Connecting NetSuite and Making Changes

Plans: Pro (shared connections: Enterprise)

Connecting your NetSuite account lets SuiteHUD AI query records, run saved searches and reports, run SuiteQL, and create or update records across your account. It only ever works within the permissions of the role you sign in with.

Before you start (administrator)

A NetSuite administrator does this once for each account:

  1. Install the NetSuite AI Connector Service SuiteApp.
  2. Turn on OAuth 2.0 under Setup > Company > Enable Features > SuiteCloud > Manage Authentication.
  3. Create an Integration Record for SuiteHUD. In the SuiteHUD setup, Integration Record Setup lists every box to tick and gives you the Redirect URI to copy. To have SuiteHUD fill it in instead, click Setup New Integration to open a blank record. Then, on that record, open SuiteHUD Settings and click Single Click Setup.
  4. Review the record, save it in NetSuite and copy the Client ID. NetSuite only shows it once.

This needs the Integration Application permission (Setup subtab) at Full. On Enterprise, the administrator can then share the connection with the team.

Connecting

To connect your account:

  1. In SuiteHUD Settings, on the AI tab, make sure SuiteHUD AI is on, then click Connect NetSuite. If you've connected before, the button reads Switch connection or Manage connections.
  2. Pick a saved connection. To add one, click Add connection, fill in the Connection name, Integration Client ID and NetSuite Account ID, then click Save connection. If your organization hasn't given you one, use Set up manually.
  3. Click Connect to NetSuite. Sign in to NetSuite and choose the role the AI should use.

Each person signs in for themselves, even when the connection is shared. You'll be asked to sign in again when the access expires.

Important: You can't connect with the Administrator role. NetSuite blocks it for this kind of sign-in. Choose another role.

NetSuite permissions

The AI can only reach what the role you sign in with can reach. That role needs:

  • Access to the NetSuite AI Connector Service, plus View on any record type the AI should read, and Create or Edit on record types it should change.
  • REST Web Services (Setup subtab), Full, for the AI to create or update records. This is a role permission, not the REST Web Services scope on the Integration Record, which stays unticked.
  • Perform Search (Lists subtab), View, to list and run saved searches.

A role made just for the AI, with only what it needs, keeps it on a short lead.

When the AI changes NetSuite

  • Workflow buttons, such as Approve or Reject, on the record you have open, always need your OK first. SuiteHUD shows Run "…" on …? and runs the action only when you click its button. Click Not now to cancel. In a playbook run, confirming the step on the run card counts as your OK.
  • Bulk actions show the records in a list. You choose the action and the records, then confirm on a red card. A bulk action can't be stopped once it starts.
  • Creating or updating records: the AI is asked to check with you first, usually on a card that says what it will do. This isn't a hard stop, so read what it proposes. Connect with a role that can only change what you're happy for the AI to change.

Important: Changes are written to NetSuite straight away and can't be undone from SuiteHUD.

To keep a record of workflow actions, turn on Log AI record actions to Notes in Settings. Each single workflow action then leaves a note on the record in HUD Notes. Bulk actions and record creates or updates aren't logged.