NetSuite is widely recognized for its flexibility and robust functionality in enterprise resource planning (ERP). Among its many features, SuiteFlow stands out as a powerful, no-code tool for automating business processes such as approvals, alerts, record updates, and more. With SuiteFlow, business users and administrators can create and manage complex workflows visually – without needing to write a single line of code.
This article focuses on how to use SuiteFlow development to design efficient approval processes, one of the most common workflow automation needs in NetSuite. By the end, you’ll understand how to build scalable, maintainable approval workflows using only NetSuite’s native workflow engine.
What Is SuiteFlow?
SuiteFlow is NetSuite’s visual workflow builder that enables users to create, edit, and manage workflows through a drag-and-drop interface. SuiteFlow allows workflows to be triggered based on record creation, updates, scheduled events, or user actions. It operates entirely within the NetSuite UI and requires no development skills, making it ideal for business analysts, system administrators, and consultants.
Workflows in SuiteFlow consist of states (steps), transitions (rules for moving between states), and actions (tasks to perform in each state, like sending an email, locking a record, or updating a field). Conditions and formula fields can be used to make workflows dynamic and responsive to record data.
Why Automate Approval Processes?
Approval processes are essential in enforcing compliance, maintaining control over spending or customer engagement, and ensuring accountability in business operations. However, manual approval processes are often slow, inconsistent, and prone to human error. Automating these processes helps organizations:
- Reduce turnaround time.
- Ensure policy enforcement.
- Create audit trails.
- Improve visibility and tracking.
- Eliminate bottlenecks.
In NetSuite, automating approvals using SuiteFlow can apply to almost any transaction or record type—sales orders, purchase requests, journal entries, customer records, and more.
When to Use SuiteFlow vs. SuiteScript
SuiteFlow is best suited for straightforward, rule-based workflows that can be visually represented and managed by functional users. SuiteScript, by contrast, is more appropriate when workflows require complex logic, integration with external systems, or dynamic user interfaces.
Use SuiteFlow when:
- You need to define multi-step approval paths.
- The logic is primarily condition-based (e.g., “if amount > 10,000, require VP approval”).
- You want business users to manage workflows.
- Auditability and visual tracking are important.
Use SuiteScript when:
- Logic depends on external APIs or asynchronous calls.
- You need custom forms or dynamic UI elements.
- You’re working with high-volume data requiring Map/Reduce.
- Workflow logic needs to loop or recurse.
Setting Up an Approval Workflow in SuiteFlow
Let’s walk through designing a basic sales order approval workflow using SuiteFlow. The goal is to route orders over $10,000 to a manager for approval before processing.
Step 1: Define Your Business Rules
Before creating the workflow, clarify the business requirements:
- Orders ≤ $10,000 are auto-approved.
- Orders > $10,000 must be manually approved.
- Orders pending approval should not be processed or fulfilled.
- Managers should receive email notifications when approval is needed.
Step 2: Create the Custom Field
To track approval status, create a custom field on the Sales Order:
- Field Type: List/Record or Checkbox
- Field ID: custbody_approval_status
- Values: “Pending Approval,” “Approved,” “Rejected”
This field will be updated by the workflow as the record progresses.
Step 3: Build the Workflow
Navigate to Customization > Workflow > Workflows > New.
Workflow Setup:
- Name: Sales Order Approval
- Record Type: Sales Order
- Execute On: Create and Edit
- Release Status: Released
Step 4: Add States and Transitions
State 1: Entry
- Condition: Always true
- Action: Set Approval Status to “Pending Approval” if the total > 10,000
- Transition: To “Awaiting Manager Approval” if total > 10,000, else to “Auto-Approved”
State 2: Awaiting Manager Approval
- Action: Send email to manager with a link to the Sales Order
- Action: Lock record (optional) to prevent changes
- Transition: To “Approved” on manager button click
- Transition: To “Rejected” on rejection
State 3: Auto-Approved
- Action: Set Approval Status to “Approved”
- Action: Unlock record (if needed)
State 4: Approved
- Action: Send confirmation email
- Action: Set status to “Pending Fulfillment”
State 5: Rejected
- Action: Set status to “Rejected”
- Action: Notify sales rep with rejection reason (optional)
Each state is visually represented in the SuiteFlow editor and connected with transitions based on conditions or user actions.
Tips for Designing Efficient Workflows
1. Keep It Simple
Try not to overcomplicate workflows. Split complex processes into smaller workflows or use subworkflows to maintain clarity.
2. Use Workflow Conditions and Formulas
Instead of duplicating logic across multiple transitions, use conditions and formula fields to drive transitions and actions. This improves reusability and reduces errors.
3. Leverage Entry and Exit Triggers
You can trigger actions not only when entering a state but also when exiting or transitioning. This gives more control over how and when actions are executed.
4. Use Button Triggers for Manual Actions
Custom buttons allow users to approve or reject records with a single click from the NetSuite UI. You can configure these under “Transition Actions” and link them to state changes.
5. Log and Monitor Workflow Execution
NetSuite provides a workflow log on each record that shows exactly which steps were executed. Use this to troubleshoot and audit your workflows.
Advanced Features for Approval Workflows
SuiteFlow also supports some advanced features that enhance your approval processes:
- Email Templates: Use dynamic templates to personalize messages sent during transitions.
- Subworkflows: Reuse approval logic across record types by triggering subworkflows.
- Wait Actions: Introduce delays or wait for a scheduled date before moving to the next step.
- Saved Search Conditions: Use saved searches to determine conditions for transitions or entry triggers.
Benefits of a No-Code Approach
The main advantage of SuiteFlow is that it empowers non-technical users to manage their own workflows without relying on developers. This shortens the development cycle, reduces costs, and allows for quicker iteration. Business teams can adapt workflows on the fly, while still adhering to enterprise-grade controls and auditability.
Conclusion
SuiteFlow is a powerful, no-code automation tool built directly into the NetSuite platform. By leveraging SuiteFlow to design and manage approval processes, organizations can dramatically improve the speed, accuracy, and transparency of their operations.
Whether you’re managing order approvals, vendor onboarding, expense reports, or internal reviews, SuiteFlow gives you the tools to create intelligent workflows that reflect your business logic—without needing to write a single line of code. With its visual interface, conditional logic, and native integration into NetSuite’s records and roles, SuiteFlow makes process automation both accessible and scalable.
As your organization grows, well-designed approval workflows will help you maintain control, ensure compliance, and respond quickly to changing business needs—all from within NetSuite.