In NetSuite, we can utilize a simple workflow to automatically send emails upon transactions or perhaps scheduling a weekly automated customer statement. However, there may be cases where we would like to send to multiple emails that may change depending on the customer/vendor or other entity. We will use the example of a workflow for automated customer statement emails to walk through how to create this specific custom email field.
Navigate to Customization > List, Records & Fields > Entity Fields > New. Enter in a Label and select Email Address as the type. Leave Store Value Checked and check the box next to customer under the Applies to subtab. Click Save.
Navigate to Customization > Workflow > Workflows > New. Enter a Name for the workflow and select Customer as the Record Type. Select the appropriate Sub Types and change the Released Status to Released.
For this type of workflow, we will most likely want to create based off a schedule. Select the radio button for Scheduled under Initiation. Select a customer saved search that has the list of customers matching the certain criteria that needs to be met for the system to send the automated email. For example, we might only want to send automated statement emails to customers of certain terms. We would create a customer saved search with the criteria set to specific terms we are looking for.
Once you’ve selected the appropriate saved search, you can define the schedule parameters. Let’s say we want to send the emails every Monday at 12:00am. Keep the Repeat checkbox checked. Select Weekly as the Frequency and select a Scheduled From Date. You can also define a Scheduled Until Date. Select the Execution time and check the box for Monday. Click Save.
Select the State 1 and click New Action and select Send Email. Leave the Trigger On as Entry. Define any conditions needed and the sender email. Now under the Recipient section, select the From Field option and select Current Record as the Record (Join Field). Because we set our custom field we created earlier as the Email Address type, we should be able to find it and select for the Field option. Select an email template or write a custom template and check Include Statement Emails and Save.
After saving the workflow, go back to the record of the custom field we created for the automated statement emails and change the type to Free-Form Text. Go to all customer records that require automated customer statements and enter in all relevant emails (separated by comma or semicolon, no space) in our new custom field.
The workflow should now send the emails to all the addresses in our new custom field.
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