Other Record Fields (SuiteBuilder)

Comprehensive guide to creating and configuring custom fields for supporting records such as messages, notes, folders, files, and custom record types.

Overview

Other Record Fields extend NetSuite's supporting records beyond the main entity, item, and transaction types. These include system records and custom record types you create.

OTHER RECORD FIELD SCOPE
═══════════════════════════════════════════════════════════════════════════════

Custom Other Record Field
        │
        ▼
┌───────────────────────────────────────────────────────────────────────────┐
│  APPLIES TO (select one or more):                                         │
│                                                                           │
│  COMMUNICATION                       SYSTEM                               │
│  ☐ Message                           ☐ Folder                             │
│  ☐ Note                              ☐ File                               │
│                                                                           │
│  CUSTOM RECORDS                                                           │
│  ☑ Vehicle (customrecord_vehicle)                                         │
│  ☐ Maintenance Log (customrecord_maint_log)                               │
│  ☐ Quality Check (customrecord_qc)                                        │
│                                                                           │
└───────────────────────────────────────────────────────────────────────────┘

Creating Other Record Fields

Customization → Lists, Records, & Fields → Other Record Fields → New

Or, for custom records:

Customization → Lists, Records, & Fields → Record Types → [Select Record] → Fields

Configuration Options

OTHER RECORD FIELD CONFIGURATION
═══════════════════════════════════════════════════════════════════════════════

┌─────────────────────────────────────────────────────────────────────────────┐
│ BASIC SETTINGS                                                              │
├─────────────────────────────────────────────────────────────────────────────┤
│                                                                             │
│ Label*:            [Inspection Result                ]                      │
│ ID*:               [custrecord_qc_result             ]                      │
│ Type:              [List/Record ▾]                                          │
│ List/Record:       [QC Result Status ▾]                                     │
│                                                                             │
│ Description:       [Final inspection result for the                         │
│                     quality check record                  ]                 │
│                                                                             │
└─────────────────────────────────────────────────────────────────────────────┘

┌─────────────────────────────────────────────────────────────────────────────┐
│ APPLIES TO                                                                  │
├─────────────────────────────────────────────────────────────────────────────┤
│                                                                             │
│ Select Record Type:                                                         │
│ ☑ Quality Check (customrecord_qc)                                          │
│                                                                             │
└─────────────────────────────────────────────────────────────────────────────┘

Fields for Custom Record Types

Adding Fields to Custom Records

When creating custom records, add fields via:

Fields subtab on the record type definition
Other Record Fields menu (applies to multiple records)

CUSTOM RECORD FIELDS EXAMPLE
═══════════════════════════════════════════════════════════════════════════════

Custom Record: Quality Check (customrecord_qc)

┌──────────────────────────────────────────────────────────────────────────────┐
│ Label               │ Type         │ Internal ID              │ Mandatory   │
├──────────────────────────────────────────────────────────────────────────────┤
│ Name                │ Free-Form    │ name (built-in)          │ Yes         │
│ Item                │ List/Record  │ custrecord_qc_item       │ Yes         │
│ Lot Number          │ Text         │ custrecord_qc_lot        │ No          │
│ Inspector           │ List/Record  │ custrecord_qc_inspector  │ Yes         │
│ Inspection Date     │ Date         │ custrecord_qc_date       │ Yes         │
│ Result              │ List         │ custrecord_qc_result     │ Yes         │
│ Defects Found       │ Integer      │ custrecord_qc_defects    │ No          │
│ Notes               │ Text Area    │ custrecord_qc_notes      │ No          │
│ Related Transaction │ List/Record  │ custrecord_qc_trans      │ No          │
│ Attachment          │ Document     │ custrecord_qc_doc        │ No          │
└──────────────────────────────────────────────────────────────────────────────┘

Common Use Cases

Custom Record Field Patterns

Record Type	Common Fields
Configuration/Lookup	Code, Description, Active, Sort Order
Log/Audit	Date, User, Action, Before/After Values
Junction/Link	Record A Reference, Record B Reference, Relationship Type
Workflow Data	Status, Assigned To, Due Date, Approval Notes
Master Data	Name, Category, Effective Dates, Is Active

System Record Fields

Record Type	Common Custom Fields
Message	Category, Priority, Auto-Response Flag
Note	Note Type, Related Project, Visibility Level
File	Document Type, Review Date, Owner
Folder	Access Level, Department Owner

Field Type Selection

FIELD TYPES FOR CUSTOM RECORDS
═══════════════════════════════════════════════════════════════════════════════

IDENTIFIERS & CODES
─────────────────
Free-Form Text       Codes, IDs, short text
Text Area            Long descriptions, JSON data
Integer              Sequence numbers, counts
Auto-Number          System-generated numbers

RELATIONSHIPS
─────────────────
List/Record          Link to NetSuite records (Customer, Item, etc.)
                     Link to other custom records
Multiple Select      Many-to-many relationships

STATUS & CLASSIFICATION
─────────────────
List                 Dropdown from custom list
Checkbox             Boolean flags
Radio Button         Single selection from options

DATES & TIMES
─────────────────
Date                 Dates without time
Date/Time            Full timestamp
Time of Day          Time only

DOCUMENTS & MEDIA
─────────────────
Document             File attachments
Image                Image attachments
Rich Text            HTML formatted content

CALCULATED
─────────────────
Currency             Money values
Decimal              Precise numbers
Percent              Percentage values

Custom Record Relationships

One-to-Many with Sublist

PARENT-CHILD RELATIONSHIP
═══════════════════════════════════════════════════════════════════════════════

Parent: Vehicle (customrecord_vehicle)
┌───────────────────────────────────────┐
│ VEH-00001: 2024 Toyota Camry          │
│                                       │
│ [Main] [Maintenance History] [Costs]  │
├───────────────────────────────────────┤
│ MAINTENANCE HISTORY SUBLIST           │
│                                       │
│ Date       │ Service        │ Cost    │
│ ───────────┼────────────────┼─────────│
│ 2026-01-15 │ Oil Change     │ $75     │
│ 2026-02-01 │ Tire Rotation  │ $50     │
│ 2026-02-15 │ Brake Service  │ $250    │
│                                       │
└───────────────────────────────────────┘

Implementation:
  1. Create Parent record type (Vehicle)
  2. Create Child record type (Maintenance Log)
  3. Add List/Record field on Child → Parent
  4. Configure sublist on Parent form

Lookup Relationships

LOOKUP FIELD PATTERN
═══════════════════════════════════════════════════════════════════════════════

Custom Record: Price Rule (customrecord_price_rule)
┌─────────────────────────────────────────────────────────────────────────────┐
│ Name:        Electronics Discount                                           │
│                                                                             │
│ Item Category:    [Electronics ▾]     ← List/Record to Category            │
│ Customer Tier:    [Gold ▾]            ← List/Record to Tier List           │
│ Discount %:       [15]                                                      │
│ Effective From:   [2026-01-01]                                             │
│ Effective To:     [2026-12-31]                                             │
│ Is Active:        [✓]                                                      │
└─────────────────────────────────────────────────────────────────────────────┘

Usage: Scripts lookup this record to apply discounts automatically

Field Visibility and Security

Record-Level Permissions

Custom record permissions control overall access:

CUSTOM RECORD PERMISSIONS
═══════════════════════════════════════════════════════════════════════════════

Record: Quality Check (customrecord_qc)

Permission Level: Use Permission List

Role                     Level
─────────────────────    ─────────────────
Quality Manager          Full
Quality Inspector        Edit
Production Staff         Create
All Other Roles          View

Field-Level Access

For sensitive fields within a custom record:

FIELD-LEVEL ACCESS CONTROL
═══════════════════════════════════════════════════════════════════════════════

Field: Inspector Override Notes (custrecord_qc_override)

Role Access:
┌─────────────────────────────────────────────────────────────────────────────┐
│ Role                         Access     Display Type                        │
├─────────────────────────────────────────────────────────────────────────────┤
│ Quality Manager              Edit       Normal                              │
│ Quality Inspector            View       Disabled                            │
│ Production Staff             None       Hidden                              │
└─────────────────────────────────────────────────────────────────────────────┘

Scripting with Other Record Fields

Creating Custom Records

// Create a quality check record
var qcRecord = record.create({
    type: 'customrecord_qc'
});

qcRecord.setValue('name', 'QC-2026-0001');
qcRecord.setValue('custrecord_qc_item', itemId);
qcRecord.setValue('custrecord_qc_lot', lotNumber);
qcRecord.setValue('custrecord_qc_inspector', employeeId);
qcRecord.setValue('custrecord_qc_date', new Date());
qcRecord.setValue('custrecord_qc_result', 1); // Pass

var recordId = qcRecord.save();

Searching Custom Records

// Search quality checks
var qcSearch = search.create({
    type: 'customrecord_qc',
    filters: [
        ['custrecord_qc_result', 'anyof', 2], // Fail
        'AND',
        ['custrecord_qc_date', 'within', 'lastmonth']
    ],
    columns: [
        'name',
        'custrecord_qc_item',
        'custrecord_qc_defects',
        'custrecord_qc_notes'
    ]
});

SuiteQL for Custom Records

-- Query custom record with related data
SELECT
    qc.name AS check_number,
    BUILTIN.DF(qc.custrecord_qc_item) AS item_name,
    qc.custrecord_qc_lot AS lot_number,
    BUILTIN.DF(qc.custrecord_qc_inspector) AS inspector,
    qc.custrecord_qc_date AS inspection_date,
    BUILTIN.DF(qc.custrecord_qc_result) AS result,
    qc.custrecord_qc_defects AS defects_found
FROM
    customrecord_qc qc
WHERE
    qc.isinactive = 'F'
ORDER BY
    qc.custrecord_qc_date DESC

Best Practices

Naming Conventions

Element	Convention	Example
Record ID	`customrecord_[prefix]_[name]`	`customrecord_qc_check`
Field ID	`custrecord_[prefix]_[field]`	`custrecord_qc_result`
Prefix	2-4 character code	`qc`, `veh`, `hr`

Design Checklist

Consideration	Recommendation
Record Type	Choose record vs. list appropriately
Fields	Only essential fields (avoid bloat)
Relationships	Use List/Record for lookups
Permissions	Set role-based access
Forms	Create default entry form
Searches	Build standard saved searches
Scripts	Enable scripting if needed

Overview​

Creating Other Record Fields​

Navigation​

Configuration Options​

Fields for Custom Record Types​

Adding Fields to Custom Records​

Common Use Cases​

Custom Record Field Patterns​

System Record Fields​

Field Type Selection​

Custom Record Relationships​

One-to-Many with Sublist​

Lookup Relationships​

Field Visibility and Security​

Record-Level Permissions​

Field-Level Access​

Scripting with Other Record Fields​

Creating Custom Records​

Searching Custom Records​

SuiteQL for Custom Records​

Best Practices​

Naming Conventions​

Design Checklist​

Related Guides​