Email-Record Fields, In-Line PDFs & File-Size Limits

Abstract

Administrators can control the content and attachments included in approval notification emails sent during the vendor bill approval process in NetSuite. By customizing email-record fields and PDF options, they can streamline communication and reduce the need for manual follow-ups. For instance, an AP manager might include invoice details directly in the email body and automatically attach supporting documents like COIs or W-9s from the vendor record.

This article explains how to configure email template fields, attachment templates, and related settings for approval automation.

Configuring Email Record Fields and Attachment Options for Approval Automation

Configuration of email content and attachments includes settings for record field display, PDF rendering, and file inclusion based on entity associations. These options help streamline approval emails while supporting compliance. Administrators can control where data appears and which documents are attached.

Follow the steps below to configure email content and attachment settings:

1. From the AWA Approval Record Type Settings, locate and select the Email Communication tab:

   

   Then, from the Email Communication tab, locate the Record Details tab:

   

2. To specify which Record Details should appear in the approval email, enter a comma-separated list of field IDs in the EMAIL TEMPLATE RECORD FIELDS box. These can include body or line fields that capture important data from the bill being approved:

   

   Note: If you're using an Email Template Preset, this list may already be pre-populated based on a standard configuration.

3. Then, insert the {{SW_AEA_RECORD_DETAILS}} placeholder into the email template to control where the details are displayed in the email body. This placeholder inserts the formatted field values; if omitted, the details appear at the bottom of the email by default:

   

4. To present record information in a formatted PDF, open the Attachments tab and select a document from the CUSTOM ATTACHMENT TEMPLATE dropdown. You can scroll or type the specific name of an Advanced PDF template to locate it quickly:

   

   

   Note: It's preferred that the EMAIL TEMPLATE RECORD FIELDS be used in this field.

5. Once you've selected a template, decide how you want it to appear in the email by choosing a setting from the TEMPLATE ATTACHMENT MODE dropdown. For example, you can select Inline HTML to render the template content directly within the email:

   

   Note: When using Inline HTML, ensure that your email template contains the placeholder {{SW_AEA_HTML_ATTACHMENT}}. This will be replaced with the rendered output of the selected PDF template at runtime.

6. Next, to attach a specific file from the record, enter the field ID in the CUSTOM ATTACHMENT FIELD ID. This must be a document-type body field, and you can use join syntax to reference related records if needed:

   

   Note: Files larger than 10MB will not be attached to the email when using the Custom Attachment Field ID.

7. To attach all files linked to the associated entity (e.g., Vendor or Customer), check the ATTACH ALL FILES FROM ENTITY box — ideal for including documents like W-9s, COIs, or compliance forms in approval emails:

   

   Note: This setting supports up to 10 files per email, with a 15MB combined size limit and a 10MB maximum per file.

This concludes the process of configuring email-record fields, in-line PDFs and file-size limits.