total = rec.getValue('total');
        var customerId = rec.getValue('entity');
        
        // Custom logic here
        if (total > 10000) {
            // Send notification for large orders
            email.send({
                author: -5,
                recipients: 'manager@company.com',
                subject: 'Large Order Alert',
                body: 'Order #' + rec.getValue('tranid') + 
                      ' total: $' + total
            });
        }
        
        // Return a value (can be used in workflow conditions)
        return 'SUCCESS';
    }
    
    return { onAction: onAction };
});

4. Creating Custom Actions

Step 1: Create the Script

Create a WorkflowActionScript file as shown above.

Step 2: Create Script Record

1. Customization → Scripting → Scripts → New
2. Upload your file
3. Save (no deployment needed for Workflow Actions)

Step 3: Add to Workflow

1. Edit your Workflow
2. Add an Action to a state
3. Choose "Custom Action"
4. Select your script
5. Configure trigger (Entry, Exit, Button)

Returning Values

Your script can return values for workflow conditions:

function onAction(context) {
    var total = context.newRecord.getValue('total');
    
    if (total > 10000) {
        return 'LARGE_ORDER';
    } else if (total > 1000) {
        return 'MEDIUM_ORDER';
    } else {
        return 'SMALL_ORDER';
    }
}

// In workflow, add transitions based on return value:
// If return = 'LARGE_ORDER' → go to Manager Approval
// If return = 'SMALL_ORDER' → go to Auto Approved

🏋️ Practice Exercises