Integrated Records and Records Marked for Integration

OpenAir NetSuite Connector uses the following record information to match an OpenAir record with a NetSuite record, and to determine whether the matching record needs to be created or updated.

Diagram showing the information to match OpenAir and NetSuite records in the integration.

#	NetSuite Field	OpenAir Field	Description
1	Internal ID	NetSuite ID custom field	OpenAir NetSuite Connector creates the NetSuite ID custom field in OpenAir and associates it with the OpenAir record type when you enable the relevant integration workflow for the first time. The NetSuite ID custom fields on the OpenAir record stores the Internal ID of the NetSuite record. It is used to map an OpenAir record with a NetSuite record in a 1:1 relationship. For some records, the custom field label includes the NetSuite record type. For example, NetSuite Customer ID for integrated customer records. For records imported from NetSuite in to OpenAir: The NetSuite Internal ID is imported with the other record data when the integration creates a new record in OpenAir. The NetSuite ID custom field is used to find the matching OpenAir record when the integration updates an existing record in OpenAir. For records exported from OpenAir to NetSuite: The Internal ID of the new NetSuite record is pulled back when the integration creates a new record in NetSuite. The NetSuite ID custom field is used to find the matching NetSuite record when the integration updates an existing project or project task record in NetSuite. You can enter the NetSuite ID in the OpenAir record. You may need to do so for maintenance purposes. For example, if you run the integration to match existing records in NetSuite and OpenAir based on the `entityId` in NetSuite and `name` or `nickname` in OpenAir and there are discrepancies between the `entityId` in NetSuite and `name` or `nickname`, the integration creates a new record for the same entity (for example, a user or customer). In this case, you can delete the new record created in OpenAir by the integration and enter the NetSuite ID on the original OpenAir record to match it with the corresponding NetSuite ID. Tip: Add the NetSuite ID as a column to your list views in OpenAir. You can use the NetSuite ID to identify integrated records or to locate a specific integrated record on your list views.
2	Entity ID	Name	When the integration updates an existing record in OpenAir (import from NetSuite into OpenAir), OpenAir NetSuite Connector uses the NetSuite ID custom field to find the matching OpenAir record. If there are no matching results, it uses the `entityId` on the NetSuite record and the `name` or `nickname` on the OpenAir record to find a matching record. For example, if you want the integration to match employee records in NetSuite, with existing user records in OpenAir, make sure the Employee ID (`Employee.entityId`) on the NetSuite record and the User ID (`User.nickname`) on the OpenAir record are the same. If you want the integration to match customer records in NetSuite, with existing customer records in OpenAir, make sure the Customer ID (`Customer.entityId`) on the NetSuite record and the Nickname (`Customer.name`) on the OpenAir record are the same. Note: The `entityId` and `name` or `nickname` is case insensitive. If the case of the `entityId` is changed in NetSuite, the case of the `name` or `nickname` will be changed accordingly in OpenAir.
3	Updated	Updated	Only the integrated records modified since the last integration run are included. OpenAir NetSuite Connector compares the Updated timestamp on the NetSuite record and the OpenAir record to determine which records to include in the integration. Note: You can run a full synchronization to synchronize all integrated records for all or selected workflows. See Running a Full Synchronization on Demand.
4	Export to OpenAir		Check the Export to OpenAir box on the NetSuite record to mark the NetSuite records you want to import into OpenAir. Note: You can configure NetSuite to check the Export to OpenAir box by default for new records using the Export <Record Type> by Default NetSuite OpenAir SRP Integration custom preference. See Configuring Integration Preferences and Terminology Preferences in NetSuite. You can configure OpenAir NetSuite Connector to import NetSuite records that are not marked for export to OpenAir as well as those marked for export to OpenAir using the Disable Export to OpenAir filtering for <Record Type> in NetSuite integration workflow setting. See Workflow Settings. Tip: Add the Export to OpenAir field as a column to your list views in NetSuite and use inline-editing to check or clear the Export to OpenAir directly from your list views.
5	Inactive	Active	By default, NetSuite records marked as Inactive are not imported into OpenAir. You can use the Enable import of inactive <Record Type> workflow setting to import NetSuite records marked as Inactive as well as active NetSuite records. Note: If you check the Inactive box on a NetSuite record, make sure you edit the corresponding OpenAir record and clear the Active box, if required. If you delete a NetSuite record, make sure you delete the corresponding OpenAir record or clear the Active box on the OpenAir record, according to your company policies.
6	Epoch		If the latest version of NetSuite OpenAir SRP Integration bundle 369637 (previously 2851) is installed on your NetSuite account, a hidden custom field for Customer records and Project Task records is used to store a timestamp (epoch) whenever any of the monitored field values are changed. This timestamp is used to import customer and project task records into OpenAir only if one of the monitored field values have changed. See Monitored Fields and Enabling Monitored Fields for Import Workflows.
6	Any	Any	You can set filters for each integration workflow to import selected NetSuite records into OpenAir, or export selected OpenAir records to NetSuite. You can use any of the information on the source record in your filter criteria, including standard fields and custom fields native to the source record type, or information on related other record types. See Using Filters.

NetSuite Field

OpenAir Field

Description

Internal ID

NetSuite ID custom field

OpenAir NetSuite Connector creates the NetSuite ID custom field in OpenAir and associates it with the OpenAir record type when you enable the relevant integration workflow for the first time.

The NetSuite ID custom fields on the OpenAir record stores the Internal ID of the NetSuite record. It is used to map an OpenAir record with a NetSuite record in a 1:1 relationship. For some records, the custom field label includes the NetSuite record type. For example, NetSuite Customer ID for integrated customer records.

For records imported from NetSuite in to OpenAir:
- The NetSuite Internal ID is imported with the other record data when the integration creates a new record in OpenAir.
- The NetSuite ID custom field is used to find the matching OpenAir record when the integration updates an existing record in OpenAir.
For records exported from OpenAir to NetSuite:
- The Internal ID of the new NetSuite record is pulled back when the integration creates a new record in NetSuite.
- The NetSuite ID custom field is used to find the matching NetSuite record when the integration updates an existing project or project task record in NetSuite.

You can enter the NetSuite ID in the OpenAir record. You may need to do so for maintenance purposes. For example, if you run the integration to match existing records in NetSuite and OpenAir based on the entityId in NetSuite and name or nickname in OpenAir and there are discrepancies between the entityId in NetSuite and name or nickname, the integration creates a new record for the same entity (for example, a user or customer). In this case, you can delete the new record created in OpenAir by the integration and enter the NetSuite ID on the original OpenAir record to match it with the corresponding NetSuite ID.

Tip:

Add the NetSuite ID as a column to your list views in OpenAir. You can use the NetSuite ID to identify integrated records or to locate a specific integrated record on your list views.

Entity ID

Name

When the integration updates an existing record in OpenAir (import from NetSuite into OpenAir), OpenAir NetSuite Connector uses the NetSuite ID custom field to find the matching OpenAir record. If there are no matching results, it uses the entityId on the NetSuite record and the name or nickname on the OpenAir record to find a matching record.

For example, if you want the integration to match employee records in NetSuite, with existing user records in OpenAir, make sure the Employee ID (Employee.entityId) on the NetSuite record and the User ID (User.nickname) on the OpenAir record are the same. If you want the integration to match customer records in NetSuite, with existing customer records in OpenAir, make sure the Customer ID (Customer.entityId) on the NetSuite record and the Nickname (Customer.name) on the OpenAir record are the same.

Note:

The entityId and name or nickname is case insensitive. If the case of the entityId is changed in NetSuite, the case of the name or nickname will be changed accordingly in OpenAir.

Updated

Only the integrated records modified since the last integration run are included. OpenAir NetSuite Connector compares the Updated timestamp on the NetSuite record and the OpenAir record to determine which records to include in the integration.

Note:

You can run a full synchronization to synchronize all integrated records for all or selected workflows. See Running a Full Synchronization on Demand.

Export to OpenAir

Check the Export to OpenAir box on the NetSuite record to mark the NetSuite records you want to import into OpenAir.

Note:

You can configure NetSuite to check the Export to OpenAir box by default for new records using the Export <Record Type> by Default NetSuite OpenAir SRP Integration custom preference. See Configuring Integration Preferences and Terminology Preferences in NetSuite.

You can configure OpenAir NetSuite Connector to import NetSuite records that are not marked for export to OpenAir as well as those marked for export to OpenAir using the Disable Export to OpenAir filtering for <Record Type> in NetSuite integration workflow setting. See Workflow Settings.

Tip:

Add the Export to OpenAir field as a column to your list views in NetSuite and use inline-editing to check or clear the Export to OpenAir directly from your list views.

Inactive

Active

By default, NetSuite records marked as Inactive are not imported into OpenAir. You can use the Enable import of inactive <Record Type> workflow setting to import NetSuite records marked as Inactive as well as active NetSuite records.

Note:

If you check the Inactive box on a NetSuite record, make sure you edit the corresponding OpenAir record and clear the Active box, if required.

If you delete a NetSuite record, make sure you delete the corresponding OpenAir record or clear the Active box on the OpenAir record, according to your company policies.

Epoch

If the latest version of NetSuite OpenAir SRP Integration bundle 369637 (previously 2851) is installed on your NetSuite account, a hidden custom field for Customer records and Project Task records is used to store a timestamp (epoch) whenever any of the monitored field values are changed. This timestamp is used to import customer and project task records into OpenAir only if one of the monitored field values have changed. See Monitored Fields and Enabling Monitored Fields for Import Workflows.

Any

You can set filters for each integration workflow to import selected NetSuite records into OpenAir, or export selected OpenAir records to NetSuite. You can use any of the information on the source record in your filter criteria, including standard fields and custom fields native to the source record type, or information on related other record types. See Using Filters.