Best Practice - Box for NetSuite

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Box for NetSuite is an integration that bridges the gap between your organization’s content in Box and data in NetSuite. By linking record-specific folders in Box to NetSuite records, your team can store relevant files in Box, plus work with this content with other Box apps like DocuSign and FedEx Office.

Box for NetSuite consists of two parts: the Box tab and the Box widget in NetSuite. The Box tab lets users log in to Box and work with Box files within NetSuite, without having to open a new browser window or tab. The Box widget is how you’ll access record-specific Box folders within NetSuite. 

Creating Record-Specific Folders Within NetSuite

You can choose which NetSuite records you’d like available within Box – and what Box content you need to access in NetSuite. Just click New Folder in the Box tab in NetSuite:


Quick Tip: Emailing a document to a client or customer is as easy as clicking Options and Get Web Link on the document in the widget, then sending the link through email.

This creates a record-specific folder in the Box widget and – within Box – in your account’s NetSuite folder.  The two will be linked so that anything uploaded to this record-specific folder – whether from the folder in Box or from the Box widget in NetSuite – will always be accessible in both places.

And every time you access the specific record in NetSuite, the marked folder will load as well:

Relocating Existing Content to Record-Specific Folders

If content already exists in your Box account that needs to be housed in a record-specific folder, use the Move/Copy function in Box to transfer the files/folders to the correct place:

Once the content has been transferred, it’ll show up in both the Box folder and in the Box widget within NetSuite.

External Access for Partners, Prospects, Clients

Use NetSuite, but need a better way to share content with your clients, suppliers or vendors? Try inviting these contacts to collaborate in folders in your Box account to centralize communications in one secure, shared and open environment. Just open the folder in Box, then click Invite Collaborators at the right of your page.

After you’re done, your record-specific folder in Box will turn blue:

And you’ll also see the same folder in the Box widget in NetSuite:

Using Applications in the Integrated Environment

Use the Apps tab within the Box widget to access linked applications from NetSuite. This lets you combine multiple services and tasks into a single step:

For example, you can add a service task for signing a file in NetSuite using Sign With DocuSign:

 

Hidden NetSuite Records

If your organization has decided to hide NetSuite records from certain users, you can also hide the NetSuite folder in Box. To do this, go to the Admin Console and click Admin Settings > Enterprise Settings > Apps > Third Party Integration, then click Prevent users from accessing NetSuite content from their Box account:

Users won’t have access to the NetSuite folder in Box, but they will be able to use the Box widget to create record-specific folders and store linked content in Box.

Organizing the NetSuite Folder in Box

Adding Tags to Folders

Adding NetSuite record tags to content in Box is useful for two reasons. First, NetSuite record tags make it clear which folders are record-specific and which are not. Second, tags are hyperlinks that take you directly to the record they relate to in a new browser tab.

To enable tags, log in to Box, then navigate to My Account > Account Settings > General. On this page, check Display tags in list view, then click Save at the bottom of the screen. 

Public Folders

To create a folder that can be viewed and accessed from all record types – from within each Box widget in NetSuite – use the Public setting in Box. This is useful for distributing documents that will be sent to multiple clients, cases, accounts, opportunities, customers, etc.

To do this, open the NetSuite folder in Box, then create a new folder (it’s a good idea to include the words “Public” or “Global” in the name). Select Options for this folder, then Folder Properties > Security.  Select Public, and then click Okay:

Quick Tip: Anything stored in a public/global folder will be accessible in the Box widget of any NetSuite record, and visible to anyone who can see the Box widget in NetSuite.

The new public folder shows up in every record in NetSuite when viewing the Box widget. It’s a good idea to create a single public folder (with subfolders inside) to organize content. For example, consider creating subfolders for marketing collateral, sales collateral, form templates and so on.

Folder Structure of the NetSuite Folder in Box

You can also organize the NetSuite folder into subfolders (for example, for departments such as Sales Development, Corporate, Account Executives, etc). Learn more about creating a folder structure that works for your organization in the Creating Your Folder Structure Best Practice document.

Benefit of Storing Content in Box

Once you’ve linked content in Box to your NetSuite records, your NetSuite users can benefit from Box’s search and collaboration features.

Search

NetSuite users can use Box’s full-text search to find the content they need. Find content by either retrieving it directly from the record (Account, Vendor, Customer, etc.) or by going to the Box tab and searching for the content directly.

Collaboration

NetSuite users can also use Box’s collaboration permissions to create a workspace with an external user and integrate that content into NetSuite for easy reference.

Related Articles:

Box for NetSuite, Install Guide

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