Module 6: Configuring Actions on Record Submit

🎯 Learning Objectives

Upon completion of this module, you will be able to:

Design multi-state workflows that execute related actions in each state
Configure actions to execute on record submit using server triggers
Configure transitions between states and understand their impact
Describe how workflow and transition triggers determine the active trigger

Designing Multi-State Workflows

While single-state workflows work great for client-side actions (Module 3 📚), server-side workflows often benefit from multiple states. Key considerations:

For client-side workflows: Configure all actions in a single state
Spreading actions across states facilitates troubleshooting
Multiple states provide visual clarity in Workflow Manager
Some use cases require pausing and resuming—controlled better with multiple states

💡 Modular Design Reminder

Remember the modular approach from Module 1 📚—multiple small workflows are easier to maintain than one monolithic workflow!

Common Record Submit Actions

Create Record

Creates a new standard or custom record. Ensure all required fields are populated or the action fails!

Triggers: All server triggers (use After Record Submit when creating joined records on new parent records)

Send Email

Sends email notifications. Requires sender, recipient, and content (custom text or template).

Triggers: After Record Submit ONLY

Transform Record

Converts one transaction type to another (e.g., Estimate → Invoice). Base record type stays the same.

Triggers: After Record Submit, Entry, Exit, Scheduled

Go to Page

Redirects users to a different page in NetSuite.

Triggers: After Record Submit, Entry

Go to Record

Redirects users to a specific record. If no ID specified, creates a new record of that type.

Triggers: After Record Submit, Entry

Before vs. After Record Submit

Action	Before Record Submit	After Record Submit
Create Record	✓	✓ (required for new joined records)
Set Field Value	✓ (preferred)	✓ (causes re-save!)
Return User Error	✓	—
Send Email	—	✓
Go to Page/Record	—	✓
Transform Record	—	✓

⚠️ Create Record + Joined Records

When creating a related record that joins to a new parent record, use After Record Submit. The parent must exist in the database first! For existing parent records, Before Record Submit works fine.

Configuring Transitions

Transitions move records between states. The Transition On trigger defines when a transition executes.

The Active Trigger Concept

Understanding the active trigger is critical for multi-state workflows:

The incoming transition sets the active trigger when entering a state
Actions configured on that trigger (and Entry) will execute
When user saves, active trigger shifts to Before Record Submit, then After Record Submit
The outgoing transition's Transition On determines the active trigger for the next state

⚠️ Why Actions Get Skipped

If a state has a Send Email action but the record entered on Before Record Submit, the email won't send—Send Email isn't valid at Before Record Submit! Use the Transition On field to force After Record Submit as the incoming trigger.

Fixing Active Trigger Issues

If workflow initiation is Before Record Submit but you need After Record Submit actions:

Select the transition arrow entering the state with the action
Edit the transition
Set Transition On to "After Record Submit"

✅ Best Practice

Keep workflow initiation at Before Record Submit for validations, then use Transition On to shift to After Record Submit for states that need it. Changing initiation to After Record Submit would skip validation actions!

Set Field Value Performance Note

💡 Important: Set Field Value at After Record Submit

When Set Field Value runs at After Record Submit, the server reloads the record, updates the value, and re-saves. This is slower than Before Record Submit where changes commit with the original save. Always prefer Before Record Submit for Set Field Value when possible!

🎯 Hands-On Exercises

Build a multi-state workflow with record submit actions:

Exercise 1: Create a 4-state workflow with transitions
Exercise 2: Configure Create Record and Send Email actions
Exercise 3: Use Transition On to fix active trigger issues
Exercise 4: Add a Go to Record action for user navigation

Go to Module 6 Exercises →

🌟 Key Takeaways

Send Email only works at After Record Submit
Use After Record Submit for Create Record when the parent is new
The active trigger determines which actions execute in each state
Use Transition On to change the active trigger between states
Set Field Value at After Record Submit causes a re-save—prefer Before Record Submit
Skipped actions don't generate errors—check the execution log!
Keep initiation at Before Record Submit for validations, shift via transitions