When you view a record form in NetSuite some of the fields displayed are standard NetSuite fields and others will be custom. The custom fields may be part of a bundle, a part of a third party solution or stand alone fields created by your Administrator or NetSuite partner. It is useful, when managing a NetSuite system, to understand how to access the set up of these fields and where, if necessary, to make changes to them.
In this article we will look at how to change fields in NetSuite. We will briefly look at the ways you can affect standard NetSuite fields and then discuss how and when to edit custom fields.
Editing Standard NetSuite Fields
There may be situations when you want or need to edit a standard NetSuite field. The options are more limited but there are some changes you can make. All of the edits described in this section are also available to custom fields. Before discussing what changes are possible, however, you first need to know how to identify a standard field over a custom field.
How to Differentiate Between Standard and Custom Fields in NetSuite
As with everything in NetSuite there a few different ways to do this. The simplest way is as follows.
In your Administrator role, open the field help by clicking on the field name.
If the field is standard it will have a Customize button that when clicked gives you the field id. Custom fields do not have this.
The following actions can then be carried out on both standard and custom fields to affect they way the look and act within your NetSuite instance.
Moving a Field on a NetSuite Record
If you need to change the location of a field on on any record you do that by accessing the form.
Using an Admin role or a role with the relevant permissions, click edit on a record.
Hover over the Customize link at the top right of the screen and click Customize Form. On some records you do not need to edit the record first so you may need to try both approaches.
Once the form loads, navigate to the Screen Fields tab. This will list all the fields displayed on this NetSuite record. By holding and dragging the 6 dots to the left of each field name you can change is position in the list.
If you are restricted on how far down the list you can move a field. You may need to change the Field Group.
Lastly, you can change which tab a field appears on by clicking the Move Elements Between Subtabs action button. Remember to save any changes you may have made before clicking the button as it will navigate you away to a different page.
Renaming a Field in NetSuite
If you want to rename a field for specific roles or individuals you can do this using a workflow. You can learn to write a workflow using a Set Field Display Label action here.
In this article we are just going to look at renaming the field for all users.
Follow the steps in the above solution to get to the Form. Edit the Label of the field that you want to rename.
This will rename the field for all users viewing the record via this form.
|Be aware that renaming the field in this way will not change the name of the field in Saved Searches, Reports or CSV imports
Make a NetSuite field Mandatory
Follow the steps above to access the Form. You then select or unselect the Mandatory checkbox.
You will notice that some standard fields will have this checkbox disabled. That is because you are not able to change their mandatory status.
Editing Custom NetSuite fields
You may need to make more advanced edits than are described above and these can be made to the field record itself. To do this, first find the name of the field by checking the form on the record where it is displayed. Click Edit on the record and then hover over Customize at the top right of the screen. Click Customize Form and look for the name in the Description column of the Screen Fields tab – this is the field name.
Once you have identified the field name, navigate to Customization > Lists, Records & Fields to access the lists of all the custom fields in the system. From this menu, you will need to select the page for the type of fields you are looking to edit. The options available to you are as follows.
- Entity Fields
- Item Fields
- CRM Fields
- Transaction Body Fields
- Transaction Line Fields
- Other Record Fields
On the relevant page find the field you want to edit and click the name to open the field record in Edit mode.
You will notice some field names are followed by the padlock icon. These cannot be edited as they have been locked by the owner. Clicking the name will open this field record in View mode.
From the field record you can complete the following actions.
Change Name of a Custom Field
Edit the name in the Label field. This will change the name on Saved Searches and CSV Imports. It will not automatically update the display label on record forms however. You will need to manually edit this on each form on which the field is displayed.
Change the Field ID of a Custom Field
Edit the Field ID by clicking the Change ID action button. Be careful with this – if the ID has already been used in HTML forms, SuiteScript or SQL this will not be automatically updated.
Change the Field Type of a Custom Field
You can edit the field type by selecting a new one from the drop down list. This is normally only something you would do immediately after creating the field if you notice you have selected the wrong type. If the field is already in use then completing this action could be very dangerous. You will be presented with the following warning which you should strongly consider.
Apply a Custom Field to Different Record Types
Under the Applies To subtab you will be able to mark the records that this field appears on. After applying the field to a new record always go to that record form and check if you need to hide/unhide the field or move it to a more relevant position.
Add Field Help to a Custom Field
Get in the habit of always applying Field Help to your custom fields. This is something that can be done retrospectively and will not have any detrimental effects. Navigate to the Display subtab and populate the Help field.
Set Access Levels for a Custom Field
Under the Access subtab of the field record you can set access permissions on a role, department or subsidiary basis. This is a much tidier solution than using a workflow and allows multiple different levels of access to be set across numerous roles easily.
This is not a complete list and there is a whole lot more that can be configured from the field record page – for example how to populate a field with a Saved Search result or how to use Inline HTML. Search NetFreak for other ways of using Custom Fields in NetSuite and if you can’t find what you need please get in touch. We would love to help you.