Attaching Files to Transactions – Do these files get seen by other Transactions?

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Users are now starting to attach their inbound shipment paperwork into various purchase orders and work orders.

There are times when they will go into a transaction where they have not yet attached shipping documents and yet that transaction will have shipping documents attached to it…ones for other transactions.

Are these files stored in a common location in the file cabinet where various NS transactions might think the files belong to them?

Is there a better process to avoid this from happening in the future?

Rookie Asked on September 9, 2019 in How To's.

Try asking your users if they are using the “Make Copy” button – this will inherit all the fields and attached documents from the original.

on September 9, 2019.
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I’m a big fan of the drag-and-drop module as well. The folder pattern that @Sam-I-Am mentions has worked very well for us in avoiding these type of issues.

However, they are not (currently) playing well with Inbound Shipments. I have an open defect with NetSuite that they’re hoping to resolve soon.

Rookie Answered on September 9, 2019.

Thanks for your feedback!

on September 9, 2019.

FYI: Just got a message from NetSuite Support about Drag-and-Drop with Inbound Shipments:

  • After evaluation of the defect details, we’ve set the urgency level to U7.  We currently do not intend to resolve this defect. 

/sigh

Inbound shipments are… bizarre. It’s the hardest record type we deal with by a huge margin.

on September 10, 2019.
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Why not look into file drag and drop module? It allows you to set dynamic folder patterns which can be utilized to segregate the files depended on the record origin/type/id etc, this will eliminate overriding of the files with same name.
https://netsuite.custhelp.com/app/answers/detail/a_id/39442

https://netsuite.custhelp.com/app/answers/detail/a_id/39444

https://netsuite.custhelp.com/app/answers/detail/a_id/39446

Advanced Answered on September 9, 2019.
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@Mayer Lench – if there is a transaction that has NOT yet had ANY files attached to it, how can it show attached files?

Is there a way to look at history of who attached what files to the transaction and when?

Kurt

Rookie Answered on September 9, 2019.
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It sounds like whats happening is users are uploading documents that are named the same and are overwriting other files.

When you attach a file to a record it attaches by folder path and filename.
The file cabinet does not allow to have two files with the same name in one folder. It will make you overwrite the other if it detects two of the same names.

This means if you attach myFile.pdf to a record. Then in the same folder where myFile.pdf is saved you upload another file with the same name, it’ll overite it causing the attached records file to change also.

Rookie Answered on September 9, 2019.
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If you transform a record, its attachments go along with it.

AFAIK attachments dont get logged in system notes

Rookie Answered on September 9, 2019.

Can you give me an example of a record transformation?

on September 9, 2019.

A record transformation is a  PO-> Bill or Sales Order -> invoice

Also – make copy keeps all the documents that were attached on the record.

on September 9, 2019.

Like Kevin said that is record transformation.

Also if your were to create a sales order and attach a file. Then fulfill it, the sales orders files will carry over to the fulfillment

on September 9, 2019.
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