On this page, we explain how to create a folder
- Recommended Structure
- Folder Creation
- Micro Training Video: Creating the Data Storage File
- Making Internal IDs Visible in NetSuite
- Micro Training Video: Making Internal IDs Visible in NetSuite
The ZoneApprovals SuiteApp uses advanced technology to provide a very fast and unique user experience. To be able to provide this experience the application requires a folder in the file cabinet where the application can temporarily store data. Without this folder, the application can’t function. Besides this main folder, it could be that an additional folder is required to store email attachments.
The ZoneApprovals SuiteApp allows a flexible way of folder structure whereas an end-user could even create individual folders for each subsidiary. We recommend keeping a clean and structured setup for easy maintenance in the future. A recommended folder structure is explained in the flowchart. The blue blocks are options on how a confirmation record could be assigned. The red blocks are mandatory and the email folders are optional and only needed if the approval by email feature is enabled. By storing the core data and email data in separate folders it is possible to easily later clean old attachments if this is needed.
To create a folder click in the main menu directly on the tab labeled “Documents”. On the screen that opens press the blue button labeled “New Folder”. This will start the screen where the new folder can be created.
We recommend creating this folder at the root of the file cabinet and naming the folder “Approvals”. With this naming convention, it’s clear the folder belongs to the SuiteApp. It is possible to restrict the folder by for example Class, Location, Subsidiary but when this is applied it could lead to the situation that a particular employee will not have access which could result in a situation that approving isn’t possible. The page should look as follow after entering the needed data:
Now press save. NetSuite will guide you after saving to the newly created folder. When the page is loaded press again directly on the menu label “Documents” so the root is loaded on the screen. On this screen, you should be able to see the internal IDs from the folders. Write down the created folder ID, this is needed in a later step of the installation process. If the internal IDs aren’t visible then please proceed to the next section.
Micro Training Video: Creating the Data Storage File
Making Internal IDs Visible in NetSuite
When NetSuite doesn’t show internal IDs then a small change is needed in the user preferences. For this hover your mouse cursor over the home icon in the NetSuite menu bar and select the option “Set Preferences”. On this page enable the checkbox labeled “Show Internal IDs” and save the new settings by pressing the blue button labeled “Save”. When you return to the document root folder the internal IDs should be visible.