Creating workflows for NetSuite Fixed Asset Management assets

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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 asset and software information
• Configurable reports to share information about assets and software with your colleagues and management such as corporate-wide reports that detail the distribution and status of the assets and software in your environment
• Configurable workflows that you can easily create to make tasks easier, such as:
  • creating new assets in your NetSuite deployment of Fixed Asset Management. 
  • Updating existing asset details and getting asset information.
  • disposing of assets in NetSuite Fixed Asset Management. 

Navigation

Before you start

Setting global variables

 Creating workflows

Creating asset workflows with the API block

Create Asset in Fixed Asset Management

Update Asset in Fixed Asset Management

Dispose Asset in Fixed Asset Management

Get Asset Details in Fixed Asset Management

Before you start

For the integration with Oomnitza, we recommend that you create a dedicated user account.

You need to do the following before you get started with Oomnitza:

• Enable Token-based authentication. For further information, refer to NetSuite Documentation: Enable Token based authentication. 
• Enable SOAP web services in Netsuite. For further information, refer to NetSuite Documentation: Enabling the SOAP Web Services Feature. 
• Assign a user to a role that has:
  • permission to log in by using token-based authentication. For further information, refer to NetSuite Documentation: Assign Users to Token-based Authentication Roles. 
  • been assigned the Fixed Assets Management role. For further information, refer to NetSuite Documentation: Setting Fixed Assets Management Permission Levels. 

• 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. 

• Have a copy of your Consumer Key and Secret that was generated when the relevant integration record’s Token-based Authentication option was enabled. To regenerate your consumer key and secret, refer to NetSuite Documentation: Regenerating a Consumer Key and Secret.
• Create a token and token secret for the user who will send the SOAP web services request for this application. For further information, refer to NetSuite Documentation: Manage TBA Tokens in the NetSuite UI. 
• Have a copy of your NetSuite account ID. You can find your NetSuite account ID at the beginning of the NetSuite URL. For example, if the URL is https://1234567.app.netsuite.com/, your account ID is 1234567.

For further information, refer to NetSuite Documentation: General Setup Requirements.

Note
This integration uses the 2019_1 version of the API. 

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.

Setting global variables

You can add the following global variables to the Global Settings menu in Oomnitza. These variables will act as your API credentials. 

1. In Oomnitza, click Configuration>General>Global Settings.
2. Click Add new variable (+). 
3. Enter NetSuite.Account_Id as the key.
4. Enter your NetSuite account ID as the value.
5. Save your changes.
6. Repeat the steps above and add the following keys.
   1. NetSuite.Consumer_Key 
   2. NetSuite.Consumer_Secret 
   3. NetSuite.Token_Key 
   4. NetSuite.Token_Secret 
7. The values for the above keys can be obtained by referring to Before you start.

Creating workflows

Creating asset workflows with the API block

To reduce your workload and automate complex and repetitive tasks, you can create workflows with the API block by following the steps in Creating asset workflows with the API block. To locate the available presets, enter NetSuite in the Select Preset search field. Before you start working with these presets, ensure that you have added your NetSuite credentials as global variables by following the steps in Setting global variables. 

The NetSuite API block workflow comes with the following presets for assets:

Create Asset in Fixed Asset Management

Update Asset in Fixed Asset Management

Dispose Asset in Fixed Asset Management

Get Asset Details in Fixed Asset Management

Using the Create Asset Preset

The Create Asset preset creates a new asset within NetSuite Fixed Asset Management. When you select this preset, use the Advanced Mode to configure the message payload:

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. In the Information tab, you will notice that the NetSuite subdomain that you added in Setting global variables is included in the URL.
3. Select the Body tab. The XML<soap-env:Header> contains the credentials that you added in Setting global variables. The XML<soap-env:Body> contains the following:
   • The <customForm> internalid that references an existing custom form for this record. Internal ID values for existing forms can be found at Customizations>Lists, Records, & Fields >Record Types>FAM Assets>Forms. For further information, refer to NetSuite Documentation: Custom Record.
   • The <altName> is set to {{ model.ATTRIBUTE_VALUE }} and should be updated in the call. 
   • The <recType> internalid is hardcoded to 77 and can be updated in the call as required. The value references a custom record type defined in your account. To find the <recType>for a given custom record type in the UI, go to Customizations>Lists, Records, & Fields >Record Types>FAM Assets and hover on the desired record type in the List column. The recType value is displayed in the URL. For example, https://system.netsuite.com/app/common/custom/custrecordentry.nl?rectype=35&id=1.For further information, refer to NetSuite Documentation: Custom Record.
   • The <customFieldList>contains the names of the fields that will be used to create the asset:
     Asset Serial Number – The serial number to track or identify the asset.
     Residual Value – The value that the asset will be worth at the end of its lifetime. 
     Supplier - The supplier (vendor) the asset was purchased from.
     Asset Description – A brief description of the asset.
     Asset Type – The asset type for this asset. Please note the <custrecord_assettype> is hardcoded to 1 in the body: <ns9:value internalId="1" />
     Asset Cost – The cost of the asset.
     Purchase Date - The purchase date of the asset. 
   • Validate that the above mentioned fields exist in your NetSuite deployment of Fixed Asset Management and update the <value>tags to reference an existing Oomnitza field or contain hardcoded values that will be used to create the asset. 
4. Select the Response tab. Add {{response}} to the Response field and map this value to a custom Oomnitza field such as NetSuite Asset Id. To create a custom field, go to Assets>Customization in Oomnitza. The response should return the asset id of the newly created asset. 

Using the NetSuite Update Asset Preset

The Update Asset Preset preset updates the description of an asset. When you select this preset, you can use the Advanced Mode to configure the message payload:

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. In the Information tab, you will notice that the NetSuite subdomain that you added in Setting global variables is included in the URL.
3. Select the Body tab. The XML<soap-env:Header> contains the credentials that you added in Setting global variables. The XML<soap-env:Body> contains the following:
   
   • The <record> is set to {{ netsuite_asset_id.ATTRIBUTE_VALUE }} and should be updated to the attribute id of the asset to be updated. 
   • The <recType> internalid is hardcoded to 77 and can be updated in the call as required. Refer to Using the NetSuite Create Asset Preset for more information. 
   • The <customFieldList>contains the Asset Description field. The <value>tag should be updated to reference an existing Oomnitza field or contain hardcoded values that will be used to describe the asset. 
4. Select the Response tab. For troubleshooting purposes, you add {{response}} to the Response field and map this value to a custom long text Oomnitza field. Once you have the entire response, you can then map to individual JSON values to custom fields. To create a custom field, go to Assets>Customization in Oomnitza. For further information, see Creating Custom Fields in Oomnitza.

Using the NetSuite Dispose Asset Preset

The Dispose Asset Preset preset sets the asset status to disposed within NetSuite. When you select this preset, you can use the Advanced Mode to configure the message payload. To do this, complete the following steps:

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. In the Information tab, you will notice that the NetSuite subdomain that you added in Setting global variables is included in the URL.
3. Select the Body tab. The XML<soap-env:Header> contains the credentials that you added in Setting global variables. The XML<soap-env:Body> contains the following:
   
   • The <record> is set to {{ netsuite_asset_id.ATTRIBUTE_VALUE }} and should be updated to the attribute id of the asset to be updated. 
   • The <recType> internalid is hardcoded to 77 and can be updated in the call as required. Refer to Using the NetSuite Create Asset Preset for more information. 
   • The <customFieldList>contains the Asset Status field. Please note the <custrecord_assetstatus> is hardcoded to 4 in the body: <ns3:value internalId="4" />and should be updated to match the id in your NetSuite deployment of Fixed Asset Management.
4. Select the Response tab. For troubleshooting purposes, you add {{response}} to the Response field and map this value to a custom long text Oomnitza field. Once you have the entire response, you can then map to individual JSON values to custom fields. To create a custom field, go to Assets>Customization in Oomnitza. For further information, see Creating Custom Fields in Oomnitza.

Using the NetSuite Get Asset Details Preset

The Get Asset Details preset gets the asset details from your NetSuite deployment of Fixed Asset Management. We recommend that you do the following when using this preset:

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab. The XML<soap-env:Header> contains the credentials that you added in Setting global variables. The XML between <soap-env:Body> contains the  {{ netsuite_asset_id.ATTRIBUTE_VALUE }} and should be updated to the attribute id of the asset you wish to get. 
3. Select the Response tab. Add{{response}}to the Response field and map this value to a custom long text Oomnitza field. Once you have the entire response, you can then map to individual JSON values to custom fields. To create a custom field, go to Assets>Customization in Oomnitza. For further information, see Creating Custom Fields in Oomnitza.

For further information on workflows see:
 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

See  Getting started for more information.