A video walkthrough of the end-to-end process w/ commentary is available here.
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.
Box for NetSuite creates a 1:1 mapping between NetSuite record types and Box folders. This includes Box permissions that administrators map to NetSuite’s role-based permissions. You must:
- Enable the Box Content tab to display on each record type separately (this is disabled by default)
- Map permissions in both Box and NetSuite so they correspond
Important: This article assumes you have already installed the Box for Oracle NetSuite Bundle. Learn more about installing the Box for Oracle NetSuite Bundle.
To set up the Box integration in your NetSuite records:
- From NetSuite, navigate to your list of record types (Customization > Lists, Records & Fields > Record Types)
- The full list of all available NetSuite record types displays. There are 6 new record types as a result of the Box/NetSuite integration:
|
Box Record Object |
Description |
|
Box Account Association |
Stores the association between the individual NetSuite user and the individual Box user. |
|
Box Folder Collaborations |
Tracks Box permissions and collaborations on NetSuite-Box folders |
|
Box Integration Config |
The primary configuration file for the integration. Contains details on the Box Enterprise ID (EID), subdomain, root folder, and Box verified enterprise status, which are critical for connecting your NetSuite instance to your Box instance. |
|
Box Record Folder |
Stores the association 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 association of NetSuite record types to Box folders. Here is where you can specify a parent folder for the NetSuite Record Type. |
- Locate the Box Record Type Config row. Toward the right, click List. The Box Record Type Config List displays.
- Locate the record type with which you want to associate Box folders, and on that row click Edit to display the Box Record Type Config screen. We'll use the purchase orders record type as an example:
Important: If you do not see one or more Box folders in the NetSuite record type list, you must add them to this table. Here's how to create NetSuite Record Types.
- Within the Record Type Config record, you have multiple customization options. These customization options are the same for each NetSuite record type, and take effect each time someone creates a default Box folder within a NetSuite record of that type.
Important: These options are not retroactive. Any change you make to one of these config files takes effect only from that point forward.
Below are your config options on each Box Record Type Config screen:
|
FIELD |
DESCRIPTION |
EXAMPLE |
|---|---|---|
| Name | Name of Box Record Type Config record | Purchase Orders |
| Record Type | NetSuite record type | purchaseorder |
| Prefix |
Adds a prefix to the Box folder name.. For example, if you enter “tranID – ” the label of every folder created from this record type will be prepended with “tranID – ” This makes the Box folders you establish easy to scan and read; it ensures their labels aren’t limited to alpha-numeric strings that shed no light on what’s in the folder. Tip You cannot join two fields. For example, you cannot combine tran ID and customer. Instead, create a custom field in the record type you want, and use that custom field as the naming field.
|
"PO - " “tranID – “ “customer – “ and so on |
| Record Field |
Defines the naming convention of the Box folder for records that correspond to that NetSuite record type.
Important: You must select a valid Field ID for that NetSuite record type. Otherwise, the system displays an error and prompts you to return to the previous screen and re-enter this information. Moreover, you pull only Field IDs that are defined in that record type itself and are not linked or referenced from another record type (denoted by blue hyperlink). If a field references another record type, the referencing field returns the internal NetSuite ID of the other record type instead of the ID's value. For example, if you're on a vendor bill record, you cannot pull the vendor name using the "Entity" Field ID. This is because the vendor name is linked from a vendor record and not defined in the vendor bill record itself.
The NetSuite role-based permissions you select next apply to all records in this folder. |
tranid |
| CREATE/EDIT/ FULL/VIEW |
Enables you to specify how NetSuite permission types map to Box permissions for Box folders created for that record type.
There are four role-based NetSuite permissions:
But there are seven Box permissions:
You have complete control over how you equate the two discrete permission sets. You can get more information on Box permissions here. |
CREATE = "editor" |
| Permission_ID | NetSuite ID of permissions for that record type. | TRAN_PURCHORD |
| Enabled check box |
Check this box to enable the Box integration in that record type. When you do this, a Box Content menu item displays on the NetSuite record screen. Important: If you leave the check box clear, no one can access Box from this record. This means, for example, people can create new POs but won’t have access to store files in a Box folder associated with that PO. Note: Because NetSuite doesn't allow you to run user event scripts on Inventory Worksheets, you can't enable the Box Content tab on this record type. |
Checked box = the integration is enabled for this record type |
| Record Type Folder Name | Name of the Box folder containing all records of that record type | Purchase Orders |
- When you are done, click Save. The list of Box Record Types displays again, and you can select another Box Record Type to configure. Now each time someone creates a new record of this type in NetSuite (such as a purchase order), they can then choose to create a corresponding Box folder (typically the default folder) into which they can store all files and documents relevant to that record type.
Important: You can continue to revise your record type configurations. But any changes you make apply only from that point forward. They are not retroactive, and do not apply to any pre-existing folder contents.
After Record Configuration: Enabling the Box for Oracle NetSuite Integration
Everyone must complete the final step. The first time you use the integration , the Link Box Account screen displays. This screen prompts you to associate this NetSuite account with a Box account. After that, click Continue.
After that, each person's NetSuite and Box accounts are connected. The account association is stored in the Admin’s Box Account Association record type in NetSuite. For the integration to work, you must be logged in to both NetSuite and Box in the same browser window.
From this point forward, each time someone creates a new “Default” Box folder for a specific NetSuite record, Box creates a new subfolder in the parent Box folder of that record type. The default structure is shown below.
Note: If instead of creating a new default folder you select Choose existing folder, you must first ensure the automation user is collaborated into that folder.
If there is no Box folder yet associated or created for a specific NetSuite record, then the system prompts the user either to associate an existing Box folder or create a new default Box folder for that record. Click Default, and Box creates a new folder within the parent Box folder of that NetSuite record type.
Disabling the Box Files tab on your NetSuite Records
Once you've successfully enabled the Box Content tab on your records in NetSuite, you may want to disable the Box Files tab from appearing on your records. You can do so with the following steps: