Creating an extended integration for NetSuite Fixed Asset Management assets

NetSuite is a cloud-based ERP (Enterprise Resource Planning) system that offers a wide range of functionalities for managing various aspects of a business. It provides modules for financial management, inventory and supply chain management, order management, customer relationship management (CRM), human resources, project management, and more.

The NetSuite Asset Load performs a custom record search for NetSuite Fixed Asset Management assets. The information retrieved includes the Record ID, Record Owner, and Type.

NetSuite Applications Suite: Custom record search

The search results are returned in pages of 500 records per page.

NetSuite Applications Suite: searchMoreWithId

Note
This integration uses the 2021_1 version of the API

Navigation

Before you start

Add your NetSuite global variables

Add credentials to the vault in Oomnitza

Creating the asset integration

Before you start

You'll need to complete several setup tasks before you use token-based authentication. This includes:

1. Enable Token-based authentication. See NetSuite Documentation: Enable Token-based authentication.
2. Enable SOAP web services in Netsuite. For further information, refer to NetSuite Documentation: Enabling the SOAP Web Services Feature.
3. Create a role that:
   • has Fixed Assets Management role permissions. See NetSuite Documentation: Setting Fixed Assets Management Permission Levels.
   • permits login by using token-based authentication. For details, see Set Up Token-based Authentication Roles.
4. Assign the user to the role. See NetSuite Documentation: Assign Users to Token-based Authentication Roles.
5. Create an integration record at Setup > Integration > Manage Integrations. On the integration record, the Token-based Authentication option must be enabled. For further information, refer to NetSuite Documentation: Creating an Integration Record. 

NetSuite Applications Suite: Requirements for Using Token-Based Authentication

You'll need to retrieve the following details for use in Oomnitza:

Subdomain

Your subdomain is the Account ID of your specific account. You can find this number at Setup > Integration > SOAP Web Services Preferences, in the Account ID field.

NetSuite Applications Suite: REST Web Services URL Schema and Account-Specific URLs

NetSuite Applications Suite: TokenPassport Complex Type

NetSuite Account ID

See above.

Token Key and Secret

This is a string identifier or an ID of a token that represents a unique combination of a user, a role, and an integration record. This string can be generated in multiple ways. For details, see Manage TBA Tokens in the NetSuite UI.

NetSuite Applications Suite: TokenPassport Complex Type

Consumer Key and Secret

The consumer key for the integration record. This string was created when you checked the Token-based Authentication box on the integration record and saved it. This string is shown only once. If you no longer have this string, you can reset the credentials, as described in Regenerating a Consumer Key and Secret.

NetSuite Applications Suite: TokenPassport Complex Type

FAM Asset Internal ID

This is the Internal ID of the Custom Asset record.

Enable Filtering

This feature is optional. If you choose to enable filtering, you must also enter your Asset Type Internal ID and Asset Status Internal ID.

The filter performs the following actions:

• Filters assets based on the specified asset type
• Excludes those with a specific asset status
• Removes records where the asset serial number field is empty.

Add your NetSuite global variables

NetSuite FAM is using SOAP web services where the secrets need to be added directly in the body segment of the web services call. As a result, for this preset, we are not able to use the credential storage within Oomnitza and have to store the credentials within the global settings. We understand that this is not ideal and we are working on a better solution for this for a future release.

The format of the NetSuite account ID and subdomain varies depending on whether you connect to a NetSuite sandbox or production account. If you connect to a NetSuite sandbox account, the format of the account ID is <numeric_value>_<sandbox_name> such as  1234567_SB1 and the format of the subdomain is <numeric_value>-<sandbox_name> such as 1234567-SB1.   

To add the credentials and asset information as global settings, complete the following steps:

1. Click Configuration > General > Global Settings.
2. Click Add new variable (+).
3. Enter Netsuite.Subdomain as the key.
4. Enter your subdomain as the value.
5. Click SAVE.
6. Repeat the steps above to add the following keys and their values:
   1. Netsuite.Account_Id
   2. NetSuite.Consumer_Key
   3. NetSuite.Token_Key
   4. NetSuite.Consumer_Secret
   5. NetSuite.Token_Secret
   6. NetSuite.Internal_ID_FAM
   7. NetSuite.Asset_Type_Internal_ID
   8. NetSuite.Asset_Status_Internal_ID

Note on credential details

When setting up the integration, you are prompted to add your API credentials in the Credential details section. You can add any value, such as a space, for the API key, or select an existing API credential from the list. This is to satisfy the criteria for running the integration.

Creating the asset integration

1. In Oomnitza, click Configuration> Integrations> Overview.
2. Click Block view
3. Scroll down to the Extended section for asset integrations.
4. Click NEW INTEGRATION.
5. Select the integration in the sidebar.
6. Click ADD.

Integration details overview

More information is provided about the following fields to help you complete the integration:

Software data

Depending on the asset integration, an option might be available to ingest desktop software information such as the name and version of the software installed on an asset. To view the software information in Oomnitza, you must have the software module. 

Installation types

• Cloud. Store credentials in the Oomnitza cloud.
• Local. Store credentials locally. If you want to sync Oomnitza with vendor applications that require AWS or OAUTH authentication, select cloud as the type of installation. Local installations don't support AWS and OAuth authentication. 

Integration preferences

• Create & Update. Add and update records.
• Create only. Add records.
• Update only. Update records.

Integration details

To review or update the integrations details, click Edit .

When you edit the Integration details section, you can select the name or names of integration contacts.  Integration contacts will receive an in-app notification and an email, when the integration fails, when the integration fails to complete within 24 hours, or when the scheduled integration fails to run.

1. Update the integration name.
2. Select an installation type.
3. For integration preferences, select an option.
4. Enter the name of the integration user.  

Credential details

If you selected Cloud as the installation type, choose one of the following options:

• Select the credentials that were created for the integration.
• Edit the credentials that were created for the integration.
• Create new credentials

Scheduling the integration

By default, data is synced once every day. Change the interval or the time so that the data is streamed when your system isn't busy.

1. Click Edit .
2. Make and save your changes.

Mapping fields to Oomnitza

To map the fields to Oomnitza, click Edit .

  Select Edit integration to add rules for syncing data. Filtering integration results.  

Click SMART MAPPING.

You can add new fields to your integration by selecting Add new field   on the mapping page. 
Creating custom API fields. 

Creating custom mappings

Map NetSuite fields to Oomnitza fields to get the asset information that you need. For the field mapping, it is recommended to follow these steps:

1. Click Smart Mapping to automatically detect appropriate mapping fields. Values from the integration can also be dragged to the appropriate field on the Oomnitza side, or selected from the integration field dropdown.
2. Create a custom mapping for the NetSuite Custom Record ID field. To do this, complete these steps:
   1. Click the down arrow on the Custom Record ID field.
   2. Select Add new Oomnitza assets field.
   3. Change the name of the new field to NetSuite Custom Record ID.
   4. Select the Unique checkbox.
   5. Click CREATE. 
3. Map and assign a sync key to a unique field, such as the NetSuite Custom Record ID or Serial Number.
4. Click UPDATE.

Tracking information for asset loads 

When the integration is run, you can track the name of the credentials that were used and the source of the data. To do this, you map the following fields to Oomnitza:   

• Connect: Consumer Key
• Connect: Consumer Secret
• Connect: Credentials
• Connect: Custom Field: Asset Status Internal ID
• Connect: Custom Field: Asset Type Internal ID
• Connect: Enable Filtering?
• Connect: FAM Asset Internal ID
• Connect: NetSuite Account ID
• Connect: Subdomain
• Connect: Token Key
• Connect: Token Secret

Custom mappings

InActive?
Internal ID
Name
Owner
Custom Record ID
Record Type

Create your own NetSuite mappings

Follow the steps below to create custom mappings in NetSuite:

1. On the mapping page, click Add (+)
2. Input the field name, such as Asset Supplier
3. For the field path, enter the Jinja value. Refer to the note below for detailed information.
4. Choose the dropdown beside the field you've created. From there, either map it to an existing Oomnitza field or create a new Oomnitza field to map it to.

Important 
Make sure there are no spaces between the Jinja statements. 

Note on mappings

The data type of the field you're mapping dictates the values you need to include in the Jinja  {{ target_field[...]}} structure.

Example 1: For text field mapping, use: 

{% set target_field = setupCustom_COLON_customFieldList['platformCore:customField'] | selectattr('@scriptId', '==', 'CUSTOM FIELD NAME') | first %}{% if target_field %}{{ target_field['platformCore:value'] }}{%else%}{%endif%}

Example 2: For mapping a list item like "Asset Status", follow:

{% set target_field = setupCustom_COLON_customFieldList['platformCore:customField'] | selectattr('@scriptId', '==', 'CUSTOM FIELD NAME') | first %}{% if target_field %}{{ target_field['platformCore:value']['platformCore:name'] }}{%else%}{%endif%}

Table: Data Type & Corresponding Values

Data Type	Values to include in the target field
Currency	target_field['platformCore:value']
Date	target_field['platformCore:value']
Decimal Number	target_field['platformCore:value']
Free-Form Text	target_field['platformCore:value']
Integer Number	target_field['platformCore:value']
List/Record	target_field['platformCore:value']['platformCore:name']
Percent	target_field['platformCore:value']

Remember: In both examples above, replace "CUSTOM FIELD NAME" with the specific field name you are working with.

Unsure of the Data Type?

If you're uncertain about the data type, use the following Jinja template as a catch-all. However, be aware that this catch-all approach is slightly slower in performance. Remember to replace "CUSTOM FIELD NAME" with the specific field name:

{% set target_field = setupCustom_COLON_customFieldList['platformCore:customField'] | selectattr('@scriptId', '==', 'CUSTOM FIELD NAME') | first %}{% if target_field %}{% if target_field['platformCore:value']['platformCore:name'] %}{{ target_field['platformCore:value']['platformCore:name'] }}{% elif target_field['platformCore:value'] %}{{ target_field['platformCore:value'] }}{%else%}{%endif%}{%else%}{%endif%}

Launching the integration

Your integration is in Draft mode until the required mandatory fields are added. When added, click Launch to activate your integration. 

If you selected Cloud as the installation type when creating the integration, see Running an extended integration

If you selected Local as the installation type when creating the integration, see Running an extended integration locally.

Viewing data ingested by Oomnitza

Viewing ingested asset data

For asset integrations, click Hardware. If the asset integration also ingests software data, click Software.

Viewing ingested user data

For user integrations, click People. If you chose the option to ingest User and SaaS user data, click Software > SaaS, click the SaaS app, and then click the Users tab. 

Related Links

• Running an extended integration
• Troubleshooting integrations
• Mapping extended integrations

Unleash the power of Oomnitza

To get valuable actionable insights that help you manage your assets, learn how to:

• Configure dashboards for your users and software
• Configure custom reports about your users and software
• Create workflows to automate tasks

See Getting started for more information.