Scenario: Conversion of Prospect to Customer via Sales Order Creation
A customer workflow in NetSuite that sets a date when the record is changed from a prospect to a customer-closed won was not triggering in all circumstances. Upon review, the workflow was not running if the prospect’s conversion was triggered by the creation of a sales order record for that prospect.
Note: Natively, the creation of a sales order record for a prospect triggers an automatic conversion of that prospect to a Customer-closed won.
When creating workflows, it is best practice to restrict the triggering of the entire workflow to only the Trigger Types and events that the workflow needs to run in; restricting workflows in this way prevents unnecessary triggering, which can build up and slow down the system. However, sometimes, a workflow needs to trigger in all Trigger Types so that it runs in all required situations.
Initial NetSuite Workflow Setup
The initial setup for this NetSuite workflow was as follows:
Event Based - On Create + View or Update.
Trigger Type - After Record Submit
Event Types
- Approve
- Create
- Direct List Edit
- Edit
- Mark Complete
- The only types excluded were Reject, Pay {#Bills#}, and Cancel, none of which seem relevant for a customer transformation.
Image shows the original workflow definition setup
Using this setup, however, the workflow did not run when a prospect was transformed by the creation of a sales order record, which is probably the most common way they were being transformed.
Updated NetSuite Workflow Setup
After reviewing the Event Types that were available for other Trigger Types, there did not seem to be a specific Event Type that would work better than After Record Submit. We updated the workflow so that it ran on All Trigger Types, and this resolved the problem.
Image shows the updated workflow definition
Note: Our workflow actions are all set to Trigger on Entry in all events and contexts - we have not done additional testing to see if the actions can be further restricted.
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