At its core, the NetSuite workflow allows you to assign the custom field's value to the desired field. After this, you can utilize the custom field in your saved search.
One of our clients aimed to extract purchase order transaction lines into an Excel file to share with vendors. While it's possible to create a NetSuite saved search, issues arise if you frequently modify item descriptions on the purchase order lines; the saved search won’t capture these updates.
The root of the issue is that the search results can't include the item sublist > item description field. Instead, you can only retrieve the item description directly from the item record.
Fortunately, there's a straightforward workaround by employing a custom field combined with a NetSuite workflow. Essentially, the workflow will set the value of the custom field to what you require. Accordingly, you'll be able to use the custom field in your saved search.
Step 1: Set Up a Custom Transaction Line Field
To begin, you'll want to create a custom transaction line field by navigating to (Customization > Lists, Records, & Fields > Transaction Line Fields > New).
Step 1: Assign a name (label) and ID to the field.
Step 2: Include a description that can be easily copied into the help field.
Step 3: Choose the field Type as either Text Area or Free Form/Text.
Step 4: Activate the ‘Store Value’ option. (This step ensures that you can view the field’s value in your search results.)
Step 5: Display Type - You have different choices, based on the client's preferences (refer below).
Display Type Options
Normal - The field appears on the transaction form and is editable.
Disabled - The field shows on the transaction form but cannot be edited. (For this client, I opted for disabled so they could still add it to custom forms, but users wouldn't be able to modify it on the transaction record.)
Hidden - The field won’t appear on the transaction form but remains part of the page. (Keep in mind that if a custom field is set as hidden, it cannot be incorporated into custom forms. Additionally, the custom field won't be listed when customizing the form.)
Step 2: Establish a Workflow
Next, after creating the custom field, you’ll need to set up a workflow (Customization > Workflow > Workflows > New).
Step 1: Name the workflow and assign it an ID.
Step 2: Set the Record Type to Transaction.
Step 3: Specify the Record Sub type as Purchase Order.
Step 4: Write a description if you choose to.
Step 5: Set the Initiation to Event-Based.
Step 6: Choose an Event Definition:
On Create= yes
On View or Update = yes
Trigger Type= After Record Submit
Event Types: Select All
Context = Select All
This will function as a single-state workflow.
Define a Sublist Action Group:
Parameter= Items
Trigger On= After Record Submit
Event Types and Contexts = All
Define an action:
Step 1: Action = Set Field Value
Step 2: Parameters (Set the custom field to the Line = Description value)
Step 3: Event Types and Contexts = Select All
The custom field will capture the current value of the item description specified on the purchase order item line.
