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Installing the Box for Oracle NetSuite Bundle v3

Admin , New , Instruction , Oracle - NetSuite , P1

CRITICAL ALERT FOR CUSTOMERS RUNNING BOX FOR ORACLE NETSUITE V1 or V2 - Within the next few months, NetSuite will be ending their support of Outbound SSO, also known as SuiteSignOn (read more here). Organizations will need to update to Box for Oracle NetSuite v3 to ensure continued functionality. Please use the Box for Oracle NetSuite v3 migration support article in order to update your Box for NetSuite instance and migrate your data. Existing customers must complete the migration step when upgrading to v3 to avoid losing critical bundle configuration data.

Introduction

Box for Oracle NetSuite augments or replaces the NetSuite File Cabinet, bringing the robust content management capabilities of Box right to the NetSuite interface. Joint NetSuite/Box customers can organize all content associated with a record into individual Box folders. They can then access those documents directly from Box.

This article details the first steps in connecting NetSuite with Box. It includes the procedures Admins must follow to:

  1. Install the Box SuiteApp Bundle in NetSuite
  2. Connect your NetSuite instance with your Box corporate account

To install the Box for Oracle NetSuite integration, you must be both:

  • A NetSuite Admin with SuiteApp Bundle Installation privileges; and
  • A Box Admin (or co-admin with the proper permissions) with the following:
    • access to your company's Box Enterprise ID (EID)
    • the ability to authorize applications in the admin console
    • access to the content manager

More information if you're upgrading from an earlier integration of Box for NetSuite.

 

Installing the Box SuiteApp Bundle in NetSuite

  1. In NetSuite, on the global dashboard, navigate to Customization > SuiteCloud Development > SuiteApp Marketplace.

1.png

  1. In the search bar, enter Box and navigate to the Box for NetSuite listing.
  2. Click Install.
  3. Confirm install by clicking Install.
  4. Wait for the installation to complete.
  5.  When you see the “Installed”  status, the installation has completed successfully.

Congratulations! You’ve finished installing the Box for Oracle NetSuite bundle. However, the integration itself is not yet complete. Now you must associate your NetSuite instance with your Box enterprise.

If you encounter issues with the bundle installation, please contact NetSuite support.

Setting up and connecting your NetSuite instance to your Box enterprise

This is a two-part process:

Part 1: To record your Box Enterprise details

  1. In NetSuite, follow this path to go to your list of record types:
    Customization > Lists, Records & Fields > Record Types.Record Type list path.png

The Box for Oracle NetSuite bundle installs 6 new custom record objects.

Box Record Type list.png

 To display just these 6 new record types, towards the top of the list click Filters, and in the From Bundle box type in the Box bundle ID (234796).

BoxForOracleNetSuite-6NewBoxRecordTypes.png

The table below explains each of the six new record types.

Box Record Type Description
Box Account Association Stores the mapping between the individual NetSuite user and the individual Box user. Everyone on NetSuite who also uses Box has a record inside this Box Account Association.
Box Folder Collaborations Tracks Box permissions and collaborations on NetSuite-Box folders.
Box Integration Config The primary configuration file for the integration. Contains details about your Box Enterprise instance (EID, subdomain, Box Verified Enterprise, and so on), which is critical for connecting your NetSuite instance to your Box instance.
Box Record Folder Stores the mapping between NetSuite records and Box folders.
Box Record Type Config Contains the integration configuration for each NetSuite record type. Here is where you enable and customize Box integration settings. Completing this step enables the Box Content option to display in the corresponding NetSuite record screen.
Box Type Folder Contains the mapping of NetSuite record types to Box folders. Here is where you can specify a parent folder for the NetSuite object and Box parent folders.

 

  1. Connect your Box instance. To do this, click List to the right of Box Integration Config.

Box Integration Config List.png

 

  1. When the Box Integration Config List displays, click Edit.

Config List edit.png

  1. Retrieve your Box Enterprise ID. 
    1. To do this, log in to Box as the admin (or co-admin) of your Box Enterprise and go to the Box Admin Console > Account & Billing. EID.png
  2. Retrieve your Box company subdomain (if you have one). 
    1. To do this, go to the Box Admin Console > Enterprise Settings.
    2.  Click the Custom Setup tab. NS subdomain.png
  3. In the left sidebar, navigate to Integrations.
  4. Scroll down to the Individual Integration Controls, search for Box for NetSuite, then click Configure.

  5. Expand the Box for NetSuite section, then click Fetch Client Secret. 

    Note: Multi-Factor Authentication needs to be enabled to retrieve the Client Secret. To enable, follow the directions here. 

    1. This will send a 6-digit code to the Box Admin email address.
    2. From your email, retrieve and copy the 2FA Authentication Code.
  6. Return to the Box Admin console and paste the retrieved code in the Authentication Code field, then click Submit.

  7. You should now see the Client ID and Client Secret populated.

    Note this information down, as you will need it in the following steps below. 

  8. Return to NetSuite.
  9. In NetSuite, in the Box Integration Config record, in the ENTERPRISE ID field, paste your Box Enterprise ID.
  10. Type in your BOX SUBDOMAIN.

  11. Check BOX VERIFIED ENTERPRISE, if appropriate.BoxForOracleNetSuite-BoxIntegrationConfigRecord.png


    Note: If you're not certain whether you are a Box Verified Enterprise, please contact your Box account rep or Box support.
  12. Click Save. 
  13. In NetSuite, navigate to Setup > Custom > Box Client Credentials.
  14. Enter your Enterprise ID, Client ID, and Client Secret from the Box Admin Console.
  15. Click Save.
  1.  

Part 2: To enable the NetSuite v3 platform application

IMPORTANT: Before you enable the NetSuite v3 platform application, you should temporarily lift any New User Default Settings around Storage Allocation for new users.

When you enable the NetSuite v3 platform application in your enterprise, it will automatically create a service account. This account is subject to any New User Default Settings you have enabled for users, so you will want to provide unlimited storage for this account before creating them so they can hold all of your Netsuite documents.

To modify this New User Default Setting, you'd log in to Box as an admin or co-admin with the proper permissions, then navigate to Admin Console > Enterprise Settings > User Settings, then check the box for Unlimited Storage under the Storage Allocation setting on that page. Then, you made process with approving the Box for Oracle Netsuite app in your Box Admin Console; just don't forget to return to this page and change the Storage Allocation back to your original setting!

The Box for Oracle NetSuite application is now added to your Box Platform Applications list.

It’s done! Your NetSuite instance and Box enterprise are successfully connected, and you’ve completed the integration installation. 

 

Now, it’s time to enable the integration and set up the default folder structure.

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