Note: If a record is locked, you cannot create a folder for the record. To create a folder for a locked record, first temporarily unlock the record, and then re-lock it after creating the folder.
You can create or associate Box folders with any of the record types in NetSuite, covering all sorts of transactions – purchase orders, sales quotes, journal entries, work orders, and so on. As an example, let’s create a new purchase order record and then create a new Box default folder in a pre-configured folder hierarchy to contain files associated with that purchase order.
To Create a NetSuite Record and a New Default Box Folder:
- From your NetSuite account, in the top navigation bar go to Transactions. Highlight Purchases – Enter Purchase Orders and select List. The Purchase Order screen displays.
- Click New Transaction.
- Enter the primary information for this record (vendor, date, location, and so on).
- When you have entered all of your information, click Save. The Purchase Order screen redisplays with all of the information you just entered.
- On the lower navigation bar, click Box Content. The Select a Folder box displays at the bottom of the NetSuite screen. (You may have to scroll down to access it.)
- Click Default. Box opens and displays the path to the new default purchase order folder, in a pre-configured folder hierarchy. This is the folder you’ll use to store all files and documents related to this purchase order record.
Here is the default folder hierarchy in which your new default folder is placed:
Now let’s create a new purchase order record and select an existing Box folder to contain files. Note that the first 5 steps here are the same as they are when you create a new default folder.
To Create a NetSuite Record and Select an Existing Box Folder
- From your NetSuite account, in the top navigation bar go to Transactions. Highlight Purchases – Enter Purchase Orders and select List. The Purchase Order screen displays.
- Click New Transaction.
- Enter the primary information for this record (vendor, date, location, and so on).
- When you have entered all of your information, click Save. The Purchase Order screen redisplays with all of the information you just entered.
- On the lower navigation bar, click Box Content. The Select a Folder box displays at the bottom of the NetSuite screen. (You may have to scroll down to access it.)
- Click Choose Folder. Box opens and displays all of your folders.
- Check the box next to the folder you want, and towards the bottom of the screen click Choose. This is the folder you’ll use to store all files and documents related to this purchase order record.
Note You may see a permission error when you select the folder of your choosing. This happens because the integration itself, as a unique entity, is not listed as an owner or co-owner of the folder you select. Folder permissions – view, edit, download, and so on – are based on the permissions you have with the NetSuite record type, but your NetSuite record permissions do not apply unless "Box-for-NetSuite" owns or co-owns the folder. Contact your Box or NetSuite administrator to assign "Box-for-NetSuite" as a folder owner or co-owner. Get more information about permissions here.
Once you have selected the Box folder, you can place into that folder all files related to the corresponding NetSuite record. Now you can treat those files as you would any of your other content in Box. You can access them directly via Box, from any device, and share links, collaborate, edit, and so on (if your NetSuite permissions allow).
Note: If when you create and save a new record you do not see the Box Content option on your lower navigation bar in NetSuite, either the NetSuite integration is not set up, or the NetSuite record type you’re working with has not been enabled to work with Box. Contact your NetSuite or Box account administrator to connect your Box and NetSuite accounts.