Workflow Email Actions

Automate email notifications triggered by record events using NetSuite workflows.

---

Workflow Email Overview

WORKFLOW EMAIL TRIGGER FLOW
─────────────────────────────────────────────────────────

┌──────────────┐     ┌──────────────┐     ┌──────────────┐
│   Record     │────▶│  Workflow    │────▶│  Condition   │
│   Event      │     │  Triggers    │     │   Check      │
└──────────────┘     └──────────────┘     └──────┬───────┘
                                                  │
                     ┌────────────────────────────┤
                     │                            │
                     ▼                            ▼
              ┌──────────────┐            ┌──────────────┐
              │  Condition   │            │  Condition   │
              │   TRUE       │            │   FALSE      │
              └──────┬───────┘            └──────────────┘
                     │
                     ▼
              ┌──────────────┐
              │  Send Email  │
              │   Action     │
              └──────────────┘

---

Common Email Triggers

Trigger Event	Use Case
Record Created	New order notification to sales team
Field Changed	Status update to customer
Approval Requested	Manager approval notification
Record Approved	Confirmation to requester
Record Rejected	Rejection reason to requester
Due Date Approaching	Payment reminder
Scheduled	Weekly report distribution

---

Creating a Workflow Email

Step 1: Create Workflow

Customization → Workflow → Workflows → New

Step 2: Add Send Email Action

Workflow Designer:
1. Click on State (e.g., "Pending Approval")
2. Add Action → Send Email
3. Configure email settings

Send Email Configuration

Field	Description
Recipient	Field, specific user, or role
Sender	Current user, specific user, or employee field
Subject	Static text or template with fields
Body	HTML template with merge fields
CC/BCC	Additional recipients
Include Record Link	Add link to transaction
Attach Record PDF	Include PDF attachment

---

Email Templates in Workflows

Basic Template

<p>Dear ${workflow.recipientfirstname},</p>

<p>A new ${record.type} requires your attention:</p>

<table border="1" cellpadding="5" style="border-collapse: collapse;">
  <tr>
    <td><strong>Record:</strong></td>
    <td>${record.tranid}</td>
  </tr>
  <tr>
    <td><strong>Date:</strong></td>
    <td>${record.trandate}</td>
  </tr>
  <tr>
    <td><strong>Amount:</strong></td>
    <td>${record.total}</td>
  </tr>
  <tr>
    <td><strong>Created By:</strong></td>
    <td>${record.createdby}</td>
  </tr>
</table>

<p>
  <a href="${record.recordurl}">Click here to view the record</a>
</p>

<p>Best regards,<br/>${currentuser.firstname}</p>

---

Workflow Email Examples

Approval Request

<html>
<body style="font-family: Arial, sans-serif;">
  <div style="background: #f0f0f0; padding: 20px;">
    <h2 style="color: #2c3e50; margin: 0;">Approval Required</h2>
  </div>

  <div style="padding: 20px;">
    <p>Hi ${approver.firstname},</p>

    <p>A <strong>${record.type}</strong> is waiting for your approval:</p>

    <div style="background: #fff3cd; border: 1px solid #ffc107; padding: 15px; margin: 15px 0; border-radius: 5px;">
      <table>
        <tr>
          <td style="width: 150px;"><strong>Transaction:</strong></td>
          <td>${record.tranid}</td>
        </tr>
        <tr>
          <td><strong>Requested By:</strong></td>
          <td>${record.createdby}</td>
        </tr>
        <tr>
          <td><strong>Amount:</strong></td>
          <td style="font-size: 18px; color: #d63031;">${record.total}</td>
        </tr>
        <tr>
          <td><strong>Reason:</strong></td>
          <td>${record.memo}</td>
        </tr>
      </table>
    </div>

    <p style="text-align: center;">
      <a href="${record.approveurl}" style="background: #27ae60; color: white; padding: 10px 25px; text-decoration: none; border-radius: 5px; margin-right: 10px;">Approve</a>
      <a href="${record.rejecturl}" style="background: #e74c3c; color: white; padding: 10px 25px; text-decoration: none; border-radius: 5px;">Reject</a>
    </p>

    <p style="color: #666; font-size: 12px; margin-top: 20px;">
      Or <a href="${record.recordurl}">click here</a> to view full details in NetSuite.
    </p>
  </div>
</body>
</html>

Status Change Notification

<html>
<body>
  <h2>Order Status Update</h2>

  <p>Dear ${record.entity},</p>

  <p>Your order <strong>#${record.tranid}</strong> status has been updated:</p>

  <div style="background: #d4edda; border: 1px solid #28a745; padding: 15px; margin: 15px 0;">
    <p style="margin: 0; font-size: 18px;">
      <strong>New Status:</strong> ${record.status}
    </p>
  </div>

  <#if record.status == "Shipped">
    <p>Your order has shipped! Tracking information:</p>
    <ul>
      <li>Carrier: ${record.shipmethod}</li>
      <li>Tracking #: ${record.trackingnumbers}</li>
    </ul>
  </#if>

  <#if record.status == "Pending Fulfillment">
    <p>Your order is being prepared for shipment. We'll notify you when it ships.</p>
  </#if>

  <p>Thank you for your business!</p>
</body>
</html>

Overdue Invoice Reminder

<html>
<body>
  <div style="background: #dc3545; color: white; padding: 15px; text-align: center;">
    <h2 style="margin: 0;">Payment Overdue</h2>
  </div>

  <div style="padding: 20px;">
    <p>Dear ${record.entity},</p>

    <p>This is a reminder that payment for the following invoice is overdue:</p>

    <table border="1" cellpadding="10" style="border-collapse: collapse; width: 100%;">
      <tr style="background: #f8f9fa;">
        <td><strong>Invoice #</strong></td>
        <td>${record.tranid}</td>
      </tr>
      <tr>
        <td><strong>Invoice Date</strong></td>
        <td>${record.trandate}</td>
      </tr>
      <tr>
        <td><strong>Due Date</strong></td>
        <td style="color: #dc3545;">${record.duedate}</td>
      </tr>
      <tr>
        <td><strong>Days Overdue</strong></td>
        <td style="color: #dc3545;">${record.daysoverdue} days</td>
      </tr>
      <tr style="background: #fff3cd;">
        <td><strong>Amount Due</strong></td>
        <td style="font-size: 18px; font-weight: bold;">${record.amountremaining}</td>
      </tr>
    </table>

    <p>Please remit payment at your earliest convenience to avoid any service interruptions.</p>

    <p>If you have already sent payment, please disregard this notice.</p>

    <p>Questions? Contact our AR department at ${companyinformation.phone}.</p>
  </div>
</body>
</html>

---

Recipient Options

Dynamic Recipients

Option	Description
Field on Record	${record.salesrep}, ${record.supervisor}
Related Record	Customer's email, Vendor contact
Role	All users with specific role
Specific User	Hard-coded recipient
Current User	User who triggered the workflow

Multiple Recipients

To: ${record.salesrep}
CC: ${record.supervisor}, sales-team@company.com
BCC: notifications@company.com

---

Conditional Emails

Using Workflow Conditions

Workflow State: Pending Approval
├── Condition: Amount > 10000
│   └── Action: Send Email to CFO
└── Condition: Amount <= 10000
    └── Action: Send Email to Manager

In-Template Conditionals

<#if record.total gt 10000>
  <p style="color: red; font-weight: bold;">
    HIGH VALUE TRANSACTION - Requires additional review
  </p>
</#if>

<#if record.custbody_rush_order == true>
  <p style="background: #ff9800; padding: 10px;">
    RUSH ORDER - Please prioritize!
  </p>
</#if>

---

Scheduled Workflow Emails

Scheduled Trigger Configuration

Workflow Setup:
- Trigger Type: Scheduled
- Run: Daily at 8:00 AM
- Saved Search: Invoices overdue > 30 days
- Action: Send reminder email

Use Cases

Schedule	Purpose
Daily	Overdue payment reminders
Weekly	Sales pipeline summary
Monthly	Account statement distribution
On Date Field	Birthday/anniversary emails

---

Attachments

Attaching Transaction PDF

Send Email Action Settings:
☑ Include Transaction
☑ Attach as PDF
   PDF Template: [Select template]

Attaching Files from Record

Send Email Action Settings:
☑ Include Files
   File Field: custbody_attachment

---

Best Practices

Design

• Use consistent branding across all workflow emails
• Include clear action buttons when response needed
• Keep emails concise and scannable

Performance

• Avoid sending emails on every field change
• Use scheduled workflows for bulk notifications
• Limit attachment sizes

Troubleshooting

Issue	Solution
Email not sending	Check workflow state and conditions
Wrong recipient	Verify field mapping
Missing content	Check merge field syntax
No attachment	Verify PDF template exists

Debug Workflow Emails

Customization → Workflow → Workflow History

Review:
- Trigger event
- Conditions evaluated
- Actions executed
- Email delivery status

---

See Also

• Workflows Overview - Complete workflow guide
• Transaction Emails - Manual transaction emails
• Workflow Actions - All workflow action types