SuperSync Files - Data Migration Strategies

Overview

This article covers strategies for data migration using the SuperSync Files bundle. There are two primary types of data migration:

a) Implementing SuperSync Files while migrating from another ERP system to NetSuite, which is the subject of this article; or

b) Archiving existing files in the NetSuite File Cabinet to an external document repository using SuperSync Files. The latter topic is covered in the Archive Files support documentation.

Migrating Files from Another ERP System

The key concept to understand when planning a migration for documents not yet in NetSuite is that SuperSync Files does not track individual file attachments on records. It is not aware of each specific file linked to an invoice, customer, vendor bill, etc.

Instead, SuperSync Files operates by referencing a “containing folder” for each record. This containing folder is where all attachments for that particular invoice, customer, bill, and so on are stored.

Example:

  • File Path as seen by the user:

  • Field on the customer record storing the folder path:

When a user drags and drops a file directly into the SuperSync Files tab, the bundle checks whether a folder path already exists in this field.

  • If a path exists, it uses that as the pre-determined containing folder.

  • If no path exists, it generates one based on the configured rules.

This sequence—checking for an existing folder path and generating one only if none exists—enables two different methods for migrating files from external systems.

Neither method requires loading documents into NetSuite itself. Files can be uploaded directly to the external document repository (e.g., SharePoint or Google Drive).

Both methods also support either sequence:

  1. Uploading files to the external repository before record creation in NetSuite, or

  2. Creating records in NetSuite before uploading files.

    The order does not matter.

Method 1 - Set A Folder Path on the Record (Recommended) 

This approach works best when files and records (transactions, entities, etc.) are all being migrated simultaneously from an older ERP system. The process is roughly as follows:

  1. Determine the destination structure for the migrated files.

  2. Include the “SSF Folder Path” field in your CSV imports for NetSuite records (e.g., Invoices, Customers) and set the folder path there.

  3. Upload the files directly to SharePoint or Google Drive into the locations corresponding to those folder paths. When extracting from the older ERP, use tools such as the OneDrive connector if needed.

  4. When users open records in NetSuite, SuperSync Files will automatically display the contents of the corresponding folder.

Pros:

  • Files can be stored anywhere—you are not constrained by your new folder scheme. Legacy files can live in a separate “migration” base folder.

  • Avoids issues with variations in entity names or transaction numbers, since folder paths are explicitly defined via CSV.

  • Allows legacy files to use a simpler or flatter structure, even if new records use a complex folder hierarchy.

  • Migration can proceed concurrently with UAT, before the final folder structure is locked in.

Cons:

  • Requires setting all folder paths via CSV update, which can be time-consuming if not planned in advance.

Method 2 - Match the Folder Path Scheme

In this method, you rely entirely on SuperSync Files to generate folder paths, and you match your external file upload structure to that same configuration.

For example, if SuperSync Files is configured to place customer files in
/Customers/{Company Name}
then files must be uploaded to that exact location, with the customer name matching the one used in NetSuite.

Example of the record type path configs for customer in SuperSync Files:

Similarly, if invoices are configured to use
/Customers/{Company Name}/Invoices/{Invoice Number}
then the uploaded documents must follow that same path—with both the customer name and invoice number matching exactly as they appear in NetSuite.

Setup Steps:

  1. Configure and test record type settings in NetSuite until the scheme works well for your business.

  2. Finalize the configuration and avoid making changes later, as any adjustments may cause records to point to incorrect folders.

  3. Migrate files from the old ERP to the exact locations in SharePoint or Google Drive that correspond to the expected SuperSync file paths. Use tools like the OneDrive connector or third-party migration utilities as needed.

  4. Once migration is complete, users can open records in NetSuite, and SuperSync Files will display the existing files from the corresponding folders.

Pros:

  • No need to update folder paths on NetSuite records manually.

Cons:

  • High risk of mismatched paths, resulting in files not appearing and becoming “orphaned.”

  • No flexibility for legacy transactions—everything must follow the new folder scheme exactly.

  • Locks in the SuperSync configuration, since changing it later can break references for existing files.

This approach is generally not recommended, as it depends on perfectly matched file paths and accurately predicted record names or IDs. However, it may be suitable in limited cases where business requirements demand strict adherence to a single consistent folder structure.

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