Summary

Toolio provides turn-key integration with NetSuite that can be summarized in just a few simple steps:

  1. Install the Toolio SuiteApp

  2. Create a new Toolio User

  3. Customize Toolio Saved Searches

  4. Schedule Toolio Saved Searches

Please find in-depth instructions and details for each step below:

1. Install the Toolio SuiteApp

The Toolio SuiteApp packages together a bundle of NetSuite objects that are required for integration. Please see the elements outlined below:

  • Toolio Integration Integration Object

  • Toolio Integration Role Object

  • Toolio - Saved Search to Azure SuiteScript

  • Toolio Saved Searches:

    • Item:

      • Toolio - Product Feed

      • Toolio - Inventory Feed

    • Transaction:

      • Toolio - Purchase Order Feed

      • Toolio - Sale Feed

      • Toolio - Receipt Feed

The Integration and Role objects are used for Toolio to establish a connection with your NetSuite instance and to define the necessary permissions. These two objects are locked upon install as they are critical to Toolio's functionality - please reach out to your Customer Success Manager with any questions.

The SuiteScript is used so that we can automate delivery of your saved searches to Toolio.

The Saved Searches in this bundle are used to provide a starting point to your data feeds. The final step of integration will require your team to make customizations to these saved searches and review the data feeds with your Toolio team before they are automated for daily delivery to Toolio.

Please find the steps for Toolio SuiteApp installation below:

  • Navigate to the SuiteApps tab in NetSuite and search for "Toolio"

  • Click on the Toolio SuiteApp > View SuiteApp > Install

  • NetSuite will then ask you for confirmation, please select "Ok" - NetSuite will also display a summary page outlining the elements the Toolio Bundle contains for your review.

Once the installation is completed, you should see all of the elements outlined above appear in your NetSuite instance.

2. Create a User for Toolio & Assign Toolio Integration Role

Before creating a new User for Toolio, please make sure that SOAP Web Services (Enable Features > SuiteCloud) and SuiteAnalytics Workbook (Enable Features > Analytics) are enabled in your account. You can check this by navigating to Setup > Company > Enable Features.

To create a New User for Toolio:

  • Create a user for Toolio following the steps here. Employee Name should be Toolio Admin and the email should be integrations@toolio.com.

  • Under Access, make sure to assign 2 roles:

    • Toolio Integration (created after installing the Toolio SuiteApp) - this role has limited permissions is used for pushing and pulling data via SOAP & REST integrations

    • Administrator - this is used only for the Toolio team to help set up, review, and schedule saved searches. This role also gives the Toolio team context during the data validation phase.

From here, the Toolio Customer Success team will create an access token to finalize configuration of your NetSuite integration.

3. Customize & Schedule Saved Searches

Upon installing the Toolio SuiteApp, you should find that the following saved searches have been added to your NetSuite instance:

  • Item:

    • Toolio - Product Feed

    • Toolio - Inventory Feed

  • Transaction:

    • Toolio - Purchase Order Feed

    • Toolio - Sale Feed

    • Toolio - Receipt Feed

These saved searches serve as a starting point for configuring your data feeds which will be delivered to Toolio daily. Please make sure to review these searches and make adjustments directly to the results and criteria, making sure in particular that the correct NetSuite fields are captured, and that the data is filtered by the desired criteria.

Please note that you need only focus on the feeds pertinent to your integration strategy (as outlined by your Customer Success Manager). Once you have aligned on these saved searches, the Toolio team will schedule delivery of your data feeds to your Toolio instance.

Please see this article for an in depth outline of the preconfigured saved searches in the Toolio SuiteApp.

4. Schedule Saved Searches

The Toolio - Saved Search To Azure Script which comes bundled with the Toolio SuiteApp will be used to schedule automated delivery of your finalized saved searches to Toolio. Your Toolio implementation team will configure the initial script and deployment schedule. Please continue below should you need to make changes to the deployment schedule.

After the Saved Searches are finalized in Step 3, you can navigate to the Toolio Script by clicking on Customization > Scripting > Scripts from the Menu bar in NetSuite. You will then see all of your Scripts in one page. Please navigate to the Toolio Script and click Edit.

Navigate to the Deployments tab (please do not make edits to any other tabs):

Here, you will see your current Saved Search deployment schedule. Please note that there is a separate deployment for each Saved Search which allows the schedules to be customized individually.

Select the Deployment you would like to edit, and then click Edit:

Please make edits only to the Schedule. Here, you are able to adjust the trigger frequency and time of the Saved Search delivery. Please note that the start time is relative to the time zone of your NetSuite configuration. Please first notify your Toolio Customer Success team should you need to adjust the Schedule to be a Non-Daily event.

After you are done making changes, you can simply click Save. The deployment will trigger your Saved Searches to be delivered to Toolio at the next occurrence according to schedule.

That's it! From here, your customized Saved Searches will flow directly into Toolio!

Please reach out to your Customer Success Manager directly with any questions regarding NetSuite integration.

Related Articles

Data Integration Guide
Managing Imported Data

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