Advanced Document Management
Simplify how your files are managed in NetSuite with drag-and-drop, split screen views and enhanced file security
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Simplify how your files are managed in NetSuite with drag-and-drop, split screen views and enhanced file security
Last updated
Was this helpful?
This feature is included within SquareWorks' Automate AP Automation Suite.
The Advanced Document Management feature is available as a NetSuite Bundle that can be downloaded and installed in your NetSuite environment after a license has been purchased.
Log into your NetSuite account with the Administrator role
Navigate to Customization > SuiteBundler > Search & Install Bundles
Search for the keyword 289838
Click on the bundle name (SQW Automate: Document Management)
Press Install
On the Preview Bundle Install screen, press Install Bundle
You will be redirected to a list of installed bundles in your account. Wait for the bundle to install. Once installed, you will see a green check mark in the status column.
Most configuration can be done on the Advanced Attachments Settings screen using the Administrator role (Setup > Advanced Attachments > Settings)
License Key: Your bundle license key provided by SquareWorks. As of v1.3.0, this field will be automatically populated.
File Cabinet Folder Id: The internal id of the Advanced Attachments staging file cabinet folder. This will be setup automatically, and should not be changed.
Sublist Name: The name of the sublist tab on records. Unless overridden in the record types below, this value will be used.
Max Attachment Size: The max file upload size in megabytes. Unless overridden in the record types below, this value will be used. Files greater than 20MB cannot be stored in SquareWorks' storage service. However, they can still be uploaded to NetSuite (optional feature). Files larger than 20MB we be permanently stored in NetSuite.
SquareWorks File Service Enabled: Enable or disable SquareWorks' storage service. If not enabled, all uploaded files will be stored in the NetSuite file cabinet.
SquareWorks File Service API Key: The SquareWorks storage service API key provided by SquareWorks. Required if using SquareWorks' storage service. This key provides access to your files in SquareWorks' storage service, so keep it safe and don't share it.
SquareWorks File Service API URL: The API URL of SquareWorks' storage service. Do not change unless directed by SquareWorks.
Record Types: This list shows all record types that files can be attached to. To enable file attachments, check the Enabled check box. The Sublist Name and Max Attachment Size fields next to each record type can be used to override the global settings. The Required field can be used to validate at least one file is attached to each record via the SquareWorks attachments sublist before creating/updating.
Once a record type is enabled, a new tab will appear when creating, viewing and editing a record. Its name will correspond to the Sublist Name defined on the Advanced Attachments settings page.
Files uploaded using the Advanced Attachments bundle can also be referenced from form fields (in addition to the Files tab on each record) When creating a custom field to reference Advanced Attachments files, they must meet the following requirements:
The type must be List/Record
The List/Record type must be SquareWorks File Reference
Once a custom field has been added, you’ll need to put its script id in the Custom Fields box on the Advanced Attachments settings page. If there are multiple, they can be comma separated.
There are a few limitations with custom fields:
When editing or creating a record, line item custom fields will always appear as the right-most column, regardless of how the form is defined.
When editing or creating a record, the label of the custom field will always appear as defined on the custom field. It cannot be changed on the form.
The Standard Edition of Advanced Attachments stores files in your own managed AWS account. The following steps can be followed to setup and configure your AWS account to support Advanced Attachments:
Create a new AWS account (https://portal.aws.amazon.com/billing/signup) or log into an existing AWS account.
Navigate to the S3 service and press Create Bucket. The bucket will be used to store all files uploaded to your NetSuite account.
On the Create Bucket screen, enter a Bucket name. See https://docs.aws.amazon.com/AmazonS3/latest/userguide/bucketnamingrules.html for guidelines on how to name your bucket. All other settings on the Create Bucket screen aren’t required to be changed from defaults. However, we recommend reviewing the following fields:
AWS Region: Choose the AWS region you would like your data stored. Different regions may have different storage costs.
Block all public access: This field should always be checked.
Server Side Encryption: If you would like your files to be encrypted at rest in AWS, enable server side encryption.
Once the bucket has been created, open the bucket and go to the Permissions tab.
Press Edit next to Cross-origin resource sharing (CORS) policy.
Enter the following policy and press Save changes:
Navigate to the IAM service in AWS.
Press Policies on the left menu to view policies within your account.
On the Policies screen, press Create Policy.
On the Create Policy screen, press the JSON tab and enter the following policy. Replace YOUR_BUCKET_NAME with the name of your bucket created earlier in step 2a:
Press Next: Tags, and then Next: Review.
Enter a policy Name (e.g. netsuite-file-service) and press Create policy.
Press Users on the left menu to view the users within your account.
Press Add users to add a new user. The new user will be granted access to upload and view files stored in your S3 bucket.
Give the user a user name and choose Access key - Programmatic access for the AWS credential type setting.
Press Next: Permissions.
Press Attach existing policies directly and check the box next to the policy created in step 5 above.
Press Next: Tags, and then Next: Review.
Press Create user on the review page.
Copy the values stored in the Access key ID and Secret access key fields. Do not share these values. These values will be used to configure Advanced Attachments within NetSuite. These keys allow NetSuite to communicate with your AWS account to upload and download files to your AWS S3 bucket created in step 2.
