In this lesson we will cover advanced topics that did not fit in with any of the other videos
There are a few random topics that really didn’t fit well in any of the other videos, so I have included them here. The first one is that you can drag and drop files to most fields and have them uploaded to a record. Let’s take a look at this on a customer. First let’s bring up our customers list, and let’s scroll down and use this, Aaron Abbott, customer. We also have to be in edit mode for this to work. I’ll switch over to my explorer window, and use this cover letter to demonstrate. I’ll drag this to the comments field, and you can see it turns green. If I let go, the document is uploaded, but we also get this text in the comments. Let me expand this so we can really see it. This is the file name and a link to it. So you might ask, where would we use this? And the initial thought might be, to use a URL field, so you would get a link to the file. But that wouldn’t actually work. And the reason it wouldn’t work is because this isn’t a pure URL. We have the name before the URL. So what’s this for? Well this is actually most commonly used to script against. So you could use this functionality to create a custom location, to drag and drop files. Then you could use an, on save, event script to grab the name and URL, and you could structure the files. That’s just one example though, there are others. Incidentally we could have dropped this file onto almost any other free form entry field, such as the name or telephone number, and this would have also worked. Though in the case of the telephone number you might have some issues with validation when you saved the record. The next thing I want us to take a look at is, what happens if we drag and drop a file on a new record? So let’s start by creating a new customer. If we take this document, and drag and drop it, it does get attached. If you are familiar with NetSuite you might already know that there is no customer record ID, since the customer has not been saved yet. And since our folder structure is setup to use the record ID, what happens? Let’s take a look. I’ll open the file cabinet in a new tab. And navigate to Drag and Drop Files, then Customers. This temp folder is what was created, and if we open it, we can see the file right here. In case you’re wondering, this 1852 isn’t the customer number, and it also won’t be the customer number. These numbers are the date and an internal identifier, that NetSuite can use to re-associate the folder to the correct customer. When you save the customer, the folder is renamed to the customers new record ID, and you don’t need to do anything. But, if you don’t save the customer, the folder will sit out here abandoned. So you may want to check the File Cabinet for these every once in a while. How you handle them will be up to you, but they don’t cause any problem. Mostly I just want you to know why these folders show up, if you see them. There is the possibility that at some point you will need to turn off drag and drop for a record. This could be for troubleshooting purposes, or due to a business requirement change, or for a number of other reasons. To do this, let’s go to Setup, then Customization, and click File Drag and Drop Setup. We’ll jump over to step 2 of this process. If we wanted to disable this for Customers, we would click Edit next to that record. All we would have to do is click this Inactive Check Box and then save the record. I’m not going to do this though, but now you know how. There are some general options for drag and drop. Those are located under Setup, then Company, and General Preferences. Let’s go down and choose the Custom Preferences subtab. NetSuite has gotten really good lately of putting their bundle preferences in this custom subtab. So you can expect to find other options here, as they are made available, and as the software changes. We have a few options here that apply to all users. For example, we can enable, or disable, File Drag and Drop in View Mode. This might be useful if we had users who can view records but not edit them. And we wanted to make sure they couldn’t upload anything to those records. Enabled is the default behavior. Any changes you make here apply to everyone. There are some individual, user specific, options as well. Those are located under Home, then Set Preferences. Then under the Custom Preferences subtab. Here too, we could enable, or disable, file drag and drop in view mode. This doesn’t override the global setting, so if it is disabled for view mode there, it will be disabled here too. This is just a way that you can enable or disable it on a user by user basis. When dragging and dropping files, there are a few restrictions. The most important is that they can be a maximum of 10MB each. You could drag and drop two 9MB files, so 18MBs total, but each individual file has to be under the size limit. It’s probably obvious but the upload time will be slower the larger the number and size of attachments. If you are uploading a file, you can’t navigate away from the record. This will stop the upload. You can use NetSuite in other browser tabs or windows, but if you close the tab where you are uploading, the upload will fail. The last thing is that not all browsers are supported. Right now, Chrome, Safari, and Firefox work, however IE does not. I haven’t tested on Edge or Opera. Also, generally, the more recent versions of browsers tend to work. If it doesn’t work, it’s pretty obvious. There isn’t really much of a situation where you think it is working but it’s not, which is a good thing. Well that’s it for file drag and drop. Thanks for watching.