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Invoice mail format for IT

hello my name is JR Tallman and today I'll be taking you through how to automatically email multiple invoice recipients in netsuite netsuite by default limits the automatic emailing of invoices to only a single recipient on the customer record now I know there's a lot of different ways to accomplish this but this is a simple way to utilize a workflow to do this the first thing we'll need to do is to create a new entity field for when we have multiple email recipients on a customer record we'll go to customization list records and Fields entity fields and click on new from here we need to give this a label which I'll call additional email recipients I will then give this an ID which will become handy when we get to the workflow portion later on in this video the type of this field is going to be freeform text and I'm going to apply this to the customer record I am then going to go to the display sub tab here and make sure that the sub tab field is set to main as I want this field right below the native email field for a single recipient it's also a good idea to put in some help here in case users are wondering what this additional field is used for all right once I have this custom entity field set up I will then go and click on Save I have successfully created the additional email recipients field The Next Step we'll do is we'll make sure that we customize the customer form as I want this additional email recipients field right below the native email field for when a single email recipient is used I can go ahead and go to list relationships customers and new and what you'll see is that new field that I just created for the additional email recipients is now down below in the main section but it's a little off from where I want it to be underneath the email field that is native so what I'm going to do here is up the top right hand corner I'm going to click on customize and customize form I will then click on the fields sub tab here I'm going to go all the way to the bottom and I'm going to find that field that I just created for additional email recipients and I'm going to put this in the email phone and address field grouping yours may be different but I'm going to set this as the default and that will move this out right above here where I can then drag and drop this right below the native email field I'm then go ahead and go and save this form and now that the form is successfully saved let me go ahead and create a new customer and show you how the customer record should be populated so I'm going to go back to list relationships customers and new and I'll go and put this as a company name of called test Jr company the native email will be shown here where you will want to populate a single email from the customer this could be the primary contact email or the actual customer AR account for this particular setup I'm going to put my email address which is tallmanj outlook.com and then underneath the additional email recipients field that is our additional email recipients field that we just created where I can put additional recipients now on this I can go ahead and put as many email addresses as I would like up to a specific character limit but in this case I'm going to go ahead and populate this for testing purposes and I'll go ahead and call this Tallman J at tesco1.com and then it is very important if you're going to utilize this approach to make sure that the additional recipients Beyond just a single one is set with a comma and then you're going to put the next email address so right now I have two additional email recipients in addition to the native one and I have separated that out with a comma with no space I will set any of the other additional required fields and click on Save now once this has been saved you can see my email address is the main one and then my additional email recipients which is the field that we just created is set with my additional email addresses now before we get to the workflow that will automatically send to these email addresses upon invoice creation I'm going to go and create a dummy employee that will be used as the sender of the invoice so with that said this is not needed access it just needs to be set up in the system as a dummy employee I'm going to go ahead and go to list employees employees and new and I will call this employee that we're going to go and set up called AR Jr Co now the email address is important here as this will be the sender which will come from it will use this name and I'll call this AR at jrtest.com again you can use whatever you want for the email address this is going to be the sender but it is important to set up a dummy employee otherwise you will need to select a employee that already exists in the sender which may be the case but if you are using a generic AR account for your AR invoices I would recommend setting up that dummy employee and once the employee has been saved and set up the last thing we're going to do before we get to the workflow creation is to set up an email template that will be used when we actually send out the invoice now the sender will be this employee that you can see on the screen and then the email template which is a great benefit of this solution is we can customize it to our liking and it will not be a generic email like native netsuite likes to do out of the box to do this what we're going to do is go up to documents templates email templates and click on new now on this template I'm going to give this a name and I'm going to call this invoice email template and then what we're going to be focusing on here is going to be the subject in the body of the email that goes out with our invoices now the subject you can put whatever you'd like in this example that I'm going to be setting up I'm going to go ahead and call this Jr testco and then what will be really nice with this in the subject I'm going to go ahead and put the invoice number in the subject itself which cannot be done with the native netsuite out of the box invoices that go out and to do that I'm going to go ahead and use a special syntax here and I'm going to put a dollar sign and then I'm going to put a bracket I'm going to call this transaction Dot train ID and then a bracket again now what this will do is when this goes out it will be called Jr Tesco space pipe space and then the invoice number again this is pulling from the transaction itself you could put additional information in the subject as is necessary or you can just put your text up there then the body what I'm going to do is I'm going to populate the body here with a very generic but I'm going to use that syntax to to pull from the invoice record which will make it a little bit more personable so I'm going to put this hello and then I'll go ahead and put dollar sign bracket transaction dot entity bracket again please see the attached invoice for put a dollar sign transaction dot total here which will show the total amount of the invoice that's going out due on and then I'll put the due date from the transaction with the same approach here all right so this is how this is set up and it will pull from the transaction with the transaction ID in the subject and it will uh be a little bit personable with the hello with the customer's name the total due and the due date and then you can go ahead and save as necessary so now we're ready to create the workflow and to create a workflow this will be a simple workflow we're creating we're going to go to customization at the top here workflow workflows and new I'm going to give this a name and we'll just call it invoice emails the record type here is going to be transactions since we're working with invoice transactions you could do this for any type of transaction in the system but I'm just going to apply it to our invoices and the release status you're going to want to make sure if you are testing this out put to testing if you are releasing this in production go ahead and set it to be released do note that all these emails that go out in the sandbox if you're working in a sandbox environment will get redirected back to the logged in user so even if this is set to be released and users are testing no harm these will not go out to the actual users unless you are in production so I'm going to set just this to be released and then down below here I only want this workflow to send on creation this is a very simple workflow that will automatically send once an invoice is created you can get more advanced as necessary for any updates Etc if you want but again this is going to only be on creation right so very straightforward to set up the workflow and then I'll go ahead and click on Save here and once it's saved what I'm going to do is I'm going to click on this state one here once I clicked on the state one here we're going to create a new action and the new action is going to be what we want to send out the in invoices to our customers so if I go and click on the new action here it will show me a variety of different types for this workflow and this specific type that I want is to send an email we want to send the email once the invoice has been created so I can go and click on send email and the first thing what we're going to want to do a lot of these fields are not going to be necessary to change again for for our purpose here you can get a little bit more advanced if you want but the first one is going to be the trigger on we want to make sure that we trigger this workflow and to send the invoices out once the invoice has been submitted right so after the record has been submitted we're going to go ahead and set that that will be key and then we're going to move down here and we're going to set the specific sender to that employee that we just set up right we set up that dummy employee which was the AR account and we'll select them from the drop down right again you could get a little bit more advanced if you want to set to a specific center from a specific field or it will be a list of employees in the system which is more commonly used the next area is very key here and it's going to be the recipient now again native netsuite out of the box will automatically send to one email recipient using that email field and what we're going to do is it says from field here now the record type that we're going to be using is the customer right so I'm going to select the customer and we're going to pull from the normal email field as the recipient right so if we have one recipient this will select that recipient and populate it so we are going to want to make sure that this says customer and the field is email now the key with this workflow is going to be the CC so if we do have additional email recipients that have been set on that customer we're going to make sure that the CC field is set and this CC field could be a freeform text if you want to go ahead and CC or BCC additional users feel free to set that but in this specific use case what we're going to do is we're going to set the CC field to be the ID of the original field that we created in step one so if you recall that ID that we set in set one was cost entity underscore add underscore email underscore recipients now again you're going to want to use the ID that you set up this is the one that I use in step one as part of this setup and you would want to make sure this is in Brackets now if it's not in Brackets or if it's not set up appropriately you're going to go and get errors when you're testing this or deployed to production so it is very important you make sure that the CC is set up appropriately with that field from the step one now there is one additional thing that we're going to want to add here as we are using this as a transaction so if I just set up this it's going to also fail now what I need to do is right before the cusp entity I'm going to go ahead and add in entity dot what this will do is we'll look at the customer from the transaction and then it will pull in that field that we created from step one so your field should say entity dot cust entity and then whatever the ID is again mine was add email recipients with the underscore then on the right hand side we're going to go ahead and select the content so I'm going to say use template I want to go and use my template which you can certainly update as necessary and I'm going to go ahead and select the invoice email template that I used before and then down below is the attachment and of course I want to include the PDF of the invoice that goes out so we're going to go ahead and select include transaction which is the PDF now what's nice about the workflow you can be in more advanced if you want you're going to associate additional attachments as necessary but this will simply email email out the invoice with the customize email template attach the PDF and send to multiple email recipients the last thing I'm going to do with this workflow is to make sure that there is a condition that says there needs to be additional email recipients for this workflow to run so at the top here there's this condition so I'm going to expand this or open this and on this once I open or expand I'm going to select the record is customer and I'm going to say the field additional email recipients the one that we created before is not empty right so customer is the record the field is additional email recipients and then the compare type is not empty go and add that and click on Save what this will do is once the workflow is running it will look at the customer record make sure that the additional email recipients field that we created before is not empty right so it has some values in it and if there's some values in it once this is saved it will send out and it will populate the additional email recipients in the CC and it will send out to the normal email field I will then go and save this workflow action and the last thing before we do any testing with this is I'm going to open this back up this state so if you can just click on the hot link here with that send email and I'm going to make a copy of this so in the case or the use case where there is not additional email recipients I want to do the opposite of this or the inverse to make sure that the customer is getting sent with the single recipient so I'm going to make a copy here and from that I'm going to open the condition that was copied and I'm going to say the customer additional recipients is empty so let's say there is no additional email recipients so we'll say is empty and if it's empty we are only going to send it to the main email address so I'm going to remove my field that I set down here in the CC to make sure it only sends to the single recipient all right so this is key that when you have that condition on there there's two states here otherwise netsuite will air out if it's only a single recipient we have the additional email recipients field there networks netsuite would say well Hey listen the field syntax is incorrect and it would air out so now that we have these simple two workflows states what we do is we can test this out with the test customer that I originally created so I'm going to create a new invoice here underneath transactions sales create invoice and I will fill out the invoice as you normally would do in netsuite using my test customer now that the invoice has been filled out before I save this I want to point out that underneath the communication I will not be using the native email that goes out of netspeed so I will not be using this to be emailed checkbox this will send out a generic email it will take only the single recipient from the customer record additionally I Can't customize the message I know this says select message and custom customer message here again it's not useful as far as what we're doing here with the email template that we set up and the workflow so disregard anything in the communication here until we save once we save you'll see the actual email that goes out with the additional email recipients I will then go ahead and save this if the workflow worked what you will see then is this will send back to yourself if you're in sandbox and you can validate the email looks correct um you know the subject and the body and and the actual subject you will actually see who it would be directed to now in this case once I save I should also see the communication and the emails underneath that communication sub tab so we'll we'll let this save all right once saved I can go underneath the communications sub Tab and to validate you can see down below here this is looking excellent the author is that dummy account that got that we created the primary recipient is that main email address again using native netsuite the subject is JR test Co space pipe space and then the invoice number right automatically took the invoice number now if I want to view the details of this I'm going to open this email and when I open this email you can see the email message that would go out right I have the subject and then I have the message hello the actual company name that I set up please see the attached invoice for the amount due on now there's no do due date on the invoice that I created so it's left blank on purpose here obviously I would want to make sure that the due date is set on the invoice so this is nice that it's a little bit more personable right a little more personalized and the email message that goes out and then the key as part of this particular setup if I go to the recipients you can see that it actually set out to everyone that I had on that original customer so not only sent to the recipient but it also will now CC those additional email recipients again on the customer record so a lot of benefits with this right it will come from the appropriate AR account that I want I can get additional email recipients I can customize the actual body of the email and the subject of the email that goes out and then it will also attach the PDF or additional PDFs that you saw in the workflow if we want to get a little bit more customizable on that workflow as necessary you can test this out with a single recipient it should work the exact same way feel free to make this a little bit more personalized if you would like within the workflow itself maybe you want to have a review process have a check box to review off the invoices once that's checked it would then send again this is sending directly once the invoice has been created this concludes on how to set up a simple workflow to automatically send out invoices to multiple email recipients feel free to comment or Reach Out directly to me if you have any questions or need assistance with anything netsuite related happy to assist thank you