Workstation – NetSuite Integration

Last Updated November 20, 2023

Brief Overview

NetSuite is an ERP system (Enterprise Resource Planning). This product exists around 20 years and was acquired by Oracle. It is a native cloud solution.

The NetSuite app on Workstation allows to search for the following NetSuite objects:

Employee
Customer
Vendor
Contact
Vendor Bill
Purchase Order
Sales Order
Invoice

Transactions Status

The status which appears on the transactions search results is the Posting Approval Status.

Configure an integration in NetSuite for Workstation

Sign in into NetSuite using an admin account
Go to Setup -> Company -> Enable Features

3. Go to the SuiteCloud tab-

4. Scroll down and make sure these 3 checkboxes are checked -

5. Scroll down and make sure these 2 checkboxes are checked -

6. Scroll down and make sure these 2 checkboxes are checked -

7. Go to Setup -> Integration -> Manage Integrations -> New

8. Fill the integration form with these details-

- Name - Workstation
- State - Enabled
- Token-Based Authentication - check
- Callback URL- choose one of these URL's:
  - If US- https://workstation.walkme.com/netsuite/connected
  - If EU- https://eu-workstation.walkme.com/netsuite/connected
- Authorization Code Grant- check
- Redirect URL - choose one of these URL's:
  - If US- https://workstation.walkme.com/netsuite/connected
  - If EU- https://eu-workstation.walkme.com/netsuite/connected
- Make sure that these 2 boxes are NOT checked:
  - TBA: Authorization Flow
  - Authorization code grant
- Click Save to create the new integration
9. In the same screen, on the bottom, you will now have a Client Credentials section. Copy the Consumer Key and Consumer Secret, it will be required later on and there will be no access to them again.

10. Go back to the home screen, go to Setup -> User/Roles -> Manage Roles -> New

11. Fill the role form with these details-

- Name- Workstation Integration Role
- Subsidiary Restrictions- Choose ALL and check the last box

Permissions

Transactions

Access Payment Audit Log View
Bill Purchase Orders View
Bills View
Cash Sale View
Check View
Create Allocation Schedules View
Credit Card View
Credit Card Refund View
Credit Memo View
Credit Returns View
Currency Revaluation View
Customer Deposit View
Customer Payment View
Deposit View
Deposit Application View
Enter Opening Balances View
Enter Vendor Credits View
Find Transaction View
Fulfill Orders View
Generate Price Lists View
Generate Statements View
Invoice View
Invoice Approval View
Invoice Sales Orders View
Item Fulfillment View
Item Receipt View
Journal Approval View
Make Journal Entry View
Pay Bills View
Pay Sales Tax View
Pay Tax Liability View
Post Vendor Bill Variances View
Posting Period on Transactions View
Purchase Order View
Reconcile View
Return Authorization View
Revenue Arrangement View
Revenue Arrangement Approval View
Sales Order View
Set Up Budgets View
Transfer Funds View
Vendor Bill Approval View
Vendor Return Auth. Approval View
Vendor Return Authorization View
Vendor Returns View
View Gateway Asynchronous Notifications View
View Payment Events View

Reports

Account Detail View
Accounts Payable View
Accounts Payable Graphing View
Accounts Receivable View
Accounts Receivable Graphing View
Amortization Reports View
Balance Sheet View
Deferred Expense Reports View
Employee Reminders View
Expenses View
Financial Statements View
General Ledger View
Income View
Income Statement View
Lead Snapshot/Reminders View
Net Worth View
Purchase Order Reports View
Purchases View
Reconcile Reporting View
Report Customization View
Report Scheduling View
Revenue Recognition Reports View
Sales View
Sales Order Fulfillment Reports View
Sales Order Reports View
Sales Order Transaction Report View
SuiteAnalytics Workbook View
Tax View
Transaction Detail View
Trial Balance View

List

1. Accounts View
2. Accounts Payable Register View
3. Accounts Receivable Register View
4. Amortization Schedules View
5. Bank Account Registers View
6. Billing Schedules View
7. CRM Groups View
8. Calendar View
9. Commit Orders View
10. Contacts View
11. Credit Card Registers View
12. Currency View
13. Custom Recognition Event Type View
14. Custom Record Entries View
15. Customers View
16. Deferred Revenue Registers View
17. Departments View
18. Documents and Files View
19. Email Template View
20. Employee Record View
21. Employees View
22. Equity Registers View
23. Events View
24. Export Lists View
25. Fair Value Formula View
26. Fair Value Price View
27. Fixed Asset Registers View
28. Item Revenue Category View
29. Items View
30. Locations View
31. Long Term Liability Registers View
32. Mass Updates View
33. Memorized Transactions View
34. Non Posting Registers View
35. Notes Tab View
36. Other Asset Registers View
37. Other Current Asset Registers View
38. Other Current Liability Registers View
39. Other Names View
40. Perform Search View
41. Phone Calls View
42. Platforms View
43. Publish Search View
44. Record Custom Field View
45. Related Items View
46. Resource Create
47. Revenue Element View
48. Revenue Recognition Field Mapping View
49. Revenue Recognition Plan View
50. Revenue Recognition Rule View
51. Revenue Recognition Schedules View
52. Statistical Account Registers View
53. Subsidiaries View
54. Tasks View
55. Track Messages View
56. Unbilled Receivable Registers View
57. Units View
58. Vendors View
59. Work Calendar View

Setup

Accounting Book View
Accounting Lists View
Accounting Management View
Allow Non G/L Changes View
Auto-Generated Numbers View
Custom Body Fields View
Custom Column Fields View
Custom Entity Fields View
Custom Item Fields View
Custom Lists View
Custom Record Types View
Deleted Records View
Log in using Access Tokens View
Log in using OAuth 2.0 Access Tokens View
Manage Accounting Periods View
Mobile Device Access View
OAuth 2.0 Authorized Applications Management View
Other Custom Fields View
Other Lists View
REST Web Services View
SOAP Web Services View
Set Up Company View
SuiteAnalytics Connect View
SuiteAnalytics Connect - Read All View
Vicarious emails View
View SOAP Web Services Logs View

Custom Records

If you have custom records that are required for processes, it might be a blocker for this integration. We recommend providing permissions to all custom records

Click Save to create the new integration

12. Now you will need to assign the new integration role to a new integration user. Go to Setup -> Users/Roles -> Manage Users

13. Create a new user, make sure the user is of type Employee. Fill the role form with these details-

- Name- Workstation Integration User
- Email- any email
- Subsidiary- your organization subsidiary
- Access - check the box-
- Roles- assign the integration role you had previously created (“Workstation Integration Role”)-
- Click Save to create the new Employee user

14. Go to Setup -> Users/Roles -> Access Tokens -> New

15. Create an access token. Fill the role form with these details-

- Application Name- choose in the dropdown the Workstation Integration-
- User (from List)- Workstation Integration User
- Role- Workstation Integration Role
- Token Name- will be populated automatically
- Click Save to create the new Access Token
- In the same screen, on the bottom of the access token page, you will now have a Token ID and Token Secret

16. Go to Console to the Workstation -> Integrations page

17. On the NetSuite integration, click on Setup, and configure the following-

Sub Domains- the domain of your NetSuite URL. For example, if your URL is https://testname.app.netsuite.com/ so your domain is “testname”.
Client ID and Client Secret- the values created previously in the process (also known as Consumer Key and Consumer Secret).
Click Save. NetSuite integration should now work on your Workstation App.

Segmentation

Integrations can be segmented to a sub-set of users and audiences, rather than being enabled for all end-users. This feature streamlines the integration process and helps to ensure that users are only using the integrations that are relevant to their work.

To segment a Workstation integration:

Navigate to the Workstation Integrations page in the console
Click the All button on the integration you would like to segment
Click Select specific recipients in the Manage Access popup
Select the audiences or individual users from the dropdowns to handpick who can use the integration
Click Apply

Connecting NetSuite on Workstation

Open the Workstation Menu by clicking the widget (on Windows) / the WalkMe icon on the Mac Menu bar, or by hitting ctrl/cmd+shift+E
Go to Settings -> Integrations, and click Connect on the NetSuite card

If the NetSuite card is not available, contact your WalkMe Owner in your organization and ask to enable NetSuite on Workstation

Integration Security

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