Creating and Using Workflow Fields

Important:

Workflow Custom Fields and Workflow State Custom Fields can't be used successfully in client-side actions and conditions.

Workflow fields apply to a single workflow definition, storing a unique value for each record where an instance of the workflow runs. You can use workflow fields in conditions and actions like the Set Field Value action.

You can store the value of the field in the database for use by multiple workflow instances for the record type, or use it temporarily for one workflow instance.

To add a workflow field, create it on the workflow definition page. NetSuite fills in the field value when the workflow instance runs.

You can also use workflow fields to accomplish the following tasks:

• Track records created by a workflow using the Create Record action. Select the workflow field in the Store Result In field on the Create Record action. Then use the Subscribe To Record action to track changes to the created record.

  The List/Record type of the workflow field must match the List/Record type of the record you create with the Create Record action so it appears in the Store Result In dropdown list.

• Store a return value from a Workflow Action script using the Store Result In dropdown list of a Custom workflow action. See Storing a Return Value from a Custom Action Script in a Workflow Field.

To create a workflow field:

1. Open the workflow definition page for the workflow in which you want to create the workflow field.

   See Viewing Existing Workflows or Workflow Searches.

2. In the context panel, click the Workflow tab, click the Fields view, and then click New Workflow Field.

   Note:

   To change a workflow field after you create it, hover over the field name on the Fields view in the context panel and click the Edit icon.

3. In the Workflow Field window, enter the following properties:

   Property	Description
   Label	Name or description for the field. NetSuite displays this label in the context panel and the Store Result In dropdown list on Custom and Subscribe To Record actions.
   ID	Optional script ID for the field. This value must be lowercase, can't include spaces, and can't be longer than 30 characters. Use script IDs if you plan to bundle the workflow and install it in another NetSuite account. Script IDs help avoid naming conflicts. NetSuite prefixes this value with custworkflow when you save the workflow definition.
   Owner	Owner of the workflow field.
   Description	Optional description of the field.
   Type	Type of custom field. See Field Type Descriptions for Custom Fields.
   List/Record	List or record that corresponds to the list or record type you chose for the Type property. You must enter a value for this property if you select a List/Record or Multiple Select value for the Type property. See Creating a Custom Field.
   Store Value	Stores the field value in the NetSuite database when the workflow instance runs. Use this option if you need the value for future workflow instances. If you don't check the Store Value box, the field value is available only in the current workflow instance. When the field value isn't stored, the database treats the value as a string and it isn't available to other workflow instances.
   Workflow	Instances of the workflow this field applies to. You can't edit this field.

4. Set the properties on the Display, Validation & Defaulting, and Translation subtabs. The Sourcing & Filtering subtab isn't available for workflow fields. To source a workflow field, you must use the Set Field Value Action action.

   Note:

   For additional information about workflow field properties, see Creating a Custom Field.

5. Click Save. The workflow field appears on the Fields subtab of the workflow definition page and the Fields view on the Workflow tab on the context panel.

   You can now use the field name in a condition or workflow action.

Related Topics

• Working with Custom Fields
• Creating and Using State Fields

General Notices