Replacing number of workflows with custom scripts in the NetSuite platform

Previous customization had resulted in over 100 complex workflows. Their structure was difficult to understand, and there was no clear visibility into their behavior. When an issue arose, it was unclear where to look and which workflow had failed. Additionally, no documentation existed to support them.  

The client asked us to analyze all existing workflows, document their functionality, and gradually rewrite them into clean, maintainable scripts.

Drawing on its experience working with NetSuite, DigitalMara tackled several tasks:

• Customization

The customization needed to be implemented without disrupting the existing system, so the transition was carried out gradually. All essential workflows were systematically replaced with SuiteScripts, which offer several advantages. They can be covered with automated tests, making the system more robust, and they make it significantly easier to identify and resolve errors, resulting in a more reliable and maintainable solution.

In addition to developing custom scripts, we performed standard NetSuite customization, including creation of Saved Searches, Custom Records, and Custom Fields. We also introduced version control by setting up GitHub for the client, which they had not previously used. This allowed them to track changes and maintain a clear history of all system modifications.

• Integrations

During the project, the client decided to expand the scope by adding several integrations. These included the company's internal application, the payment service Paycom, and the email marketing platform Mailchimp. Initially, all processes, including data transfers, were handled manually. We implemented automated integrations using APIs and developed custom logic to ensure data would be received and transformed into the required format, and that the appropriate operations would be executed.  

Since NetSuite has specific requirements for handling integrations, accepting only certain types of requests, we adapted our solution accordingly. Additionally, we implemented security measures to protect sensitive data during import, such as using encrypted fields within NetSuite. We also set up log monitoring to track integration performance and detect any issues proactively.

• Documentation

The client was provided with comprehensive project documentation, organized in both Confluence and MindManager, for easy access and collaboration. Initially, we documented all existing workflows to establish a clear baseline. In the second phase, we detailed the newly developed scripts that replaced the old workflows, along with thorough descriptions of the new integrations. This ensured the client had a complete understanding of both the original system and the implemented enhancements.  

These optimization and customization efforts led to significant improvements:  

• 100+ workflows were replaced by 6 streamlined scripts, each fully documented and covered with unit tests.  
• All operations within NetSuite became faster, more efficient, and logically structured.  
• The client's internal team can now maintain and support the system more easily.