NetSuite’s File Cabinet allows you to store and organize files such as documents, images, and spreadsheets in the cloud in your NetSuite instance.
Attaching files in NetSuite can improve the quality of information in your system. Files can be uploaded by business users as attachments to records including Purchase Orders, Opportunities and Expense Reports allowing other teams and managers to review from anywhere at any time.
Administrators can even set permissions for individual files or folders, allowing you to control who has access to potentially sensitive information.
In this article, we will explore the various methods for attaching files in NetSuite to a record or transaction.
Step-by-Step Guide to Attaching a File to a NetSuite Transaction
The standard form-based process for attaching files in NetSuite can be challenging for those who are not familiar with NetSuite’s user interface. Although it can initially seem confusing, however, it is the most widely used method.
Below I will guide you through the steps and provide screenshots to help you attach a file to your record or transaction using this standard process
You first need to ensure your file is saved to your computer. You will be uploading this file from a saved location so if you have an email attachment, for example, save it first.
You can then log in to NetSuite and navigate to the desired record.
Click on the Communications tab and Files subtab.
Click on the Add New button that appears when hovering over the Attach Existing Files field.
The file popup will then open – ensure your browser is set to allow popups from NetSuite.
In the Folder field select the folder in the NetSuite File Cabinet that you would like to upload your file to.
In the Select File field click the Choose File button and select the file you previously saved.
Click Save on the File pop up and then Save on the record.
Your file is now uploaded to NetSuite and attached to the record. Here is a re-cap of the key steps –
- Save the file to your computer.
- On the target record or transaction navigate to Communications : Files.
- Click the Add New icon.
- Select a Folder to upload to and choose your file.
- Save the pop up and save the record.
Using Drag and Drop to Attach a File to a NetSuite Record or Transaction
NetSuite’s File Drag and Drop SuiteApp provides a familiar, user-friendly way to attach files to records. Users can easily attach one or multiple files to a record, such as an expense report or customer, by simply dragging and dropping the files into the designated area.
This feature is straightforward, intuitive and eliminates the need for the standard file attachment process, which can be time-consuming and confusing for some.
The Drag and Drop app makes it simple to upload files quickly and efficiently, saving time and streamlining the attachment process. If you have high volumes of users logging in just once or twice a month, this feature will streamline their user experience and prevent a lot of errors.
To begin using File Drag and Drop your companies Administrator will first need to install and then configure the SuiteApp. Once configured on the desired record you will notice a new area at the top right of the form.
Drag and drop a file from your computer to the designated area. Do not try to drag a file from an email attachment or online location.
After you drop the file you will see a progress bar. You must wait for the progress bar to complete before navigating away from the record or dropping another file on. Ignoring this guideline may cause your upload to fail.
Once the progress bar has completed you may navigate away from the record or drop another file. If you want to verify that your upload was successful you can go to Communications : Files where you should see your file listed under the Attached Files list.
There you have two methods for attaching documents to any NetSuite record. If there is another method that you think I should mention please get in touch. We are always looking to grow the knowledge base here to serve you readers the best we can.
If you are using the NetSuite app for expense claims then take a look at the final section of this article geared specifically towards attaching documents to Expense Reports.
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