Configure NetSuite Connector Contact Data Imports

The NetSuite Connector can be configured to exchange contact data between NetSuite and Bronto.

About this task

While Bronto only has the concept of one type of contact, there are four types of contacts in NetSuite. For more information about NetSuite contact types, see the NetSuite help topic. Part of setting the contact import options includes identifying which types of NetSuite contacts you want to import or exchange contact data for. Multiple versions of a contact record are supported in NetSuite but not in Bronto. Take careful consideration of which NetSuite types you choose to map in order to avoid contact data in Bronto being overwritten due to multiple NetSuite records. You need to be mindful of Contact records in NetSuite, and consider if they are required because it is common to have duplicated records across Contact and Customer records. You might want to use a saved search in this scenario to exclude Contact records that share an email address with a related Customer record.
Note: Inactive records in NetSuite are not included in the syncing process.
As you set up your contact data exchange options, you will need to determine what direction you want the data to be synced. This allows you to choose whether you want data imported from NetSuite into Bronto, imported from Bronto into NetSuite, or data exchanged between the two. The data sync direction is set at the contact field level, so you can choose different sync options for each field and the fields you set are unique to each type of contact. For example, you could map a NetSuite prospect's lead source entity field to a Bronto contact field but not map/import this field for a NetSuite contact. Or you could import the credit limit entity field for both NetSuite prospects and customers but only allow Bronto updates to this field to be sent back for NetSuite customer records. (But not exchanged for NetSuite contacts.) This flexibility allows you to implement the specific data exchange configuration that works best for your account needs. You need to be aware that we are using the entire record's last modified date and not the dates when the individual fields are changed.
Note: Contact status mappings are managed using the Global Subscription Status options on the Opt-Ins page. For more information, see Configure NetSuite Connector Opt-Ins.

When a record is imported into Bronto, an Imported to Bronto custom entity field is added to the record in NetSuite. If the record changes in NetSuite, this custom entity field is turned off so that the record can be considered for the next import. Changes to the Imported to Bronto custom entity field will trigger a NetSuite SuiteFlow workflow or User Event Script that is set to run based on record changes, so you might want to add a condition to your NetSuite workflows that will prevent this from happening. See the Test NetSuite Data Imports section for steps on how to verify if there are potential conflicts. For more information about NetSuite custom entity fields see the NetSuite help topics and this NetSuite SuiteFlow topic for more information about NetSuite workflow conditions.

The Imported to Bronto custom entity field can also be used if you need to force an update of NetSuite data already imported into Bronto. If you change a NetSuite Connector mapping in Bronto, such as adding a new mapping, this change is only applied to future data exchanges. Because Bronto settings do not affect the NetSuite Imported to Bronto custom entity field, any previously imported record will have the custom entity field turned on, which means they won't automatically be imported using the new connector settings. If you want the new Bronto setting to be applied to previously imported records, you can use the NetSuite mass update functionality to turn off the Imported to Bronto custom entity fields so that Bronto will update all of these records, using the new Bronto settings, the next time an update runs. For more information about doing a mass update in NetSuite, see the NetSuite help topics.

Procedure

  1. Go to Settings > Integrations > Connector.
  2. Locate the connector you want to work with and click its Edit link.
  3. Click Contacts.
  4. Set Enable Connection to Yes.

    Contact syncs cannot begin until you configure at least one contact type in the NetSuite Connector.

  5. To set the import schedule:
    1. Select how often you want imports to run from the Frequency list.

      By default, imports are run in 1,000 record batches, so the frequency also determines the maximum number of records Bronto will attempt to import in a day. For example, if you set Frequency to Daily, the maximum number of record imports in a day will be 1,000. Inversely, if you set Frequency to once every hour, the maximum number of imports is 24,000 per day.

    2. Optional: If you selected Minute Intervals, select a number of minutes from the Import Every list.

      For example, if you select 30, imports will run every 30 minutes. We recommend 1 minute for the initial sync, and 15 minutes after that.

    3. Set a Start Time.
    4. Set an End Time.

      If you selected daily, you will not see an option to set an End Time.

    5. In the Days section, select which days of the week you want imports to run.

      If a day box has a check mark, the import will run on this day at the interval frequency you set.

  6. Click on the tab for the type of NetSuite contact you want to import.

    You do not need to configure all four types; only configure the types you want to import. For more information about types of NetSuite contacts see the NetSuite help topic.

  7. Configure the contact type import settings:
    1. Set Enable Connection to Yes.
    2. Select the Bronto list you want to add these contacts to as they are imported from the Add to Bronto List options.

      If you plan to import more than one type of contact, each contact type should be added to a different list. This will allow you to keep track of your NetSuite contact types in Bronto and you can use these lists to market to different types as appropriate.

    3. Indicate which direction you want to sync contact data by selecting the appropriate arrow from the Import New Contacts list:
      This determines how new contacts are exchanged. You will configure how data for contacts is managed when you set up contact data mappings.
      • NetSuite to Bronto imports new contacts from NetSuite into Bronto but does not import Bronto contacts into NetSuite.
      • Bronto to NetSuite imports new contacts from Bronto into NetSuite but does not import NetSuite contacts into Bronto.
      • Both Directions imports new contacts in both directions.
    4. For imports into NetSuite: Select whether you want new contacts created in NetSuite to belong to the parent company or a subsidiary by selecting an option from the Subsidiary for New Contacts list.

      If you select Parent Company, then the contact record will be available to all the subsidiaries of the parent company.

    5. Optional: If you want to apply the criteria defined for a NetSuite saved search, select that search from the Saved Search Filter list.

      This limits the contacts who are imported to contacts who meet the criteria defined by the search. For more information see the NetSuite saved searches help topics. The most common reason to use this is when you want to import contacts from a particular NetSuite subsidiary into a specific Bronto Multi-brand sub-account.

      Another common reason is to exclude contact that are known not to be relevant for email marketing, such as internal or vendor contacts. Contacts with masked email addresses from affiliates are also common. For example, Amazon provides customers with a @marketplace.amazon.com address, which cannot be used and should be excluded entirely.

    6. Click Create New Mapping.

      In order to import the details about a contact, you will need to map NetSuite entity fields to Bronto contact fields and indicate which direction you want to sync data. Create New Mapping adds new field mapping options to the bottom of the page that you can use to configure the data exchange for each field.

    7. Select the NetSuite entity field you want to map from the NetSuite Entity Field list.

      Default NetSuite fields are listed by their internal ID. To find the internal ID for a particular field in NetSuite, go to Home > Set Preferences. Select Show Internal Ids.

      On any record, click in the help for field label to show the internal ID in the pop-up. Also see NetSuite schema Browser

    8. Select the direction you want to sync data for these fields from the Direction list.

      While the New Contacts sync settings determined whether contacts are imported from NetSuite into Bronto, vice versa, or exchanged this sync setting determines how the data for contacts is exchanged. Therefore, this mapping does not have to be the same sync direction that you selected for New Contacts, nor do all the contact fields you map have to be mapped using the same direction.

      When Sync Empty Values in the Advanced tab is set to No, that setting overrides any other sync options you might have set. It if is set to Yes, the exchange of empty or blank data fields will follow the individual sync rules you set.

      • Bronto to NetSuite Bronto is the master record. Updates NetSuite contact data with Bronto contact data, but does not update Bronto contacts with NetSuite data.
      • NetSuite to Bronto NetSuite is the master record. Updates Bronto contact data with NetSuite contact data, but does not update NetSuite contacts with Bronto data.
      • Both Directions Latest record update is used. Data will sync in both directions and the most recently updated record in one system will update the other system with changes to the mapped field.
      • Both - Bronto Primary Bronto is the master record. Existing Bronto field data will overwrite the NetSuite field. NetSuite will only write data to Bronto if the Bronto field is empty. It will not sync blank or empty values.
      • Both - NetSuite Primary NetSuite is the master record. Existing netSuite field data will overwrite the Bronto field. Bronto will only write data to NetSuite if the NetSuite fields is empty. It will not sync blank or empty values.
    9. Select the contact field you want to map to the NetSuite entity field from the Bronto Field list.

      You can also create a new Bronto field in the Connector interface. Make sure the data types for the Bronto field matches the expected data type for the field in NetSuite. For example, date, currency, or integer values. For custom NetSuite fields, go to Customization > Lists, Records, & Fields > Entity Fields.

      For more information about default field types, see http://www.netsuite.com/help/helpcenter/en_US/srbrowser/Browser2016_1/schema/record/customer.html
      Note: Bronto field names cannot exceed 25 characters. If you have issues creating a new field through the Connector, make sure the field name you're using is not already being used and not longer than 25 characters.
    10. Repeat the Create New Mapping steps as many times as necessary until you have mapped all the relevant fields.
  8. Optional: If you want to map another type of NetSuite contact, click another tab and repeat the previous steps.

    The field mapping settings are specific to the type of contact; you will need to map NetSuite entity fields to Bronto contact fields for each type of contact you configure. Because multiple versions of a contact record are supported in NetSuite but not in Bronto, take careful consideration of which NetSuite types you choose to map in order to avoid overwriting Bronto contact data due to multiple versions of a contact record in NetSuite.

  9. When you have finished configuration for all the import settings on the Contacts page, click Save Changes.