Create Certify User Roles in NetSuite for the Emburse NetSuite Integration

As part of the Emburse NetSuite Integration, Employee or Vendor records from NetSuite will sync to Certify to create or modify user records. One of the data points on the user record that will sync is the Certify Role field. Because the Certify Role is not native to NetSuite, a Certify administrator must create a custom field in NetSuite and assign it to the users whom you would like to sync to Certify.

Step 1: Create a Custom List

Begin by creating a custom list in NetSuite that contains the four unique Certify user roles: Employee, Manager, Executive, and Accountant.

1. Select Customization, then select Lists, Records, & Fields, then Lists, then New.

2. Enter “Certify Role” for the name, and enter a brief description. In the Values field, enter the following four values:

  • Employee
  • Manager
  • Executive
  • Accountant

3. Click Save.

Step 2: Apply the Custom List to a New Entity Field

Now you must create an Entity field to associate the values to your employees or vendors in NetSuite.

1. Select Customization, then select Lists, Records, & Fields > Entity Fields > New.

2. Enter the following information in these fields:

  • Label: Certify Role
  • Description: Enter a brief description
  • Type: Select List/Record
  • List/Record: Search for the "Certify Role" list you created in Step 1

3. Under the Applies To tab, you will need to select the objects to which this field should apply.

  • If your employees are entered as Employees in NetSuite, check the Employee box.
  • If your employees are entered as Vendors in NetSuite, check the Vendor box.
  • If you plan to sync both Employee and Vendor records from NetSuite into Certify, select both options.

4. Click Save.

Step 3: Apply a Certify Role to Employees or Vendors in NetSuite

Now you may assign a Certify role to each applicable employee or vendor in your NetSuite instance. This selection will sync to Certify with each user record.

1. Select Lists, then Employees.

If your employees are entered as Vendors in NetSuite, you can find your employee list under Lists > Relationships >Vendors.

2. Click Edit to edit the desired employee record.

3. On the Employee record, scroll to the Custom section to view the newly created Certify Role field drop-down. The value selected here will sync to Certify when the user record is created or updated.

To learn more about Certify user roles and the access they give each user, be sure to view our article on Certify User Roles.

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