NetSuite CSV Import Emailer Setup and User Instructions
Before initiating the installation process, you must provision the CSV Import Emailer bundle to your NetSuite account.
With the CSV Import Emailer bundle, you can schedule imports in NetSuite directly via email. A sender just needs to specify the desired date and time for the import, the import template they intend to utilize, and the CSV file in the body of the email. NetSuite will then automatically schedule and perform the import as per your specified time. Follow the steps below to configure and use the Import Emailer.
Expected Setup Time: 1-2 Hours
Ideal Integration Setup Time: 30 Minutes
Prerequisite: Bundle Provisioning
To start the installation procedure, the CSV Import Emailer bundle must be provisioned to your NetSuite account. For provisioning to occur, you need to provide your NetSuite Account ID to Versich. If you can't find your NetSuite Account ID, go to SETUP > COMPANY > COMPANY INFORMATION and locate the field called ACCOUNT ID. This number is essential for provisioning. Check your email for any requests related to your NetSuite Account ID or reach out for assistance as needed.
Step 1: Search and Install Bundle
After provisioning the bundle to your NetSuite account, the next step is to install it.
Navigate to CUSTOMIZATION > SUITEBUNDLER > SEARCH & INSTALL BUNDLES
Search for Bundle ID using the Keywords Field: 413963 or CSV Import Emailer
Click on the hyperlink for the CSV Import Emailer to reach the bundle overview page and prepare for installation.
Select the INSTALL button.
This will redirect you to the Bundle Preview, where you will choose INSTALL BUNDLE.
You may receive a popup requesting confirmation for the installation - click OK.
The bundle will now begin installing into your NetSuite environment. A list of your installed bundles will appear, allowing you to monitor the installation status. Click REFRESH until the STATUS shows a checkmark.
If a checkmark does not appear within 10 minutes, please contact Versich for assistance.
CONGRATULATIONS! Your CSV Import Emailer is now installed in your NetSuite environment. It's time to configure it.
Step 2: Set Up the Import Emailer Configuration Wizard
The subsequent step in configuring your CSV Import Emailer is to set up the Import Emailer Configuration Wizard. Search for "page: import emailer configuration wizard" or go to CUSTOMIZATION > LISTS, RECORDS, FIELDS > RECORD TYPES, find the Import Emailer Configuration Wizard, and click List.
Note: Avoid creating a new configuration wizard; there's already a record that you just need to edit.
On the configuration wizard list, click Edit.
Configuration Wizard Fields
Input your preferred values in the configuration wizard's fields. Each field is accompanied by a description to clarify its purpose - hover your cursor over the field names. Below is a list of fields within the configuration wizard:
Inactive: Check this box if you want to render this record inactive - doing so will disable the use of the import emailer.
Use Sender Email To Determine Template: Checking this box enables NetSuite to automatically identify the Import Template based on the sender's email address. You will designate which template an email account utilizes on the Import Template Record (see Creating an Import Template). This option will disregard the body of the import request emails, and all CSV import requests submitted via email will be processed immediately upon arrival.
Note: You must also check this field within the Scheduled Imports Today script’s parameters (see Scheduled Imports Today Script).
User To Alert If An Unknown Address Requests An Import: Choose a person to receive notifications if an unauthorized email address attempts to send an import request (i.e., if their name does not appear in the List Of Entities Allowed To Import field).
Recipient Of Possible Error Messages: Select one or more individuals to receive all error messages related to the bundle. It’s advisable to include someone who can interpret code, as detailed error messages may be presented in that manner.
Also, Send Detailed Error Messages To Requester: If this option is checked, the sender of the import request email will receive any related error messages concerning their specific request.
Author of Error Messages: Choose the account that will be shown as the sender of any outgoing error messages. This field is mandatory because NetSuite requires a sender for email functionality.
List of Entities Allowed To Import: This field holds all entities that may submit scheduled email import requests. List all entities given this permission; the email account linked to the entity in NetSuite will be the address permitted to submit requests.
Note: Use caution when adding entities here; once included, those entities can initiate any type of import.
Require Approval For Email Imports: If checked, this field mandates approval for all email import requests before they can be executed. This process must be defined by you - for instance, utilizing a workflow or manually approving records. To proceed with the import, the Scheduled Import Record needs to show "Approved" under the Approval Status field. If left unchecked, all import requests from approved email addresses will automatically be marked as "Approved."
Finding the NetSuite Generated Email Capture Address
To send import requests via email, locate the email capture address by visiting CUSTOMIZATION > PLUG-INS > MANAGE PLUG-INS.
Check the CSV Email Import box and copy the email listed below; this is the address you will direct your requests to.
Then, remember to save the record.
Step 3: Updating the Scheduled Imports Today Scheduled Script
Some issues may arise with scheduling the script, Scheduled Imports Today.
The script deployment customdeploy_scheduled_imports_today may need certain adjustments. To verify the script deployment, go to CUSTOMIZATION > SCRIPTING > SCRIPTS, locate the Scheduled Imports Today script and click View.
Under the Deployments tab, click on the scheduled deployment for Scheduled Imports Today.
In the Schedule tab, ensure the settings are configured as follows:
Daily Event: Repeat every 1 day
Start Date: Any date in the past to ensure the script runs
Start Time: Set this to your preferred starting time; the default is at 12:00 am
Repeat: Every 15 minutes
No End Date: Checked
Save this script deployment.
In the Parameters tab, check the User Email To Determine Template if you wish to utilize this feature. For further details, see the sections on Configuration Fields and Creating an Import Template.
Step 4: Saved CSV Import Records
To utilize the CSV Import Emailer, you must employ a saved CSV import record that corresponds with the desired mapping for your scheduled import. To access existing saved CSV imports, navigate to SETUP > IMPORT/EXPORT > SAVED CSV IMPORTS.
Identify the saved CSV import you want to use and take note of its ID; you will need this for your Import Template Record creation.
Note: Ensure your CSV file contains the mappings needed by your saved CSV import record. To view a saved CSV import record's mapping, locate your desired record and click View under the Field Map column (displayed above).
Creating a New CSV Import Record
If you lack a saved CSV import record that meets your requirements, you can create a new one by going to SETUP > IMPORT/EXPORT > SAVED CSV IMPORTS. Click New and follow the import assistant to establish your new saved CSV import record.
Note: While using the import assistant to create a new saved CSV import record, make sure to attach a CSV file. At step five of the assistant, you can save the record without executing the import immediately. This method allows you to use the same CSV file you wish to schedule for import to create the record without triggering the import.
You can also attach a CSV file without the correct mappings; the import will not proceed, but you can still save the CSV import record for future use with the correct file.
Step 5: Creating an Import Template Record
The final step in configuring your CSV import emailer is establishing an Import Template Record for reference during your scheduled CSV import request. Navigate to CUSTOMIZATION > LISTS, RECORDS, FIELDS > RECORD TYPES, find IMPORT TEMPLATE, and click New.
In the Name field: provide a concise name to identify the Import Template Record; this should describe the import type and differentiate it from other templates.
In the Saved Import Internal Id field: enter the internal ID of your chosen Saved CSV Import Record (SETUP > IMPORT/EXPORT > SAVED CSV IMPORTS).
Check the Inactive box if you want this import template record to remain inactive.
Sender Email field: Only fill this out if using the Use Sender To Determine Template function. When this function is active and an address is entered here, only that email will be able to submit requests for imports using this template. Note that when using this function, the body of the request email will be overlooked by NetSuite, and imports will be executed immediately instead of on a schedule. To utilize this feature, ensure the Use Sender Email to Determine Template option is checked on both the configuration wizard and the Scheduled Imports Today script deployment.
Save the Import Template Record.
You can now reference this template in your email submissions by including the internal ID in your email’s body. To view all your import template records, go to CUSTOMIZATION > LISTS, RECORDS, FIELDS > RECORD TYPES, find the import template record, and click List. The value in the Internal Id column is what you'll include in your request email body to link your CSV file with the desired import type.
Step 6: Creating a Scheduled CSV Import Request
Creating an Import Request Via Email
You can create a scheduled import request in two ways: the first is through email. This method allows users to submit import requests using files stored on their computers without logging into NetSuite.
To start, you need to find the NetSuite-generated email capture address (see Finding the NetSuite-generated Email Capture Address).
Log in to an email account associated with one of the entities in NetSuite listed in the Import Emailer Configuration Wizard List Of Entities Allowed To Import. Emails from accounts not associated with an entity in this field will result in an error response, and the request won't be submitted.
Compose a new email and paste the email capture address (obtained earlier from the manage plugins page) into the recipients field.
The subject line has no impact on your request and can be customized as you wish.
The body of the email contains all the necessary information for creating your scheduled CSV import. Proper formatting is crucial; see the format instructions below.
Attach your CSV file to the email. Ensure that the fields within your CSV match the mapping required for your saved CSV import record.
Send the email.
Keep in mind that the number and size of files you can include in one submission will depend on your NetSuite instance and record type. We recommend no more than 10 files per scheduled import record. For large files (5,000+ lines), consider attaching only one file. For multiple large files, it's better to use separate import requests for each.
Email Body Format
Date to Import: This indicates the date when you want the import to take place. The format should be D/M/Year, without leading zeros for single-digit days or months.
Hour to Import: Specify the 24-hour time at which your import should be executed. Be mindful to avoid scheduling an import request for a past time.
Import Template Record Internal Id: This is the ID of the import template record corresponding to the type of import you're creating. It’s not the ID of the saved CSV import; rather, it’s the import template record you created earlier for the saved CSV import.
Notes: Any additional notes for the scheduled import can be added here; these will be visible in the scheduled import records list and on the individual record as well. You can leave this field blank if you choose.
Creating an Import Request in NetSuite
The second method to create a scheduled import request is through NetSuite itself. This method requires you to be logged into the NetSuite environment where the import will occur. It allows you to import files directly from your File Cabinet.
In the global search, type page: scheduled import. You can click page: Scheduled Import to create a new scheduled import by selecting the New Scheduled Import button at the top of the Scheduled Import List or by clicking Page: New Scheduled Import in the search results.
On the Scheduled Import record, fill out the prompted fields with information you'd include in your email body.
In the Requested By field, enter the email associated with an entity authorized to create scheduled imports.
The list of such entities can be found in the Import Emailer Configuration Wizard under List of Entities Allowed to Import.
Under the Files tab, attach the CSV file you intend to use for your import, whether selecting it from the File Cabinet or uploading a file from your computer by clicking the "+" icon.
After attaching your CSV file and completing the required fields, click Save. Your import should then appear in the Scheduled Import List.
Details on troubleshooting and checking import results for both email submissions and NetSuite submissions are outlined below.
Scheduled Import Requests with Multiple Files
You can attach several CSV files to a scheduled import request, but be aware of certain considerations.
CSV with Different Import Record Types - Each scheduled import can only utilize one Import Template Record. If you plan to attach multiple files, ensure they can all employ the same Import Template Record (i.e., they share the same import record type). For files that require different Import Template Records, you'll need to create separate scheduled imports.
Limits to Attaching Multiple Files to a Scheduled Import - Scheduled import limits mirror those of the native import tool, and specific limitations will hinge on your NetSuite instance. As a general guideline for large files (5,000+ lines), it's advisable to create a separate scheduled import for each file. For smaller files, you can either attach multiple files to a single scheduled import or schedule several imports at the same time.
Step 7: Verifying Import Requests
Scheduled Import List
To confirm your import submission has been successfully received, use the global search to type page: scheduled import. This will take you to the scheduled import list displaying all scheduled imports in NetSuite. You can also check completed imports; these will show an Import Timestamp.
Scheduled Imports for Today Saved Search
To review upcoming imports, we created a saved search displaying pending imports. In the global search, type Search: Scheduled Imports for Today. You can adjust the search criteria for a date range of your choice. By default, the search filters for "today".
If your submission was successful, this search will display all pending imports scheduled for execution within the selected date range; verify that the information aligns with your expectations. If your import does not appear, check your email for any error messages (assuming you configured the wizard to send notifications). After execution, a timestamp should be visible in the Import Timestamp column.
Step 8: Verifying Your Import Job Execution
To confirm the import functioned correctly, navigate to Setup > Import/Export > View CSV Import Status.
Find your import job, filter by date, and verify the job's name to ensure everything worked as intended. Additionally, check the records you’ve updated or added to confirm that changes are reflected accurately.
Not Seeing Your Job in This List?
Scheduled Import List
If your scheduled import does not appear in the job list, the first action is to check the Scheduled Imports List. If the
