Record-Type Settings & Workflow Selection

Abstract

This article outlines the process of configuring Record Type Settings and selecting workflows within the Approval Workflow Automation (AWA) system for vendor bills in NetSuite. Administrators follow these steps to define how approval workflows apply to specific record types, ensuring that vendor transactions are routed appropriately for review and sign-off. For example, if a company wants to enable approvals for Vendor Bills or Purchase Orders, it must first configure a corresponding Approval Record Type Settings entry.

This guide covers how to access Approval Settings, create a new record type entry, and configure fields like Record Type and Approval Process Definition.

Configuring Record Type Settings and Selecting Approval Workflows

Approval workflows can be tailored to specific record types, such as Vendor Bills or Purchase Orders. By configuring the appropriate settings, administrators can control how transactions are routed for approval based on business rules, subsidiaries, and communication templates.

Follow these steps to set up Approval Settings and assign a workflow:

1. To start the process, navigate to Setup, hover over Approval Workflow Automation, and select Approval Settings:

   

   Note: If the record will send approval emails, create an Email Template Preset first. This preset auto-generates the email templates used when configuring Approval Record Type Settings.

2. Once the AWA Approval Settings page loads, locate and select the Record Type Settings section to view existing entries or create a new one:

   

3. To define approval logic for a new record type, click the New AWA Approval Record Type Settings button:

   

   Then, the AWA Approval Record Type Settings form will open:

   

4. From the RECORD TYPE, click the dropdown and select the transaction type for this configuration:

   

5. Next, in the APPROVAL PROCESS DEFINITION field, click the dropdown and select the workflow that will govern this record type’s approvals. This is the automated process that routes records for review and approval:

   

6. If needed, click the New button beside the workflow field to create a new APPROVAL PROCESS DEFINITION:

   

   This opens a separate workflow creation form for the AWA Approval Process Definition:

   

   Note: Creating workflows is a separate process. Implementation teams typically assist with building and maintaining workflow logic and steps.

7. If applicable, use the SUBSIDIARIES field to select one or more subsidiaries where these approval settings should apply:

   

   Note: This field will be ignored if the selected record type does not support subsidiaries. Leaving the field blank will apply the configuration to all subsidiaries.

This concludes the process of configuring Record Type Settings and selecting workflows.