SUITEFLOW Flashcards by Rhys Jones

What are 4 use cases in which a custom workflow action is necessary?

– Editing a related record
– Calling a web service
– Using complex computational logic using JavaScript and the
SuiteScript API
– Update a sublist other than the item sublist

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How might we use workflows to control the user interface?

We can use the Lock Record action to lock the record.

This action triggers before load.

The record will only be locked if the Lock Record action is called

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True or False?

We can use the workflow Unlock Record action to unlock records

False.

There is no Unlock Record action. Only Lock Record.

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If a transition is set to transition to another state on after submit, when will that state’s actions trigger?

That state’s actions will trigger on After Submit

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When you want to transition to another state using a button click, what should you set the “Transition On” field to?

Nothing, it should not be set when you want to transition using a button click.

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What happens with actions that trigger on entry when you refresh the record?

Actions that trigger on entry will only trigger once when the workflow enters that state.

Refreshing the record will not execute the entry actions again.

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Where can workflow state values be accessed?

Only on the state where it is defined.

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How long do workflow state values persist?

They persist throughout the whole workflow’s lifecycle

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Which states can access workflow fields?

Workflow fields can only be accessed by the states in the same workflow where the field was created

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Showing messages can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Validating fields can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Setting up default values can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Changing display characteristics (E.g. hiding fields) can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Setting a field as mandatory or optional can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Sending email messages can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Creating records can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Redirecting users can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Approval routing can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Manipulating sublists can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: D.

It can be done in both

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Basic field defaulting can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: B.

It SHOULD be done using SuiteFlow

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Complex approvals can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: B.

It SHOULD be done using SuiteFlow

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Approval reminder email messages can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: B.

It SHOULD be done using SuiteFlow

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Lead nurturing can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: B.

It SHOULD be done using SuiteFlow

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Automation based on changes to related records can or should be done in which technology?

a) SuiteScript
b) SuiteFlow
c) Neither
d) Both

Answer: B.

It SHOULD be done using SuiteFlow

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Using existing saved searches to process the search data can or should be done in which technology? a) SuiteScript b) SuiteFlow c) Neither d) Both

Answer: B. It SHOULD be done using SuiteFlow

Redirecting users to a Suitelet can or should be done in which technology? a) SuiteScript b) SuiteFlow c) Neither d) Both

Answer: A. It can ONLY be done using SuiteScript

Creating custom server requests from the browser can or should be done in which technology? a) SuiteScript b) SuiteFlow c) Neither d) Both

Answer: A. It can ONLY be done using SuiteScript

Updating related records can or should be done in which technology? a) SuiteScript b) SuiteFlow c) Neither d) Both

Answer: A. It can ONLY be done using SuiteScript

Copying, printing, deleting, and attaching records can or should be done in which technology? a) SuiteScript b) SuiteFlow c) Neither d) Both

Answer: A. It can ONLY be done using SuiteScript

Creating dynamic searches can or should be done in which technology? a) SuiteScript b) SuiteFlow c) Neither d) Both

Answer: A. It can ONLY be done using SuiteScript

Performing web service calls can or should be done in which technology? a) SuiteScript b) SuiteFlow c) Neither d) Both

Answer: A. It can ONLY be done using SuiteScript

Creating scripted portlets can or should be done in which technology? a) SuiteScript b) SuiteFlow c) Neither d) Both

Answer: A. It can ONLY be done using SuiteScript

Building new applications can or should be done in which technology? a) SuiteScript b) SuiteFlow c) Neither d) Both

Answer: A. It can ONLY be done using SuiteScript

True or False? Workflow initiation, transitions, and actions can be set to execute at a specific schedule

True, we can do this when setting a workflow to run on a schedule.

To make a scheduled workflow, we must set a saved search. What is this search used for?

So that you can filter the execution of the workflow based on the saved search. The results of the saved search will be processed by the workflow

When setting a saved search to be used by a scheduled workflow, what 2 criteria must the saved search meet to be used?

The saved search must be created for the same record type as the workflow The saved search must have filters set under the criteria subtab

Aside from the saved search, what other 2 fields must be set in order to create a scheduled workflow?

The execution date and the execution time

How do we make an action in a workflow a schedules action?

Set the "Trigger On" field to "Scheduled"

What are the 2 types of scheduled actions?

'Delay' 'Time of Day'

For a 'Delay' scheduled action on a scheduled workflow, you must enter a value for the delay field, and a value for the units field (E.g., hours, days, etc.). What will this do?

This will delay the first execution of this action by the amount entered in these fields. For example, if “1” was entered in the delay field and “Hours” was selected in the units field, then the first execution of this action will take place after an hour from entering the state

On a scheduled action, what does the Recurrence field do?

Determines the amount of time the system will wait to recur the same action. The action will keep occurring until the conditions for this action are no longer met

If a scheduled workflow action with a value set in the recurrence field is forced to leave that state BEFORE the delayed or recurrence time is met, what will happen?

The action will no longer be triggered

What does setting a scheduled workflow action to 'Time of Day' do?

It causes the scheduled action to execute at the specified time of day.

The time that is set for the action execution is not the actual time the action gets executed on. Instead, the action is pushed to a queue when the time condition is met. How often does this queue execute? What does this mean?

This queue executes every 30 minutes. Therefore, the execution can be delayed by up to 30 minutes.

If a workflow is a client side workflow (E.G. After Field Edit), and a formula is used, what will the formula use? a) SuiteScript 1.0 b) SuiteScript 2.0 c) SQL d) None of the above

Answer: A SuiteFlow does not support SuiteScript 2.0

If a workflow is a server side workflow (E.G. After Submit), and a formula is used, what will the formula use? a) SuiteScript 1.0 b) SuiteScript 2.0 c) SQL d) None of the above

Answer: C

True or False? SuiteFlow does not support SuiteScript 2.0.

True

When it comes to workflows with server-side vs client-side actions, which of the two are capable of interacting with line level sublist field values?

Only client-side actions can interact with sublist field values. Server-side actions cannot access line level field values

True or False? Server-side workflow actions are only able to access sublist fields, not their values.

True. This means they are able to change the field display type for example, but not the value inside the field.

In a workflow, the following actions can only be done in which of either client or server side triggers? Remove Button Go to Record Add Button

These actions can only be done with server side-triggers.

In a workflow, the following actions can only be done in which of either client or server side triggers? Show Message

This action can only be used for a client-side trigger.

A 'confirm' type workflow action displaying a message when certain changes are made will display only on client, or server side triggers? What 2 triggers will the "confirm" action work on and how do they differ?

The "Confirm" action only works on client actions. Before Field Edit: Displays a confirm message when a field is edited Before User Submit: Displays a confirm message when the save button is pressed

True or False? We can initiate a workflow from another workflow.

True

When triggering a workflow from another workflow, what kind of action (client or server side) is required to do that?

A server side action only

When triggering a workflow from another workflow, what instance of the record will the second workflow run on?

Both workflows will run on the same record instance and be processed in parallel.

When a workflow initiates another workflow, can we pass through values to the child workflow (the one initiated from the first workflow)?

Yes, we can pass values belonging to the current workflow along to the child workflow, or values available through a join.

True or False? We can use the completion of a child workflow as a condition for executing a transition on the parent workflow.

True. We can use the completion of a child workflow as a condition for a transition to execute on the parent workflow.

What is the one limitation to initiating a workflow from another workflow?

The ability to initiate a workflow from a workflow is not available on a Before Record Load trigger for a time entry record

True or False? We should separate actions configured on client triggers into separate, single state workflows.

True

When creating approval workflows, (and any complex workflows in general) we should plan how many states will be required for the workflow. If we have too few states, what issues can we encounter?

Too few states can cause each state to have an excessive amount of actions which may lead to unexpected behaviour

When creating approval workflows, (and any complex workflows in general) we should plan how many states will be required for the workflow. If we have too many states, what issues can we encounter?

Too many states can make the workflow unnecessarily complex

When creating an approval workflow, why should we ensure that native NetSuite fields related to approvals suit our needs before using them?

These fields are only specific to certain records.

With an approval workflow, when a transaction is approved, what should be do to ensure that approved transactions will not re-enter the approval workflow again?

We should lock them using a "Do Not Exit" state, or through workflow conditions.

If a workflow moves from state A to state B, what is the action trigger order?

State A: ONEXIT State B: ONENTRY

If a user edits a record, what workflow execution trigger type would be triggered?

BEFORELOAD would be triggered

If a user saves a record, what 2 workflow execution trigger types would be triggered and in which order?

BEFORESUBMIT followed by AFTERSUBMIT

What is the first action trigger in all workflow states?

ONENTRY

What is the last action trigger in all workflow states?

ONEXIT

As a best practice, we need to be specific about the execution context and conditionsof a workflow

Exactly what it says. Be specific about the execution context and conditions.

Why do we need to make sure the names and IDs of all workflows, states, actions, transitions, and custom fields are unique?

To ensure that no conflicts occur.

Why should be only use execute as admin when necessary (access to records that require additional privileges)?

Because overuse creates security risks.

If you do not need your workflows to trigger at specific points in time (e.g. every time a record is created), what should be used? Why?

A scheduled workflow. This allows you to schedule record and field transformations at a quiet time for a business to improve user experience

True or False? You can run workflows as often as you like with no impact on performance.

False. Running workflows too often can reduce performance

Do scripts execute before or after workflows?

Scripts execute before workflows, so take that into consideration when using scripts and workflows that have the same triggers and contexts

We have a record that does not change data too frequently, with a scheduled workflow running on it to update some of that data. What should we do in regards to the workflow as a best practice?

We should convert the scheduled workflow to an event based workflow to avoid unnecessary repeat workflow executions.

What language would a custom formula used in a workflow condition with a server-side trigger use?

SQL

What language would a custom formula used in a workflow condition with a client-side trigger use?

SuiteScript 1.0

The Set Field Value action cannot be used on a Before Load workflow action trigger on existing records. What should we use instead?

We should use a custom action

If you have a custom field storing a value or a field with sourced data from another record, this data can not be overridden by what workflow trigger? What should be used instead?

A Before Record Load trigger will not override a stored custom field or a field sourced from another record. To set this type of field use a client trigger

In a workflow, when setting field values onto a multi-select field, what will happen if you just set the values from the workflow?

Any old existing data will be replaced by the new values. You must get the original multi-select values and then add any new values if you want to add values to a multi-select.

True or False? You cannot use formula or date for multi-select fields

True

True or False? You cannot set an External ID by any means within a workflow.

False You cannot set an External ID using the set field value action, but you can if you use a custom action instead

True or False? Workflow logging is enabled by default when the release status is set to testing

True

When changing a workflow status to released, what should we do with the logging in order to keep the file size manageable?

We should turn off logging.

True or False? Client-side triggers appear in the workflow log

False Client-side triggers do not appear in the workflow log

What are the three workflow error types shown when logging?

Failed Skipped Considered

What causes the "Failed" workflow error to appear when logging? What is the consequence of a "failed" workflow step in relation to it's subsequent actions?

When the action did not complete. The workflow will skip all subsequent actions for the specific server trigger.

What causes the "Skipped" workflow error to appear when logging? What are the consequences of a "skipped" workflow step in relation to it's subsequent actions?

A non-critical error occurred The action was not supported by the trigger type ONLY the current action or transition are skipped.

What causes the "Considered" workflow error to appear when logging?

Either a condition evaluated to false, or a saved search did not return a result.