This article is relevant if you are using NetSuite and seek to automate the creation of Google Drive folders.
Background
Since 2008, Prolecto Resources has operated its Systems Integration firm on Google Workspace and NetSuite. We believe in using as few application platforms as possible to run our business efficiently and advocate this same approach for our clients.
As we deliver high-value NetSuite solutions, we needed to centralize Google Drive to manage all our client-based document artifacts. Like many, we’ve faced the typical challenges of managing Google Drive folders—until now.
Introducing Prolecto’s Google Root Point Drive Integration
As with our client solutions, we leverage the power of NetSuite’s platform to build seamless integrations where it makes sense. Rather than relying on middleware tools like Celigo.io or Zapier, we maximize the value of NetSuite’s point-to-point integrations, avoiding additional vendor relationships and recurring charges.
In this case, our requirements were straightforward:
- Client Root Folder: When we created NetSuite projects tied to customer records, it automatically created a corresponding Google Drive folder. For instance, if the client’s name was “ABC Widgets” and the project was called “Optimization,” the folder structure would be “ERP: ABC Widgets” with a subfolder named “Optimization.”
- Folder Permissions: Using NetSuite’s project structure, we automated the assignment of Google Drive access rights based on the Project Resource assignments. As team members were added or removed from projects, their access to the related Google Drive folders was automatically adjusted.
These two simple steps saved us significant administrative time, allowing our team to focus on what truly matters: delivering on our clients’ objectives. In the past, delays from waiting for folder setups and permissions were a too frequent bottleneck.
Click on the images to see the structures and gain a clearer understanding of the simplicity.
NetSuite to Google Drive Technical Architecture
The architecture leverages OAuth 2.0 protocols to enable NetSuite to act as a client that interfaces with Google Drive. After a one-time authentication setup, NetSuite can communicate server-to-server with Google’s infrastructure. OAuth 2.0 facilitates secure API access through token creation and expiration for secure programmatic logic calls. Configuration constants in an application settings system designate the Global Root Point folder, where client root folders are created.
The integration ensures that Google Drive stays synchronized with NetSuite Projects. Four key fields drive the functionality:
- Synchronize: Indicates whether the client record participates in the synchronization process. In our case, we default to Yes.
- Folder Name: Specifies the folder name. For our customers, we use the format “ERP: [Entity ID],” and for projects, the project name is used. Manual overrides are possible when needed.
- Folder ID: Stores the unique Google Drive identifier for the client folder. For the hundreds of manually created folders over the last 15 years, we performed a one-time data backfill to properly link our records.
- Folder Link: Provides a direct hyperlink to rapidly access the respective Google Drive folder from within NetSuite.
A custom sublist was developed to manage project resource permissions. Although NetSuite’s native Project Resource list governs permissions, this custom sublist allows us to detect when resources are removed from a project, ensuring they are also removed from the corresponding Google Drive folders. Click on the images to see the illustrations full-screen.
NetSuite Google Drive Synchronization Routines
We use NetSuite Map/Reduce scripts to trigger immediate actions whenever changes occur on client or project records. Additionally, a daily routine runs to catch any synchronization needs, such as detecting when a project resource is removed from a client or project and ensuring the corresponding updates are reflected in Google Drive.
Client-Inspired Request to Synchronize Google GMail with NetSuite
Knowing they would be curious, during a weekly client status meeting, we demonstrated our new internal Google Drive integration capabilities. Our client immediately recognized the value, appreciating that we could fully leverage the Google GSuite infrastructure without relying on third-party tools or incurring extra fees. In our client’s case, they had a large workforce that didn’t use NetSuite directly but relied on it for HR purposes. They wanted to automatically manage user creation and removal within the GMail system, saving significant time and effort in their admin activities.
The key takeaway is that with the effort of a focused implementation, which is required for any business system endeavor, the client received exactly the functionality they needed—no extra vendor relationships and no ongoing costs. Click on the images to gain more clarity.
Drive Google Infrastructure from NetSuite Your Way
This article showcases the power of NetSuite’s point-to-point integrations, enabling one to meet precise requirements and deliver seamless solutions that become invisible to the end user. As with all our work, we bring these tailored algorithms to our clients without any licensing fees, accelerating their specific solutions.
A special thanks to Chidi O., Technology Practice Manager, and Jeff D., Technical Analyst, for their leadership in crafting this elegant solution for our firm. We have considered automating these capabilities for years as our client service load grows and our practice thrives in serving the community.
If you found this article relevant, feel free to sign up for notifications to new articles as I post them. If you would like to produce a point-to-point integration between Netsuite and Google Workspace while enjoying exact capabilities with no-license charges, let’s have a conversation.
Marty Zigman
Holding all three official certifications, Marty is regarded as the top NetSuite expert and leads a team of senior professionals at Prolecto Resources, Inc. He is a former Deloitte & Touche CPA and has held CTO roles. For over 30 years, Marty has produced leadership in ERP, CRM and eCommerce business systems. Contact Marty to set up a conversation.
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