FSM File Record

Field Service Management (FSM) uses native NetSuite File Cabinet files to store documents and photographs. It also supplies the Field Service File custom record, which holds a document reference, a customer relationship management (CRM) task reference, and optional geolocation text.

The native file stores content and file metadata, and the Field Service File record stores the association. The standard Files tab in FSM Mobile works directly with native files. An upload in FSM Mobile doesn't necessarily have a corresponding Field Service File record. Notes are separate NetSuite Note records, rather than File records.

Record Information

Use the record type and internal ID together to identify the intended object.

Property	Field Service File	File Cabinet File
Record type	FSM custom record	Native NetSuite file
Record Type ID or Search Type	`customrecord_nx_file`	`file`
Record identity	The association's Internal ID (`internalid`)	The native file's Internal ID (`internalid`)
Information held	Task, Document, and Geolocation	File content, file name, description, type, and other file metadata

Property

Field Service File

File Cabinet File

Record type

FSM custom record

Native NetSuite file

Record Type ID or Search Type

customrecord_nx_file

file

Record identity

The association's Internal ID (internalid)

The native file's Internal ID (internalid)

Information held

Task, Document, and Geolocation

File content, file name, description, type, and other file metadata

In the Field Service File service, id identifies the association and document identifies its linked File Cabinet file. The aliases task and location identify its Task and Geolocation fields. The service returns values such as name, type, and description from the linked native file. The association doesn't store these values as additional fields.

In the standard Files resource in FSM Mobile, the article ID and document.id identify the native file. Don't interchange these native IDs with association IDs merely because both are described as a file ID.

Forms

The standard Files tab in FSM Mobile defines upload, description, and size elements independently of a Field Service File entry form. Required upload and description values apply to FSM Mobile, not to the customrecord_nx_file record definition.

An account-created form can change the presentation or requirements of the custom association record in NetSuite. It doesn't change the record's field IDs or make that record the source of the standard Files tab in FSM Mobile. For FSM Mobile presentation and form-loading controls, see FSM Mobile Resource Properties Reference and FSM Mobile Element Reference.

Record Relationships

The custom association, native record attachment, and File Cabinet folder relationship serve different purposes.

Related Record	Relationship and Field ID	Purpose
CRM Task	Field Service File Task (`custrecord_nx_file_task`) references one CRM Task (`task`). Several associations can reference the same Task.	Supplied FSM parent-record relationship. The link is stored on the association.
File Cabinet file	Field Service File Document (`custrecord_nx_file_document`) references one native file.	Identifies the content associated with that row. The record definition doesn't require a unique document for each association.
Current FSM Mobile event	Standard uploads in FSM Mobile attach the native file to the event record identified by the resource's `record` and `recordid` defaults.	Native NetSuite attachment relationship, separate from the association's Task field. These defaults identify the attachment destination. These defaults are not extra stored fields on Field Service File.
File Cabinet folder	Native file Folder (`folder`) references its containing folder. A folder's Parent (`parent`) references another folder.	Organizes files in the File Cabinet. Folder hierarchy is separate from service-record parentage.

Related Record

Relationship and Field ID

Purpose

CRM Task

Field Service File Task (custrecord_nx_file_task) references one CRM Task (task). Several associations can reference the same Task.

Supplied FSM parent-record relationship. The link is stored on the association.

File Cabinet file

Field Service File Document (custrecord_nx_file_document) references one native file.

Identifies the content associated with that row. The record definition doesn't require a unique document for each association.

Current FSM Mobile event

Standard uploads in FSM Mobile attach the native file to the event record identified by the resource's record and recordid defaults.

Native NetSuite attachment relationship, separate from the association's Task field. These defaults identify the attachment destination. These defaults are not extra stored fields on Field Service File.

File Cabinet folder

Native file Folder (folder) references its containing folder. A folder's Parent (parent) references another folder.

Organizes files in the File Cabinet. Folder hierarchy is separate from service-record parentage.

Field Service File has no supplied direct Case, Asset, or Project Task field. The standard Files resource in FSM Mobile can group files by the selected Asset using its folder and search mappings. That grouping doesn't add an Asset reference to the custom association record.

A custom link in your account doesn't automatically include a file or association in FSM Mobile, Asset inheritance, service history, reports, or synchronization. Each feature or resource uses its own supported relationships and selection rules.

FSM Fields

Field labels can vary by account. The supplied association record contains the following custom fields, together with useful native identity and state fields.

Field	Field ID	Purpose	Important Values or Behavior
Internal ID (native)	`internalid`	Identifies the Field Service File association.	Separate from the linked document's internal ID.
Inactive (native)	`isinactive`	Stores the association's inactive state.	Not an upload, synchronization, or script-running indicator.
Task	`custrecord_nx_file_task`	CRM Task associated with the document.	Stored List/Record field and parent link. Optional in the supplied record definition.
Document	`custrecord_nx_file_document`	Reference to the File Cabinet file.	Stored Document field. Optional in the supplied record definition. An association with no Document value doesn't provide file content.
Geolocation	`custrecord_nx_file_geo_location`	Geolocation text held on the association.	Stored Text field, exposed as `location` by the association service. Optional. A Geolocation value doesn't verify the capture location.

Field

Field ID

Purpose

Important Values or Behavior

Internal ID (native)

internalid

Identifies the Field Service File association.

Separate from the linked document's internal ID.

Inactive (native)

isinactive

Stores the association's inactive state.

Not an upload, synchronization, or script-running indicator.

Task

custrecord_nx_file_task

CRM Task associated with the document.

Stored List/Record field and parent link. Optional in the supplied record definition.

Document

custrecord_nx_file_document

Reference to the File Cabinet file.

Stored Document field. Optional in the supplied record definition. An association with no Document value doesn't provide file content.

Geolocation

custrecord_nx_file_geo_location

Geolocation text held on the association.

Stored Text field, exposed as location by the association service. Optional. A Geolocation value doesn't verify the capture location.

Linked File Cabinet Data

These useful values belong to the native file, rather than the custom association.

File Data	Native Field or Search Column	FSM Use
File name	`name`	Identifies the file in lists and downloads. It is descriptive text, not a substitute for the internal ID.
Description	`description`	Describes the content. Uploads in FSM Mobile also append capture metadata when available. The Files tab omits this trailing metadata from the description it displays.
File type	`filetype`	Identifies the native file type. Image selection for reports uses file type, rather than the presence of an association record.
File size	`documentsize`	Native search size in KB. The standard Files resource in FSM Mobile converts it to bytes before display formatting.
Folder	`folder`	Identifies the containing File Cabinet folder.
Owner	`owner`	Native file owner. Separate from Task assignment.
Created / Modified	`created`, `modified`	Native file timestamps. The association service returns Modified as `updated`. These are not association-processing timestamps.
URL	`url`	File access location. An ID or file address doesn't confirm that you or the PDF renderer can retrieve the content.

File Data

Native Field or Search Column

FSM Use

File name

name

Identifies the file in lists and downloads. It is descriptive text, not a substitute for the internal ID.

Description

description

Describes the content. Uploads in FSM Mobile also append capture metadata when available. The Files tab omits this trailing metadata from the description it displays.

File type

filetype

Identifies the native file type. Image selection for reports uses file type, rather than the presence of an association record.

File size

documentsize

Native search size in KB. The standard Files resource in FSM Mobile converts it to bytes before display formatting.

Folder

folder

Identifies the containing File Cabinet folder.

Owner

owner

Native file owner. Separate from Task assignment.

Created / Modified

created, modified

Native file timestamps. The association service returns Modified as updated. These are not association-processing timestamps.

URL

url

File access location. An ID or file address doesn't confirm that you or the PDF renderer can retrieve the content.

Search column names and API property names differ. For example, SuiteScript's native file object uses fileType and reports size in bytes. See N/file Module for the native API properties.

FSM Mobile upload metadata in the native Description is separate from the association's Geolocation field. Neither the field label nor the presence of a photograph establishes that its location was taken from the photograph's embedded metadata.

Creation and Update Sources

Different FSM operations use different file relationships.

Source	Effect on the Data
Standard Files tab in FSM Mobile	Creates a native File Cabinet file and attaches it to the current event. Editing its description updates the native file.
Field Service File service	Creates a native document and its separate association, or updates association data and linked file data.
Native File Cabinet operations	Maintain the file's content and metadata independently of the custom association.
Download handling in FSM Mobile	Can create a temporary File Cabinet copy for delivery. This copy is separate from the original document.

Source

Effect on the Data

Standard Files tab in FSM Mobile

Creates a native File Cabinet file and attaches it to the current event. Editing its description updates the native file.

Field Service File service

Creates a native document and its separate association, or updates association data and linked file data.

Native File Cabinet operations

Maintain the file's content and metadata independently of the custom association.

Download handling in FSM Mobile

Can create a temporary File Cabinet copy for delivery. This copy is separate from the original document.

File creation, attachment, and association creation are separate saves. The existence of one object doesn't prove that every related save or synchronization step completed.

Used by FSM Features

The following table explains how FSM features and resources use native file data. The association's Document reference alone doesn't determine whether a file qualifies for use.

Feature or FSM Mobile Resource	How Files Are Used
Files tab in FSM Mobile	Uploads, displays, and downloads selected native files associated with service work.
History tab in FSM Mobile	Displays files selected by its service-history searches. A saved association doesn't automatically appear in history.
FSM Service Reports and Notifications	Uses eligible native images in CRM Task and Project Task report galleries, and can include configured File Cabinet attachments in emails. The standard Case report has no equivalent image gallery.

Feature or FSM Mobile Resource

How Files Are Used

Files tab in FSM Mobile

Uploads, displays, and downloads selected native files associated with service work.

History tab in FSM Mobile

Displays files selected by its service-history searches. A saved association doesn't automatically appear in history.

FSM Service Reports and Notifications

Uses eligible native images in CRM Task and Project Task report galleries, and can include configured File Cabinet attachments in emails. The standard Case report has no equivalent image gallery.

For information about image selection, report layouts, and attachment configuration, see FSM Service Report Configuration and FSM Notification Configuration.

Record Constraints and Data Requirements

In the supplied Field Service File definition, Task, Document, and Geolocation are optional and have no default values. Forms, account rules, and particular operations can impose additional requirements. Access to the association and access to the native file are separate permission considerations.

When the parent CRM Task is deleted, the association's Task field is cleared. This relationship doesn't define cascading deletion of the association's native document or a general file-retention policy.

Warning: Deleting a file through the standard Files tab in FSM Mobile deletes the native File Cabinet file, rather than only removing its list entry. Before deleting the file, check for other references to the same file. See Edit/Delete File Item Screen in Detail.

Removing a Field Service File association and deleting its linked native file are separate operations. FSM's association service can remove the association alone or remove its linked file as well. Don't infer document retention from the association's removal.

FSM file maintenance removes expired temporary download copies and their folders. This cleanup doesn't define a retention period for uploaded service documents, report attachments, or every Field Service File record. The association has no supplied pending, running, or completion field for that maintenance.