An important cloud based utility Box utilized by NetSuite enables a business to organize its files in Box folders by record type consisted of purchase orders and invoices. And relate that content with specific NetSuite records. The new version of the cloud folder sharing capability also known as Box V2 has many benefits over its previous Box V1 for a NetSuite user.
With the new and improved V2 Box for Oracle NetSuite integration administrators will have more control to configure and enforce role-based permissions on a regular basis. With V2 Box every NetSuite user will have better streamlined and intuitive experience due to the logically organized folders and exact mapping with related NetSuite records. The entire difference between Box V1 and V2 version for the NetSuite Integration lies with the default folder structure. The V2 integration offers a nested file structure, where a new NetSuite root folder for each NetSuite instance gets associated by your Box account. A typical NetSuite BOX V2 migration takes place by following steps mentioned below. The entire migration process occurs in three steps.
- Updating Box V2 on NetSuite
- Mapping Box and NetSuite
- Moving Files from Box V1 to Box V2
Installing and Updating BOX V2 for Oracle NetSuite
global dashboard of the NetSuite and from there click on the Customization >SuiteBundler >Click Search and Install Bundles
After reaching to the Search and Install Bundles page under the Search and Install Bundles search for the “Box for Oracle NetSuite” and click on the search button below the Search & Install Bundles text.
reaching the Bundle records page click on the ‘Install” button.
As there is already BOX V1 is installed, therefore, migrating to the BOX V2 click on the “Update Bundle” button.
The Update process takes around nearly 5-6 minutes in whole.
Once the installation is complete go back to NetSuite global dashboard and from there
go to the Customization >List Records and Fields > Record Types and then filter by the respective bundle ID. 234796.
Six records types from the bundle will appear here with each one having its respective tasks and duties.
Box Record Type
|Box Account Association||It keeps the data related to mapping between the individual NetSuite user and the individual Box user. Everyone using NetSuite and Box has corresponding record inside this Box Account Association.|
|Box Folder Collaborations||It keeps notice of the Box permissions and collaborations on NetSuite-Box folders.|
|Box Integration Config||It contains the primary configuration files for the integration consisted of details about a Box Enterprise instance (EID, subdomain, Box Verified Enterprise, and so on), that is imperative to build a relation between NetSuite instance to your Box instance|
|Box Record Folder||Keeps the mapping information between NetSuite records and Box folders.|
|Box Record Type Config||Keeps the integration configuration for each NetSuite record type. This helps to enable and customize Box integration settings. The completion of this step let the Content option to display in the corresponding NetSuite record screen.|
|Box Type Folder||It holds the mapping of NetSuite record types to Box folders. It helps in specifying a parent folder for the NetSuite Object and Box parent folders.|
As the Box V2 has been installed now it is time to establish a communication with the box.
For that purpose Click on List in front of Box Integration Config.
There is one record already created click Edit
clicking it, you will reach to the next window, where, you are required to fill up the enterprise ID. However avoid clicking on the two checkboxes for “Upgraded from V1” and move “From V1 Content To V2”.
After However, for filling up the Enterprise ID first of all it is obtained from the following step from the BOX Admin Console.
Mapping between Box Enterprise and NetSuite
Log in to Box as the admin (or co-admin) of your Box Enterprise. After reaching the Admin console click on the “Account and Billing” section. And get the enterprise id there.
For obtaining the Box Sub Domain one is required at Admin Console > Enterprise settings > Custom Setup > Custom Subdomain.
Leave the Root Folder Id field empty, it will be auto- populated once V2 folder is created.
Before enabling the NetSuite V2 custom application, we temporarily lifted any New User Default Settings around Storage Allocation for new users from here.
For that, Go to Admin Console in box > Enterprise Settings > User Settings > Storage Allocation > Check Unlimited Storage. That was to ensure the service accounts get unlimited storage. We turned that back after the user was created.
Save the Box Integration Config Record.
Now head to Box > Admin Console > Apps > Custom Apps > Authorise new app
This popup will appear. Here you have to enter the client id for the Box for Netsuite application
(pl0vgv5rriv0o4pzqmwy0dlkao2cleat )This is same for everyone. You can get this in one of BOX articles here Installing the Box for Oracle NetSuite Bundle
After that click next and Authorize
Now Box for NetSuite application is there under custom apps.
Now go to Admin Console > Apps > Box apps and Integrations > Scroll down at the end, search for NetSuite and check whether “Box for NetSuite” is available. Make it available if it is not.
Now in our case, scripts from the bundle weren’t set with any audience. We had to do so.
Now it’s time to enable Box Content Tab for records on NetSuite. Go to Record types > Search for “Box Record Type Config” (you can filter by bundle id 234796).
Click list in front of that. These are some standard records Box has made for you. You just have to edit and enable the checkbox and set the permissions to create, edit, full and view up-loader.
For Custom record, create a new Box record type config record. Enter the name for which record type you are going to enable box. Select the record field; this would be your folder name for that record in Box V2. Set the permissions and enable the checkbox.
For record type and perm go to any record of that custom record type. Right click > View page source > find perm, this would be your Permission id
and again find baserecordtype, from the value field in the line you can copy record type
Or you can find it on the record type page corresponding to your record in the column here.
Click Save. Box is enabled for that custom record. To check from there move to one of the records of the record types.
The Box Content tab is visible. In general, it will make the folder for that record if it’s not there and it will load that folder if the folder is already there in V2.
A new folder has been created. This is the V2 folder in which your files and folders would reside.
Step for Moving Files and Folders from Box V1 to V2
Setup: Add service account
For that, navigate to Box > Admin Console >Content > Content Manager
Login to Box for NetSuite account by right clicking on that.
Now you are logged in Box for NetSuite account.
On the top right click on account icon > Account Settings > Under Account search for Default Email address. This is the email address of Service account. Copy that address.
Go back to Box home on the V1 (“NetSuite”) folder click share > enter the copied email address and choose invite as co-owner. Then click Send.
Then go back to Admin Console > Apps > Clear Filter > then search for “NetSuite”
On “NetSuite”, click the Configure then Prevent users from accessing NetSuite content from their Box account field. This must be disabled in order to enable migration.
Now head back to NetSuite. Navigate to Box Integration Config record as earlier click the two check boxes.
This will enable “passive migration” that means when you access any record in NetSuite, it migrates the folder related to that record to V2 folder. No one time migration is possible as of now. Migration is enabled now for the records that had folders in V1 folder. Any new record folder will automatically be created in V2 folder.
Files will be moved from V1 to V2 folder. This way the successful migration from the Box V1 to Box V2 is carried out.