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Setting Up a Token-Based NetSuite Connection

By Jennifer Goodsell | Updated

Integrations Platform: M-Bridge

Subscription Plan: Enterprise

User Permissions: Account Administrator (configurable)

Overview

NetSuite has deprecated the "Full Access" role that is used in the Kantata OX integration. To maintain the integration between NetSuite and Kantata OX, changes need to be made in both NetSuite and the M-Bridge integration platform.

Perform the following in NetSuite, in order:

  1. Make sure the Mavenlink Token Bundle is installed in NetSuite.
  2. Confirm required feature settings in NetSuite.
  3. Confirm required permissions for the Mavenlink Integration Custom Role.
  4. Migrate to the Mavenlink Integration Custom Role.
  5. Create a new Access Token.
  6. Retrieve the Account ID.

Then perform the following in M-Bridge, in order:

  1. Create a new service in M-Bridge with the new Access Token.
  2. Create new mappings in M-Bridge.
  3. Update Scenarios with new mappings in M-Bridge.

This article outlines the exact steps to take in NetSuite, and then links you to the steps to take in M-Bridge.

In NetSuite

Install the Mavenlink Token Bundle

Make sure the Mavenlink Token Bundle is installed in the NetSuite environment you would like to integrate with. If it is not already installed, perform the following steps to install the bundle.

  1. In NetSuite, navigate to Customization > SuiteBundler > Search & Install Bundles.SearchInstallBundles.png
  2. In the search bar, search for Mavenlink and select Mavenlink Integrations Token Based Auth.MavenlinkBundle.png The Bundle Details page displays.
  3. Click Install on the top left of the Bundle Details page. This will take you to the Preview Bundle Install page.InstallBundle.png
  4. Click Install Bundle on the top left of the Preview Bundle Install page to begin the installation. This may take a few minutes.PreviewBundle.png The Mavenlink Integrations Token Based Auth bundle is installed now.

Required Feature Settings

Certain features and settings need to be enabled in the NetSuite environment for the integration with Kantata OX to function correctly.

This section outlines how to confirm the settings.

  1. Navigate to Setup > Company > Enable Features.EnableFeatures.png
  2. Ensure that these features are enabled under each subtab:
    • Company
       Projects
       Project Management
    • Accounting
      (optional) Intercompany Time and Expense (enable if resources will be assigned to projects outside of their home subsidiary in NetSuite)
    • Employees
      Expense Reports
      Time Tracking
      Weekly Timesheets
      Time Tracking for CRM
    • SuiteCloud
      Client SuiteScript
      Server SuiteScript
      Soap Web Services
      Token-Based Authentication
  3. Navigate to Setup > Accounting > Accounting Preferences.
  4.  Enable the following preferences under the Time & Expenses subtab:
    Override Rates on Time Records

Permissions for the Mavenlink Integration Custom Role

  1. Navigate to Setup > Users & Roles > Manage Roles.
  2. Find the Mavenlink Integration Custom Role, and click Edit.EditRole.png
  3. Under the Subsidiary Restrictions banner, select ALL. This makes all subsidiaries accessible to the Mavenlink Integration Custom Role.AllSubsidiaries.png
  4. Navigate to the following Permissions subtabs, and confirm the following permissions with Full level access:RolePermissions.png
    • Permissions > Transactions
      Bills
       Expense Report
      Invoice
      Track Time
    • Permissions > Lists
      Currency
       Customers
      Employee Record
      Employees
      Expense Categories
       Items
       Project Tasks
      Projects (or "Jobs")
       Subsidiaries
       Vendors
    • Permissions > Setup
      Access Token Management
       Accounting Lists
       Allow JS / HTML Uploads
      Log in using Access Tokens
      SuiteScript
       User Access Tokens
       Web Services
      Custom Fields
  5. Click Save.Save.png

Assign the Mavenlink Integration Custom Role

What is a Role in NetSuite?

A role is a customizable set of permissions that can be assigned to employees in NetSuite. An employee assigned with the Mavenlink Integration Custom Role will display as the creator and updater of records that the integration writes to in NetSuite.

Best Practices

If an employee profile in NetSuite dedicated to integrations exists, we recommend adding the Mavenlink Integration Custom Role to that profile. If there is not yet an employee profile dedicated to integrations in NetSuite, we highly recommend creating one. This makes data and user management easier and cleaner.

Alternatively, the Mavenlink Integration Custom Role can be assigned to any existing user with access to NetSuite.

How to Assign the Mavenlink Integration Custom Role

  1. In the top search bar, type the name of the user you want to assign the Mavenlink Integration Custom Role to. As you start typing the name, the drop-down will populate with a list of relevant records.
  2. Select the Employee: <name> record.EmpRecSearch.png The Employee record displays.
  3. Click Edit.EditEmpRec.png
  4. Navigate to the Access subtab. If the employee doesn’t have access to NetSuite, check the Give Access box.Access.png You can also send the employee a welcome email or manually set a password for them here.
  5. Under the Roles subtab, add the Mavenlink Integration Custom Role.MLIntegrationCustomRole.png
  6. Click Save.Save.png

How to Create the Access Token

  1. Navigate to Setup > Users/Roles > Access Tokens > New.
  2. The Access Token page displays. AccessToken.png Select the following:
    • Under the Application Name field, select Mavenlink Token Based Integration.
    • From the User drop-down, select the NetSuite employee profile that the Mavenlink Integration Custom Role was added to.
    • From the Role drop-down, choose the Mavenlink Integration Custom Role.
    • The Token Name field is auto-populated by the Application Name, User, and Role, but you can rename it.
  3. Click Save. The Access Token page reloads with the Token ID and Token Secret information.GeneratedToken.png
  4. Copy and save the Token ID and Token Secret.
    Note: This is the only time this information is displayed. Once you navigate away from this page, the Token ID and Token Secret are no longer visible. If you do not save or if you lose the Token ID and Token Secret, you will have to generate a new Access Token.

Retrieve Account ID

  1. Navigate to Setup > Company > Company Information, and locate the Account ID for the NetSuite environment being integrated.AccountID.png
  2. Copy and save it to the same place with your Token ID and Token Secret.
    Note: Each NetSuite environment has a unique Account ID. A sandbox account and a production account will have different Account IDs.

In M-Bridge

New M-Bridge services and mappings need to be created for new NetSuite environments, and scenarios need to be updated. Perform the following steps in order:

1) Create a New M-Bridge Service

We recommend giving a name to your Service that indicates which NetSuite environment it is for.

2) Set up new Mappings

New Mappings (users, job status, etc.) need to be created in M-Bridge for each NetSuite environment because the internal IDs of mapped objects are different in every environment.

As with Services, we recommend giving names to your Mappings that indicate which NetSuite environment they are for.

3) Update Scenarios

Once new mappings have been created, make sure you update each scenario to use the new mappings.

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By Jennifer Goodsell
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