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Best Practice - Box For NetSuite

by on ‎03-17-2015 03:25 PM - edited on ‎04-15-2016 10:21 AM by (4,969 Views)

Box for NetSuite is an integration that bridges the gap between your organization’s content in Box and data in NetSuite. By linking record-specific folders in Box to NetSuite records, your team can store relevant files in Box, plus work with this content with other Box apps like DocuSign and FedEx Office.

 

Box for NetSuite consists of two parts: the Box Files tab and the Box widget in NetSuite. The Box tab lets users log in to Box and work with Box files within NetSuite, without having to open a new browser window or tab. The Box widget is how you’ll access record-specific Box folders within NetSuite. 

 

Creating Record-Specific Folders Within NetSuite

You can choose which NetSuite records you’d like available within Box – and what Box content you need to access in NetSuite. Just click Add Content to Box in the Box tab in NetSuite to create record-specific folder:


add netsuite content.jpg

 

On the Box side, the record-specific folder is located within your parent NetSuite folder, owned by your Box administrator or co-admin.

 

The next time anyone visits this Netsuite record, the Box widget will display the record-specific folder you've created. The two will be linked so that anything uploaded to this record-specific folder – whether from the folder in Box or from the Box widget in NetSuite – will always be accessible in both places.

 

associated folders.jpg

  

Relocating Existing Content to Record-Specific Folders

If content already exists in your Box account that needs to be housed in a record-specific folder, use the Move/Copy function in Box to transfer the files/folders to the correct place.

Once the content has been transferred, it’ll show up in both the Box folder and in the Box widget within NetSuite.

 

External Access for Partners, Prospects, Clients

Do you use NetSuite but need a better way to share content with your clients, suppliers or vendors? Try inviting these contacts to collaborate in folders in your Box account to centralize communications in one secure, shared, and open environment. Because the record-specific folders linked to Netsuite records are ultimately located in Box, you can invite collaborators to these folders in the same way you would invite individuals to any other Box folder.

 

Using Applications in the Integrated Environment

Use the Apps tab within the Box widget to access linked applications from NetSuite. This lets you combine multiple services and tasks into a single step.  For example, you can add a service task for signing a file in NetSuite using Sign With DocuSign:

 send with apps.jpg

 

Hidden NetSuite Records

If your organization has decided to hide NetSuite records from certain users, you can also hide the NetSuite folder in Box. To do this, go to the Admin Console and click Admin Settings > Enterprise Settings > Apps > Third Party Integration, then click Prevent users from accessing NetSuite content from their Box account:

 

netsuite settings.jpg

 

Users won’t have access to the NetSuite folder directly in Box. In order to access record-specific folders, they will need to log into NetSuite and access them from the Box widget per record.

 

 

Organizing the NetSuite Folder in Box

Adding Tags to Folders

Adding NetSuite record tags to content in Box is useful for two reasons. First, NetSuite record tags make it clear which folders are record-specific and which are not. Second, tags are hyperlinks that take you directly to the record they relate to in a new browser tab.

 

To enable tags, log in to Box, then navigate to My Account > Account Settings > General. On this page, check Display tags in list view, then click Save at the bottom of the screen.  

 

folder tag.jpg

 

Folder Structure of the NetSuite Folder in Box

By default, all record-specific folders are located directly below the parent NetSuite folder. You can also organize the NetSuite folder into subfolders (e.g., for departments such as Sales Development, Corporate, Account Executives, etc.), and move appropriate record-specific folders into these subfolders. Once you’ve linked content in Box to your NetSuite records, your NetSuite users can benefit from Box’s search and collaboration features.

 

Learn more about creating a folder structure that works for your organization in the Getting Started Guide for New Admins.

 

Search

NetSuite users can use Box’s search to find the content they need. Find content by either retrieving it directly from the record (e.g., Account, Vendor, Customer, etc.) or by going to the Box tab and searching for the content directly.

 

Collaboration

NetSuite users can also use Box’s collaboration permissions to create a workspace with an external user and integrate that content into NetSuite for easy reference.

  

Related Articles:

Box for NetSuite, Install Guide