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Creating an extended integration for NetSuite users

  • November 10, 2024 13:08
  • Updated

NetSuite is a comprehensive 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 User Load enables you to retrieve NetSuite employee information. The information retrieved includes the employee's name, hire date, and status.

small_blue_link.svgNetSuite Employee API

Connect Oomnitza and NetSuite in minutes

Get the information and insights that you need to reduce costs and the time that you spend on administration tasks such as:

  • Configurable dashboards and list views of key user information
  • Configurable reports to share information about users with your colleagues and management
  • Workflows that can be easily created such as  
    • Workflows for deleting NetSuite users
    • Workflows for getting a NetSuite user's details and updating NetSuite users
    • Workflows for getting a SaaS user's role and deactivating SaaS users in Oomnitza

Navigation

small_blue_link.svgBefore you start

small_blue_link.svgAdd your NetSuite subdomain (account ID) as a global variable

small_blue_link.svgAdd credentials to the vault in Oomnitza

small_blue_link.svgCreate the user integration

small_blue_link.svg Create workflows

Creating user workflows with the API block

Get User Details

Update User

Delete User

Creating Saas user workflows

NetSuite User Role preset

Before you start

To stream NetSuite user data into Oomnitza, you add OAuth 2.0 credentials to the credentials vault in Oomnitza. You can obtain your OAuth 2.0 credentials (consumer Key and consumer secret) by following the steps in Create OAuth 2.0 client app. 

You will also need to have your NetSuite Account Id to run the integration in Oomnitza. You can find the Account Id in your NetSuite URL. Let's say the URL to your instance is https:// 123456 .app.netsuite.com . In this example, your account ID is 123456. This value should also be supplied as as your subdomain.

Configure NetSuite

Before you create the integration with Oomnitza, complete the following tasks in NetSuite: 

Create OAuth 2.0 client app

    1. As administrator, log in to your NetSuite account .

    2. From the menu, click Setup > Integration > Manage Integrations > New.
    3. Make the following changes:
      • Enter the name of the OAuth 2.0 client.
      • Set State to enabled.
      • Set the Authorization Code Grant to true.
      • Set REST Web Services to true.
      • Enter the callback URL: https://generic-oauth2-proxy.oomnitza.com/oauth2/redirect_url 
    4. Save your changes.

Remember
Copy your consumer Key (client ID) and consumer secret (client secret). You'll need this information to add your credentials to Oomnitza. 

Enable SuiteCloud features

  1. From the menu, click Setup > Company > Enable features > and click the Analytics tab.
  2. In the SuiteAnalytics section, select SUITEANALYTICS WORKBOOK.
  3. Click the SuiteCloud tab and enable the following services:
    • In the SuiteScript section, enable CLIENT SUITESCRIPT and SERVER SUITESCRIPT.
    • In the SuiteTalk (Web Services) section, enable REST Web Services.
    • In the Manage Authentication section, enable OAUTH 2.0.

Enable analytics

  1. From the menu, click Setup > Company > Enable features.
  2. Click the Analytics tab.
  3. In the SuiteAnalytics section,  enable SUITEANALYTICS WORKBOOK.

Enable role permissions

  1. Click Setup > Users/Roles > Manage roles.
  2. On the Manage Roles page, select your role and then click Edit.
  3. Scroll down, and click the Permissions > Reports and then add SuiteAnalytics Workbook.
  4. Select Permissions > Setup > Add Custom Fields(View), Custom Record Types(View), and enable the following permissions:
    • Log in using OAuth 2.0 Access Tokens
    • REST Web Services
    • Log in using Access Tokens

Useful links

small_blue_link.svg REST Web Services Prerequisites and Setup

small_blue_link.svg OAuth 2.0 for NetSuite

small_blue_link.svg Setting up REST Web Services with OAuth 2.0 in your NetSuite Account

Add your NetSuite subdomain (account ID) as a global variable

To save time when you create workflows, you can enter the subdomain of your NetSuite instance as a global variable.

  1. Click Configuration > General > Global Settings.
  2. Click Add new variable (+).
  3. Enter Netsuite.Subdomain as the key.
  4. Enter your NetSuite account ID as the subdomain. 
  5. Click SAVE.

Add credentials to the vault in Oomnitza

To add your NetSuite credentials to Oomnitza, you'll need the following information:

  • Your NetSuite client ID and secret.
  • Your NetSuite account ID.
  1. In Oomnitza, click Configuration > Security > Credentials.
  2. Click Add new credential (+).
  3. Search for the integration, and then click the forward arrow > to select the integration. 
  4. Enter your client credentials and any other additional information.
  5. Click Authenticate. You are prompted to log in to authorize your request.
  6. Click CREATE.
  1. On the INFORMATION tab, complete these actions:
  2. Add the name of the credential such as NetSuite Users.
  3. Add the name of the owner. 
  4. On the AUTHORIZATION tab, complete these actions:
    1. Ensure that OAuth 2.0 is selected as the Authorization type.
    2. Ensure that NetSuite is selected from the SaaS list.
    3. Enter your client ID.
    4. Enter your client secret.
    5. Enter your account ID.
    6. Click Authenticate.
    7. Click CREATE. 

NetSuite Restriction
The authorization token that you get from NetSuite expires in seven days. When the NetSuite token expires, you get an invalid_grant error when the integration is run. To resolve this issue, open the credentials that you added, in Advanced Mode, click the AUTHORIZATION tab, click REFRESH, and click Save. Then, run the integration manually. 

Create the user integration

  1. In Oomnitza, click Configuration> Integrations> Overview.
  2. Click Block view block_view.PNG
  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:

Installation type

Select Cloud if you want to store credentials in the Oomnitza cloud.

Select Local if you want to store credentials locally. Local extended integrations do not support AWS and OAuth authentication. If you want to sync Oomnitza with vendor applications that require AWS or OAUTH authentication, select Cloud.

Integration preferences

By default, the option Create & Update option is selected. Select this option  when you want to edit records and add new records. If you want to edit records and not add new records, select Update Only. If you only want to add new records, select Create Only.

Integration details

To review or update the integrations details, click Edit edit_black_pencil_icon.svg.

  1. Update the integration name if necessary. 
  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

Schedule

By default, data is streamed to Oomnitza once every day.

You can configure the schedule to meet your needs such as changing the interval or changing the time so that the data is streamed when your system isn't busy.

  1. Click the Edit edit_black_pencil_icon.svg.
  2. Configure your schedule.
  3. Click Update.

Mappings

To map the fields to Oomnitza, click Edit edit_black_pencil_icon.svg.

TipBulb_Icon_small.svgYou can define rules for your integration by selecting Edit integration edit_integration.svg on the mapping page. For example, you may only want to run the integration if a certain contact or region exists. See Filtering integration results.  
You can add new fields to your integration by selecting Add new field  add_grey_rectangel_icon.svg on the mapping page. All you need to do is specify the property name. See Creating custom API fields. 

Creating custom mappings

Map the NetSuite fields to Oomnitza fields and create custom mappings to get the user information that you need.

Complete these actions:

  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. To create workflows, you must map the ID field to NetSuite User ID. To do this, complete these steps:
    1.  Click the down arrow on the Id field.
    2. Select Add new Oomnitza users field.
    3. Change the name of the field to NetSuite User ID. 
    4. Select the Unique checkbox.
    5. Click CREATE. 
  3. Ensure that the Email is mapped to the
    1. Username field on the Oomnitza side (required for integration).
    2. Email field on the Oomnitza side (required for integration).
  4. Select the Role field on the Oomnitza mapping side.
  5. Choose a suitable role from the list (a defined role is necessary for the integration)
  6. Assign a sync key to a unique field, such as the Email.
  7. Click UPDATE.

Standard mappings

The following NetSuite fields can be mapped to Oomnitza:

Access to NetSuite
Connector Sync Time
Created at
Email
Entity Id
First Name
Hire Date
Id
Is Inactive
Is Job Manager
Is Job Resource
Is Sales Representative
Is Support Representative
Last Name
Middle Name
Require Password Change
Termination by Death
Updated at
Was Employee Center has Access
Was Full User has Access
Was Inactive
Was Retail User has Access

Launching the integration

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

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

small_blue_link.svg 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

Remember
Because NetSuite tokens expire in seven days, refresh your token before you run the integration. See NetSuite restriction.

Create workflows

Creating user workflows with the API block

To reduce your workload and automate complex and repetitive tasks, you can create user workflows with the API block by following the steps in Using the API block. Edit an API block, then search and select a preset from the list below: 

NetSuite Get User Details
NetSuite Update User
NetSuite Delete User

When you select a NetSuite preset, you must ensure that you supply:

Using the NetSuite Get User Details preset

The NetSuite Get User preset shows the details of a user, by ID. When working with this preset, use the Advanced Mode to configure the message payload. 

  1. Click the Advanced Mode button located in the upper right of the window.
  2. Select the Information tab. The NetSuite user id is assumed to be stored in the variable{{netsuite_user_id}} that you created in Creating custom mappings. If this is not correct, you can replace the variable {{netsuite_user_id}}in the URL field with the correct variable or user id. 
  3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you should then map individual JSON values to custom fields, as per the example below.

netsuite_userdetails.PNG

For further information, and for an overview of the values returned in the Get User Details response, refer to the NetSuite API documentation: Get employee.

Using the NetSuite Update User preset

The NetSuite Update User preset updates a user, by ID. The following information is required to update a user in NetSuite:

Field Values
Is Inactive true or false
Is Job Manager true or false
Is Job Resource true or false
Is Sales Representative true or false
Is Support Representative true or false
Middle Name User's middle name
Require Password Change true or false
Send Email true or false
Termination by Death true or false
YYYY-MM-DD The Hire date, which must be in the format specified.

When working with this preset, use the Advanced Mode to configure the message payload. 

  1. Click the Advanced Mode button located in the upper right of the window.
  2. Select the Information tab. The NetSuite user id is assumed to be stored in the variable{{netsuite_user_id}} that you created in Creating custom mappings. 
  3. Select the Body tab. By default, the user's email, first name, last name, are assumed to be stored in the variables highlighted in the example below.  You can also add additional fields to the message body, such as department, mobilePhoneand birthdate. For a detailed list, refer to the NetSuite API documentation: Update record.
  4. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you should then map individual JSON values to custom fields, as per the example in Using the NetSuite Get User Details preset. 
{
 "email": "{{email}}", 
 "firstName": "{{first_name}}", 
  "hireDate": "2022-07-01",
 "lastName": "{{last_name}}",
  "middleName": "Mary",
  "giveAccess": true,
  "isInactive": false,
  "isJobManager": false,
  "isJobResource": false,
  "issalesrep": false,
  "issupportrep": true,
  "requirePwdChange": false,
  "sendEmail": true,
  "terminationbydeath": true
}

Using the NetSuite Delete User preset

The NetSuite Delete User preset deletes a user, by ID. Use the Advanced Mode to ensure that the NetSuite user id is mapped to the correct variable in the Information tab. For further information on the request payload refer to the NetSuite API documentation: Remove record.

Note
If successful, this API returns a 204 No Content response.

articles_icon.svg Reference articles for workflows

Creating Saas user workflows

You can create the SaaS User workflow by following the steps in Creating Saas user workflows. To locate a preset, enter NetSuite User Role in the Select Preset search field. 

NetSuite User Role preset

The NetSuite User Role preset enables you to read a user’s role from your NetSuite integration. When you select this preset, enter the following details in the Configure section:

  • The NetSuite Credentials that you created in Add credentials to the vault in Oomnitza. 
  • Enter your NetSuite account ID as the subdomain. Let's say the URL to your instance is https:// 123456 .app.netsuite.com . In this example, your account ID is 123456.

Once you run your preset you can retrieve your results by completing the steps in Creating Saas user workflows.

Reference articles for creating workflows

Unleash the power of Oomnitza

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

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

small_blue_link.svg Getting started 

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