Creating an extended integration for NetSuite users

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You'll get complete visibility of your users as data from NetSuite is automatically transformed into consumable information and actionable insights.

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

Contents

1. Configure NetSuite
2. Add credentials
3. Create the user integration
4. Create workflows

Useful links

REST Web Services Prerequisites and Setup

OAuth 2.0 for NetSuite

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

Before you start

To stream NetSuite user data into Oomnitza, you add OAuth 2.0 credentials to the credentials vault in Oomnitza.

Configure NetSuite

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

• Create OAuth 2.0 client app 
• Enable SuiteCloud features
• Enable analytics 
• Enable role permissions

Create OAuth 2.0 client app

1. 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

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. Let's say the URL to your instance is https:// 123456 .app.netsuite.com . In this example, your account ID is 123456.
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. Log into Oomnitza.
2. Click Configuration > Security > Credentials, and then click Add new credential (+).
3. On the INFORMATION tab, complete these actions:
4. Add the name of the credential such as NetSuite Users.
5. Add the name of the owner. 
6. On the AUTHORIZATION tab, complete these actions:
   1. As authorization type, select 0Auth 2.0.
   2. From the SaaS list, select NetSuite.
   3. Enter your client ID.
   4. Enter your client secret.
   5. Enter your subdomain.
   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, click the AUTHORIZATION tab, click REFRESH, and click Save. Then, run the integration manually. 

Next

You use the credentials that you added to create and customize your NetSuite integrations with Oomnitza.

Create the user integration

Info and connect details

1. Click Configuration > Integrations and then click Integrations List View .
2. On the Integrations page, scroll down to the Extended section for User Integrations.
3. Click NEW INTEGRATION.
4. In the New User Integration sidebar, click NetSuite.
5. Click APPLY next to NetSuite User Load and then click NEXT twice.

Connect page

Best practice
To ensure that only live user records are streamed from NetSuite to Oomnitza, choose Update only as your integration preference. When you run the integration, you can check the error logs to see which user records weren't uploaded and why they weren't uploaded. You can then decide whether to upload the user records that were skipped by changing your integration preference to create and upload. See Access error logs.

1. Enter a descriptive name for the integration such as NetSuite Users. That'll be the name of the user integration that is shown on the Integrations page.
2. From the User Selection list, select User plus SaaS User or User only.
3. If you select User plus SaaS User and you have multiple instances of the same SaaS application, select the application from the SaaS Selection list. If you have a single instance of the SaaS application, skip this step.
4. From the installation type list, select Cloud.
5. From the Credentials list, select the credentials for NetSuite.
6. From the Integration Preferences list, select Update only.   
7. Enter the name of the user of the integration.
8. Enter your subdomain.
9. Click Next.

Custom NetSuite to Oomnitza 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

Want to map more fields to Oomnitza?
Contact Support, or see Mapping extended connectors.

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 MAPPINGS.
2. Complete these steps to map NetSuite fields to Oomnitza. 
   1. 1. Click the down arrow on the field that you want to map.
      2. Select Add new Oomnitza users field.
      3. Change the name of the field. 
      4. Click CREATE. 
3. 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. Click CREATE. 
4. Assign an Oomnitza role to the users such as Employee.
5. Assign a sync key to one of the fields such as the Email field.
6. Click NEXT.   

Schedule

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

By default, NetSuite user 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. Configure your schedule.
2. Click FINISH.

Result

A new tile is created for the integration on the Integrations page. 

What to do next

If you want to see what information is collected now, click the tile on the Integrations page and click RUN.

Figure: Mock-up for illustration purposes

If you want to change the integration settings, you can click a navigation link on the page, such as 4 Mappings, and edit the settings. 

Create workflows

Use API presets to create workflows

To reduce your workload and automate complex and repetitive tasks, you can use the following API presets:   

1. Click Configuration > Workflows > SaaS Users.
2. Click Add (+). The Begin and End blocks are automatically added to the sandbox.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by choosing a schedule and adding the rules that will trigger the workflow. For example, add the rule Name equals NetSuite, and a rule to trigger the workflow.
5. Click the Blocks tab, and  drag and drop the API block onto the canvas.
6. Click the Edit button.
7. Enter NetSuite in the search field and and choose one of the following presets:
   • NetSuite Delete Users. 
   • NetSuite Get User Details
   • NetSuite Update User   
8. Click SAVE.
9. Connect the blocks.
10. Validate, launch, and save your workflow.

Information required for API workflows

For NetSuite Delete User and Get User Details, you must select your NetSuite credentials and enter your NetSuite subdomain.

For NetSuite Update User, you must select your NetSuite credentials, enter your NetSuite subdomain, and provide the following information:

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	Date, which must be in the format specified.

Use the SaaS User Role Retrieval block to create workflows

1. Click Configuration > Workflows > SaaS Users.
2. Click Add workflow (+).  The Begin and End blocks are automatically added to the canvas.
3. Enter the name of the workflow and a description.
4. Edit the Begin block.
   1. Create a schedule for running the workflow.
   2. Use a rule to identify the SaaS software 
   3. Add rules to trigger the workflow . For example, you can add a rule to deactivate users who haven't logged in for a number of days.
   4. Click SAVE.
5. From the Integrations section, drag and drop the SaaS User Role Retrieval block onto the canvas.
6. Edit the SaaS User Role Retrieval block.
7. To find the preset, type NetSuite.
8. Click the right arrow (>) next to NetSuite User Role.
9. Select your NetSuite credentials and enter your NetSuite subdomain.
10. Connect the workflows.
11. Validate, save, and launch the workflow.

  SaaS User Role

 Understanding workflows

 Workflow block overview 

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

 Getting started