Bob's provisioning integration with Oracle's NetSuite allows you to automatically create users for new hires and update changes to employees, and also deactivate users when employees leave. 

FYI: We recommend your IT department implement the integration. To learn more about how to grant them the permission to do this, see Use case examples of custom permission groups.

Integration Details

Detail

How it works

Integration type

One-way via API.

Direction of data flow

Partner app to Bob.

Sync frequency

The candidate will be pushed to Bob when they are marked as Hired in NetSuite.

Get the most out of Bob

With Bob and NetSuite, you can:

  • Activate NetSuite employee records when they are activated in Bob.

  • Sync employee information upon changes in Bob.

  • Deactivate employees when they are deactivated in Bob.

  • Delete employee records from NetSuite when they are deleted from Bob.

Data mapping

The below table shows the default field mappings. 

To change or add any specific field contact HiBob customer support.

Bob category

Bob field 

Netsuite field 

Basic Info

Email

Email

First name

First Name

Middle name

Second name

Surname

Last name

Work contact details

Work phone

Office phone

Work mobile

Phone

Work

Job title

Job Title

Department

Department

Site

Location

Start date

Hire date

Reports to

Supervisor

Employment

Employment Type

Employment type

Personal

Birth date

Birth Date

Title

Mr./Ms…

Home

Gender

Gender

Marital status 

Marital Status

EEO

Ethnicity

Ethnicity

Identification

Social security number

Social security number

Lifecycle

Lifecycle status

Employee Status

Termination date

Release Date

Personal contact details

Personal phone

Home Phone

Personal mobile

Mobile Phone

Address

Address line 1

Home Address 1

Address line 2

Home Address 2

City

Home City

City

Home City

State

Home State

Country

Home Country

Post code

Home ZIP

How to set up NetSuite integration

To set up the NetSuite integration:

  • First, open NetSuite and collect the necessary information by completing up to seven steps (some steps are optional).
  • Then, open Bob and fill the fields on the Connect NetSuite page.

Pre-setup in NetSuite

Step 1: Enable the features.

  1. In Setup, select Company > Setup Tasks > Enable Features.

  2. Enable the SOAP Web Services feature
  3. Enable the Token-based authentication feature
  4. Optional: Enable the NetSuite Locations feature.
    This is required to synchronize the Bob employee work site to the NetSuite employee location. It is optional as the Bob NetSuite integration can be configured to work without this field.
  5. In the Company subtab, mark the Locations checkbox.
  6. Click Save.
    o learn more, see Enable the SOAP Web Services feature in the NetSuite help center.https://<YOURNETSUITEDOMAIN>/app/help/helpcenter.nl?fid=section_n3419926.html

Step 2: Disable the Auto-Generated Numbers feature

The NetSuite Auto-Generated Numbers feature automatically assigns newly created NetSuite employees an ID.

To sync the Bob employee ID to the NetSuite employee, the Auto-Generated Numbers feature must be disabled for employees.

This step is optional as the Bob NetSuite integration can be configured to work without this field.

To disable the Auto-Generated Numbers feature:

  1. Navigate to Setup > Company > Auto-Generated Numbers.
  2. In the Entities subtab, unmark the Enable checkbox, and mark the Allow Override checkbox.
  3. Click Save.

To learn more, see Set Auto-Generated Numbers NetSuite in the Account Administration documentation in the NetSuite help center: https://YOURNETSUITEDOMAIN/app/help/helpcenter.nl?fid=section_N252198.html

Step 3: Create an integration record for the Bob-NetSuite integration

For full details, see Creating an Integration Record NetSuite in the SuiteTalk SOAP Web Services Platform Guide: https://YOURNETSUITEDOMAIN/app/help/helpcenter.nl?fid=section_4393879073.html.

Note: The NetSuite consumer key and secret values are displayed in the NetSuite UI only once when the NetSuite integration record is created.

Step 4: Create a custom role for the Bob-NetSuite integration

A custom role must be created with the permissions listed in Required Permissions.

For full details, see Customizing or Creating NetSuite Roles in the Account Administration guide in the NetSuite help center: https://YOURNETSUITEDOMAIN/app/help/helpcenter.nl?fid=section_N285937.html

Notes:
  • An existing role can also be used if it has the required permissions.
  • The role must have access to all subsidiaries.

Step 5: Set permissions in NetSuite

The following permissions are required for the NetSuite-Bob integration.

Note: It may take a few hours for the NetSuite permissions to take effect. The permissions are as follows:

Permission Category

Permission

Level

Setup

SOAP Web Services

Full

Log in using Access Tokens

Full

Manage Users

Full

Lists

Employee Record

Full

Employees

Full

Employee Social Security Numbers

Full

Departments

View

Locations

View

Subsidiaries

View

Step 6: Add a NetSuite user

The Bob NetSuite integration uses NetSuite access tokens to synchronize Bob employees to NetSuite. NetSuite access tokens must be assigned to a NetSuite user.

A NetSuite user assigned with the custom Web Service role is required.

To learn more, see Step 4: Create a custom role for the Bob Netsuite integration.

You can either use an existing user or create a new one for this purpose.

For full details, see the following articles in the NetSuite help center:

Step 7: Create the NetSuite access token

For full details, see Access Token Management – Create and Assign a TBA Token in the Account Administration documentation: https://YOURNETSUITEDOMAIN/app/help/helpcenter.nl?fid=bridgehead_4254081947.html

Note: The NetSuite token ID and secret values are displayed in the NetSuite UI only once when the NetSuite access token is created.

Connect the integration - in Bob

  1. From the left menu, select Settings > Integrations > CRM
  2. In the Oracle NetSuite tile, click Connect.
  3. Under Let's Integrate, click Connect.
  4. In the Connect NetSuite popup, fill the following fields:
    • Web service URL
    • Account ID
    • Consumer key
    • Consumer secret
    • Token ID
    • Token secret
  5. Click Save.

Behavior

By default, an employee's active or inactive status in Bob will be synced to NetSuite. There are two additional possible behaviors as specified below.

If you'd like to change from the default behavior, please contact Bob's support team.

The supported options are:

  • Use Bob employee status: If the Bob employee is active, the newly created NetSuite user will also be active. If the Bob employee is inactive, the newly created NetSuite user will be deactivated.

  • Always Activate: All created NetSuite users will be active.

  • Always Suspend: All created NetSuite users will be deactivated.

That’s it! Now you’re ready to sync your NetSuite with Bob employee accounts.

FAQs

When is a user created in NetSuite?

Based on your configuration, Bob can create a NetSuite user once the user's profile has been created in Bob or based on employees' status in Bob. Possible Bob triggers to create a new NetSuite user are: Employee created, Employee joined, Employee updated. By default, users will begin syncing on their start date.

Will employee updates be synced?

You can define when you want Bob to sync to NetSuite and deactivate users or sync changes to employee information in Bob. You can choose your preferred behavior and field mappings, contact Bob's support team and let us know your preferences.

Possible Bob events to trigger syncing include:

  • Employee updated in Bob and User information synced in NetSuite (according to defined field mapping),
  • Employee activated in Bob and User activated in NetSuite,
  • Employee deactivated in Bob and User deactivation in NetSuite, and
  • Employee deleted in Bob and User deactivation in NetSuite. By default, users will begin syncing on their start date.

Where can I find the Web Services URL?

The NetSuite Web Service URL can be found within NetSuite under Setup > Company > Company Information > Company URLs under SUITETALK (SOAP AND REST WEB SERVICES).

Where can I find the Account ID?

The NetSuite account ID can be found under Setup > Company > Company Information under ACCOUNT ID.