Connect NetSuite and Bob to sync employee data and updates.
FYI: We recommend your IT department complete this. To learn more about how to grant them the permission to do this, see Create a custom permission group.
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.
Before you begin
Make sure the following prerequisites are met:
The SOAP Web Services feature is enabled.
The Token-based Authentication feature is enabled.
Optional - The Locations feature is enabled.
Optional - The Auto-Generated Numbers feature is disabled for employees.
A NetSuite integration record with Token-based Authentication.
A NetSuite user role for Web Services access.
A NetSuite user with the assigned role for Web Services access.
A NetSuite access token.
Note: For more information about how to fulfill the prerequisites, see NetSuite Setup.
You define how Bob employee fields will be mapped to NetSuite fields. The synchronization of user information will be according to the user field mappings you define. The below table shows the default field mappings.
The following information is needed to set up the Bob NetSuite integration. Please fill in the values under the Customer value column.
How to set up NetSuite integration
- Enable the SOAP Web Services feature in NetSuite.
Enable the Token-based authentication feature.
- From Setup, select > Company > Setup Tasks > Enable Features.
Note: The NetSuite Locations feature is required to synchronize the Bob employee work site to the NetSuite employee location. This step is optional as the Bob NetSuite integration can be configured to work without this field.
- In the Company subtab, mark the Locations checkbox.
- Click Save.
How to 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:
- Navigate to Setup > Company > Auto-Generated Numbers.
- In the Entities subtab, unmark the Enable checkbox, and mark the Allow Override checkbox.
- Click Save.
See the Set Auto-Generated Numbers NetSuite help article from the Account Administration documentation. Access it here: https://YOURNETSUITEDOMAIN/app/help/helpcenter.nl?fid=section_N252198.html
How to create an integration record for the Bob NetSuite integration
See the Creating an Integration Record NetSuite help article from the SuiteTalk SOAP Web Services Platform Guide, which can be accessed here: 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.
How to create a custom role for the Bob NetSuite integration
A custom role must be created with the permissions listed in Required Permissions.
See the Customizing or Creating NetSuite Roles from the Account Administration guide, which can be accessed here: https://YOURNETSUITEDOMAIN/app/help/helpcenter.nl?fid=section_N285937.html
- An existing role can also be used if it has the needed permissions.
- The role must have access to all subsidiaries.
How to set permissions in NetSuite
Here are the permissions required for the NetSuite and Bob integration.
Note: It may take a few hours for the NetSuite permissions to take effect.
The permissions are as follows:
How to 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 Create a custom role for the Bob Netsuite integration. You can either use an existing user or create a new one for this purpose.
How to create the NetSuite access token
See the Access Token Management – Create and Assign a TBA Token from the Account Administration documentation, which can be accessed here: 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.
By default, employee active/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.
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.