Appendix E: Workflow Examples - SuiteFlow Advanced Workflows

Example 1: SLA Reminder System

📚 Module 2 ⏰ Scheduled Actions 🔄 Auto-Transitions

Purpose

Automatically sends reminder emails when a record has been waiting for approval too long, then auto-rejects if no action is taken within the SLA window.

Workflow Blueprint

⚙️ Workflow Definition

Record: Performance Review

Event: Before Record Load

Trigger: On Create

Release Status: Released

State 1: Waiting for Approval

Waiting

📧 Send Email (Reminder 1)

Trigger: Scheduled

Delay: 2 | Unit: Days | Recurrence: 0

To: {Approver}

Subject: "Approval Reminder - Action Required"

📧 Send Email (Final Warning)

Trigger: Scheduled

Delay: 4 | Unit: Days | Recurrence: 0

To: {Approver}

Subject: "URGENT: Approval Required Within 24 Hours"

↪️ Auto-Reject Transition

Transition On: Scheduled

Delay: 5 | Unit: Days

Target State: Rejected

State 3: Rejected

Exit

📝 Set Field Value

Field: Approval Status

Value: Rejected

Setting	Value	Why
Delay (Reminder 1)	2 Days	First nudge after 48 hours
Delay (Final Warning)	4 Days	Escalation before auto-reject
Delay (Auto-Reject)	5 Days	SLA deadline enforcement
Recurrence	0	One-time execution per action

💡 Key Insight

Scheduled transitions use the Scheduled trigger type, NOT a server trigger + delay. The workflow scheduler (runs every 30 min) evaluates and executes these automatically.

Example 2: Subscribe to Related Record

📚 Module 5 🔗 Related Records 👁️ Subscribe Action

Purpose

A Customer workflow creates a Task record and then waits. When the Task is marked complete, the Customer workflow automatically transitions to the next state.

Workflow Blueprint

⚙️ Workflow Definition

Record: Customer

Event: After Record Submit

Trigger: On Create

State 0: Entry State

Entry

📋 Create Record (Task)

Record Type: Task

Title: "Follow up with new customer"

Assigned To: {Sales Rep}

Store Result In: custentity_created_task

↪️ Transition to Next State

Transition On: (blank)

Condition: Task.Status = Completed

State 1: Task Completed

📧 Send Email

To: {Sales Manager}

Subject: "Customer follow-up complete"

Component	Configuration
Custom Field	custentity_created_task (Integer) on Customer record
Create Record	Store Result In → custentity_created_task
Subscribe to Record	Monitor: Create Record Result
Transition Condition	Joined field: Task.Status = Completed

💡 Key Insight

The TRANSITION ON field must be blank when using Subscribe to Record. The transition fires when the subscription condition evaluates true, not on a trigger event.

Example 3: SQL Formula Calculations

📚 Module 6 🔢 SQL Formulas ⚙️ Server Triggers

Purpose

Use SQL formulas for calculations, concatenations, and conditional logic in workflow actions and conditions on server triggers.

Formula Examples

Salary Increase (5%)

{custrecord_salary} * 1.05

Multiplies current salary by 1.05

Field Concatenation

{city} || ', ' || {state} || ' ' || {zipcode}

Result: "Austin, TX 78701"

Extract Email Domain

SUBSTR({email}, INSTR({email}, '@') + 1)

Extracts "company.com" from email

Null Handling

NVL({discount}, 0)

Returns 0 if discount is null

CASE WHEN Conditional Logic

CASE
  WHEN {amount} > 10000 THEN 'High'
  WHEN {amount} > 5000 THEN 'Medium'
  ELSE 'Low'
END

Function	Purpose	Example
\|\|	Concatenate strings	{first} \|\| ' ' \|\| {last}
SUBSTR()	Extract substring	SUBSTR({phone}, 1, 3)
INSTR()	Find position	INSTR({email}, '@')
NVL()	Handle nulls	NVL({discount}, 0)
UPPER() / LOWER()	Change case	UPPER({name})
LENGTH()	String length	LENGTH({phone}) > 10
TO_CHAR()	Format number/date	TO_CHAR({amount}, '999,999')
CASE WHEN	Conditional logic	CASE WHEN {x}='A' THEN 'Yes' END

💡 Key Insight

SQL formulas only work on server triggers (Before/After Record Submit, Before Record Load). For client triggers, use SuiteScript 1.0 formulas with nlapiGetFieldValue() instead. Mismatched formula/trigger types show "ERROR: Invalid expression" in logs.

Example 4: Workflow Action Script

📚 Module 7 💻 SuiteScript 2.x 🔧 Custom Action

Purpose

Extend SuiteFlow with custom SuiteScript logic when built-in actions don't meet requirements. Returns a value the workflow can use for subsequent decisions.

/**
 * @NApiVersion 2.x
 * @NScriptType WorkflowActionScript
 */
define(['N/record', 'N/log'], function(record, log) {

    function onAction(scriptContext) {
        var newRecord = scriptContext.newRecord;
        var workflowId = scriptContext.workflowId;
        
        // Get field value from record
        var amount = newRecord.getValue({ fieldId: 'amount' });
        
        // Custom business logic
        var result = 'STANDARD';
        if (amount > 50000) {
            result = 'EXECUTIVE_APPROVAL';
        } else if (amount > 10000) {
            result = 'MANAGER_APPROVAL';
        }
        
        log.debug('Approval Level', result);
        
        // Return value to workflow
        return result;
    }

    return {
        onAction: onAction
    };
});

Deployment Steps

1. Upload Script

File Cabinet → SuiteScripts

→

2. Create Record

Script Type: Workflow Action

→

3. Deploy

Status: Released

→

4. Add to Workflow

Custom Action → Select

Context Property	Description
scriptContext.newRecord	The record being processed
scriptContext.oldRecord	Previous record version (on edit)
scriptContext.workflowId	Internal ID of the workflow
scriptContext.type	Event type (create, edit, etc.)
return value	Passed back to workflow for conditions

💡 Key Insight

Workflows wait synchronously for scripts to complete. For long-running operations, initiate a Scheduled Script instead to process asynchronously and return control to the user immediately.

Example 5: CSV Import Context Workflow

📚 Module 8 📥 CSV Import 🎯 Context Restriction

Purpose

Execute a workflow ONLY when records are imported via CSV, not when created through the UI. Useful for tagging imported records or applying import-specific processing.

Workflow Blueprint

⚙️ Workflow Definition

Record: Customer

Event: On Create

Trigger: All

Context: CSV Import

State 0: Tag Imported Record

Entry/Exit

📝 Set Field Value

Field: Comments

Value: "Created via CSV Import"

CSV Import Setup

Global Preferences

❌ Uncheck "Run Server SuiteScript and Trigger Workflows"

→

Import Assistant

✅ Check "Run Server SuiteScript and Trigger Workflows"

→

Result

Workflow runs only for this import

Setting	Location	Value
Global Preference	Setup → Import/Export → CSV Import Preferences	Disabled
Per-Import Override	Import Assistant → Advanced Options	Enabled
Workflow Context	Workflow Definition → Contexts	CSV Import

💡 Key Insight

The Context field acts as a filter. Even with "All" trigger type, the workflow only fires when the record is created in the specified context. Records created via UI will NOT trigger this workflow.

Example 6: Rejection Processing (UES Context)

📚 Module 8 ⚡ User Event Script Context 🔗 Workflow Chaining

Purpose

A secondary workflow triggers when ANOTHER workflow sets a field value. Creates a task for the supervisor and notifies the employee when their review is rejected.

Workflow Chain Visualization

Approval Workflow

Set Field: Status = Rejected

→

Rejection Processing

Triggers on UES Context

→

Create Task + Email

Notify supervisor & employee

Rejection Processing Workflow

⚙️ Workflow Definition

Record: Performance Review

Event: On View or Update

Trigger: After Record Submit

Context: User Event Script

Release Status: Released

Initiation Condition: Approval Status = Rejected

State 0: Process Rejections

Entry

📋 Create Record (Task)

Record Type: Task

Title: "Subordinate review rejected"

Assigned To: {Subordinate.Supervisor}

Due Date: 30 days from now

Message: "Please reach out to discuss resolution"

📧 Send Email

From: Current User

To: {Subordinate}

Subject: "Your review was rejected"

Body: "Your manager will contact you"

Requirement	Setting
Execute As Admin	✅ Must be enabled for UES context
Release Status	Released (required for UES context)
Initiation Condition	Approval Status = Rejected
Context	User Event Script

💡 Key Insight

The "User Event Script" context means the workflow triggers when ANOTHER script or workflow modifies the record—not from user UI actions. This enables workflow chaining where one workflow's Set Field Value action triggers another workflow.

Example 7: Suitelet Integration

📚 Module 8 🖥️ Suitelet Context 🔧 workflow.initiate() & workflow.trigger()

Purpose

Build custom NetSuite pages that interact with workflows programmatically. Process bulk approvals or initiate workflows on-demand without opening individual records.

Two API Functions

workflow.initiate()

Starts a NEW workflow instance on a record (like Initiate Workflow action)

workflow.initiate({
    recordType: 'customrecord_perf_review',
    recordId: 123,
    workflowId: 'customworkflow_ondemand'
});

Use case: Apply 5% bonus to eligible records

workflow.trigger()

Wakes up an EXISTING workflow and simulates a button click

workflow.trigger({
    recordType: 'customrecord_perf_review',
    recordId: 123,
    workflowId: 'customworkflow_approval',
    actionId: 'custworkflow_approve_btn'
});

Use case: Bulk approve records waiting in State 1

Process Performance Reviews Suitelet

Custom UI

Action dropdown + Multi-selects

→

Saved Searches

Eligible for Bonus / Outstanding Approvals

→

Action 1

workflow.initiate() - 5% Bonus

→

Action 2

workflow.trigger() - Approve

Component	Configuration
Suitelet Script	@NScriptType Suitelet, onRequest function
Script Parameters	Record Type, Workflow ID, Button ID (configurable)
Deployment Link	Setup → Custom → [Menu Name]
Saved Search 1	Performance Reviews with Rating Code = A
Saved Search 2	Reviews in State 1 with Approve Button visible

💡 Key Insight

workflow.initiate() = Start fresh workflow. workflow.trigger() = Wake up existing workflow + click button. In the execution log, you'll see "Workflow triggered to process transition by click on button [name]".

Example 8: Mass Update Patterns

📚 Module 8 📦 Batch Processing 4 Update Types

Purpose

Process multiple records with running workflow instances simultaneously. Initiate, process, cancel, or force-transition workflows in bulk based on saved search criteria.

Four Mass Update Types

INITIATE

Start

Start workflow on multiple records without opening each one

Use case: After CSV import, initiate approval workflow on all imported records

PROCESS

Execute

Re-evaluate transitions or simulate button click

Use case: Bulk approve all records waiting in "Pending Approval" state

CANCEL

Admin Only

Cancel running workflow instances

Use case: Cancel obsolete workflows after process change

TRANSITION

Force

Force transition to ANY state (bypass normal path)

Use case: Move accidentally rejected records back to approval state

Navigation Path

Lists → Mass Update → Mass Updates → Workflows → [Record Type] → [Workflow Name]

Define Criteria

Same as saved search

→

Name Update

Creates saved mass update

→

Schedule (Optional)

Run during off-peak hours

→

Execute

Process matching records

Update Type	When to Use	Permission
Initiate	Start workflow on records without opening each one	Standard
Process	Simulate button click or re-evaluate transitions	Standard
Cancel	Stop workflows that are stuck or no longer needed	Admin Only
Transition	Fix records in wrong state or stuck workflows	Standard

💡 Key Insight

Process vs Transition: Process follows the normal workflow path (next state). Transition can jump to ANY state, even backwards. Use Transition for error recovery; use Process for bulk automation.

📋 Appendix E: Workflow Examples

Examples Index

Example 1: SLA Reminder System

Purpose

Workflow Blueprint

⚙️ Workflow Definition

State 1: Waiting for Approval

📧 Send Email (Reminder 1)

📧 Send Email (Final Warning)

↪️ Auto-Reject Transition

State 3: Rejected

📝 Set Field Value

💡 Key Insight

Example 2: Subscribe to Related Record

Purpose

Workflow Blueprint

⚙️ Workflow Definition

State 0: Entry State

📋 Create Record (Task)

👁️ Subscribe to Record

↪️ Transition to Next State

State 1: Task Completed

📧 Send Email

💡 Key Insight

Example 3: SQL Formula Calculations

Purpose

Formula Examples

Salary Increase (5%)

Field Concatenation

Extract Email Domain

Null Handling

CASE WHEN Conditional Logic

💡 Key Insight

Example 4: Workflow Action Script

Purpose

Deployment Steps

1. Upload Script

2. Create Record

3. Deploy

4. Add to Workflow

💡 Key Insight

Example 5: CSV Import Context Workflow

Purpose

Workflow Blueprint

⚙️ Workflow Definition

State 0: Tag Imported Record

📝 Set Field Value

CSV Import Setup

Global Preferences

Import Assistant

Result

💡 Key Insight

Example 6: Rejection Processing (UES Context)

Purpose

Workflow Chain Visualization

Approval Workflow

Rejection Processing

Create Task + Email

Rejection Processing Workflow

⚙️ Workflow Definition

State 0: Process Rejections

📋 Create Record (Task)

📧 Send Email

💡 Key Insight

Example 7: Suitelet Integration

Purpose

Two API Functions

workflow.initiate()

workflow.trigger()

Process Performance Reviews Suitelet

Custom UI

Saved Searches

Action 1

Action 2

💡 Key Insight

Example 8: Mass Update Patterns

Purpose

Four Mass Update Types

INITIATE

PROCESS