Reducing Workflow Entries – Multi-Subsidiary Environments

For those NetSuite Admins with a multi-subsidiary environment, you're probably very familiar with creating multiple entries for your workflows. This is particularly prevalent with case forms, sales orders, and customer entry forms. Luckily, there's a quicker way! Read further to learn how you can reduce your workflows and avoid costly errors when adding new subsidiaries.

First, identify a field that you are setting via a workflow for each of your subsidiaries. In one instance we identified, this was the brand name of the subsidiary on the customer record. Each time a new customer was created, the support agent or sales rep was selecting the subsidiary for which this customer was related and the inline brand field was sourced via a workflow. This brand was used in email templates and transaction forms, so it was very important that the field is not empty. In general, the workflow worked just fine, except there were 26 active subsidiaries, and the company was frequently adding more. This meant that the NetSuite Admin needed to ensure they remembered each and every workflow that performed some similar task. For each such workflow, there were 26 entries (i.e. if subsidiary == x; set field value brand = x). That’s not an ideal situation for any administrator, because forgetting a single one meant a torrent of tickets from the support center on launch day, or worse, the problem goes undetected for a week or two until someone starts reviewing data!

Now that we know what field we want to be set, we simply need to create a relationship between the subsidiary record and the custom field. In this case, we needed to link the brand name custom list. This can be easily done by editing any subsidiary record and selecting “Customize” > “New Field” in the upper right hand corner. Now you can add a list field to your subsidiary record and select the brand name custom list! (Note: You can also add a field to the subsidiary record via “Customization” > “Lists, Records, & Fields” > “Other Record Field” > “New” and setting “Subsidiary” as the record type). If this field is something that is set for every subsidiary, be sure to make the field mandatory so you don’t forget, but its presence alone is usually enough of a reminder.

Once you’ve added the custom field to your subsidiary record, you’ll need to edit each subsidiary and select the appropriate value. It’s a bit time consuming if you have a lot of records, but it’s well worth it in the end!

With the subsidiary is connected to the custom record, the only thing left to do is to clean up your workflow. Remove all the repetitive entries and replace them with a single one: On field edit of subsidiary, set brand to the Subsidiary Brand. This can be done with the “From Field” section by joining the subsidiary record or a formula (e.g {subsidiary.custrecord_brand_name}).

From now on the workflow will work for any new subsidiary. Additionally, the same workflow can be modified to run on a saved search to update the brand on customers that might have been missed in the past!

If you have any workflow questions, administrative headaches, or general questions leave a comment or contact us directly to see what solution we can offer you!

3 thoughts on “Reducing Workflow Entries – Multi-Subsidiary Environments”

  1. Hello. This post was extremely motivating, especially since I was investigating for thoughts on this matter last Saturday. Haily Levon Ortrude

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