NetLease Workflow Billing Reference Number

Overview:

Customers using NetLease's automated billing functionality often want a way to default the Reference Number on the created bill. A common setup is having a combination of the date, lease ID, lease name, etc. This can be setup in NetLease via a simple workflow.

Step by Step:

1. Navigate to Customization > Workflow > Workflows > New
2.  Fill out the form as pictured below:
   1. Name = Use a name that will be easily referenced in the future and clearly explains what the purpose of the workflow is
   2. Record Type = Transaction
   3. Sub Types = Vendor Bill
   4. Release Status = Needs to be Released in order to run
   5. Keep Instance and History = We suggest putting this as "Always" so you have a history to reference if it doesn't run properly View full size
3. Scroll down to the second half of the page to the Initiation section. Open the Condition field and set the Field to "Ref. No" and Compare Type to "empty". Click Save. View full size
4. Populate the remaining fields as show below:
   1. Select "Event Based"
   2. Check the box for "On Create" and "On View Or Update".  View full size
5. Click Save. The Workflow page will then appear.
6. Click anywhere in the "State 1" box on the screen. This will pull up the sidebar for the state. Click the "New Action" button at the bottom of the sidebar. View full size
7. Select "Field Value" View full size
8. In the popup window, select "Ref. No" as the Field and check the indicator for the "Formula" Value type. The formula is the information that will be used to create the Ref No on the transactions created by NetLease. You can put whatever you like in this field.
   1. This is an example formula: {trandate} | | ' ' | | SUBSTR({custbody_laa_lease.name}, 0 , 6) 
      1. It will put the transaction date, followed by the first 6 letters of the Lease name field (in this case that will be the ID) View full size
9. Click Save. You can go back to this workflow to change the formula and therefore components of the Ref. No. anytime, but it wont change retrospectively.