Quick Answer: In a large NetSuite environment, finding files gets slow - storage is capped by your subscription tier, search can't read inside documents, and filtering is basic. SkyDoc fixes document storage and retrieval from inside NetSuite: unlimited AWS S3 storage on a pay-as-you-go model, global search, category sorting, folder hierarchies, file previews, and AI-powered summaries that tell you what's in a file without opening it.
Quick Takes:
As businesses grow, so does the number of invoices, contracts, purchase orders, HR files, compliance records and customer documents they generate. Storing these files is just one part of the challenge. The harder part is retrieving them fast when teams, auditors, or vendors are waiting.
In NetSuite, that often means fumbling through search, opening file after file to find the right one, and wishing you could pull up version history. And those aren't the only problems.
Sounds familiar? This article walks you through the solution. First, let's lay out the problems, then show you exactly how to solve document storage and retrieval so it's fast and effortless.
NetSuite is a cloud-based Enterprise Resource Planning (ERP) system. Its centralized platform helps companies manage core processes and customer relationships. Effective as it is, NetSuite still poses a few document-related challenges for you:
NetSuite's File Cabinet storage allowance is tied to your service tier, and there are per-file size limits on uploads. As document volumes grow, businesses can hit these ceilings and expanding storage often means moving up a pricing tier rather than simply paying for what you use.
NetSuite lets you search for full names and basic metadata scattered across the File Cabinet and record attachments. But it can't search the actual content inside PDFs, working files or scanned documents. This adds to the difficulty in locating specific clauses or information inside large files.
Further, if a file is not named properly, it becomes very hard to find later, as search results rely on filenames and folder structure.
Search options in NetSuite are basic and do not offer strong filtering by content type, keywords inside documents or contextual attributes.
SkyDoc is the document management and storage system from Tvarana. It runs directly within the NetSuite interface, integrating natively so it delivers its full functionality inside NetSuite while maintaining international-grade security compliance. Here's how its key features help:
SkyDoc meets the biggest need, room to store everything, with unlimited storage through AWS S3. Hence, businesses or even large enterprises can easily benefit from storage without a file size limit associated with NetSuite.
Additionally, SkyDoc runs on a pay-as-you-go architecture. This means you only pay for the storage you use, offering flexibility concerning business need fluctuations.
SkyDoc integrates with NetSuite’s native global search. This allows AWS S3-stored documents to be searchable directly from NetSuite’s search bar. The feature is not possible by default for externally stored files. Once folders are linked to subsidiaries and files are dropped onto records, the storage becomes streamlined, and you can search for saved files using the global search option.
The file retrieval should not be associated with opening each and every related or search result file to view the contents. Easing this, the file preview feature gives you a quick glimpse of the contents of the file without downloading.
If file preview is not enough for decision-making, SkyDoc also offers AI-powered (currently in beta) document classification and summarization. You can generate a readable overview of any file inside NetSuite. Each uploaded document is also linked to the appropriate NetSuite record for classification and saved with structured metadata for ease retrieval. AI classification and summarization support over 15 types of documents with the flexibility to increase as per the requirements.
During file upload through the user-friendly drag and drop interface in the SkyDoc portal, you get the option to specify the folder and assign a category for the file. Now, while searching, you can add one or more categories simultaneously. This can be followed by sorting as per the other tabs for quick and easy document retrieval. Drag-and-drop still works while you're assigning categories, too.
SkyDoc offers a tree-like hierarchy for document organization. Hence, here folders are available within folders, which simplifies the searching process. The documents can be organized as follows:
The presence of a folder within NetSuite further allows connectivity between the files and records, like projects, transactions or customers.
Document storage and retrieval are not limited to merely searching for a specific file. Rather, the feature desired among businesses is the ability to restore the previous versions of the file. Not available in NetSuite, SkyDoc enables you to manage versions effectively.
Also, while editing, no one would want unwanted changes to be made by another user. So, storage is coupled with a temporary ‘lock’ feature that prevents accidental or intentional overwrites in multi-user environments.
Document retrieval is made easy for the external users as well via SkyDoc. They can upload, approve, and view files without needing a NetSuite license. For tighter privacy, access can be restricted to specific folders and individuals.
Unlimited document storage and efficient document retrieval, these two features hold immense potential to streamline the business operations and to save time. While NetSuite serves as an effective ERP, the large environment has limitations concerning storing and finding the document.
A native application, SkyDoc, with a secure interface, can overcome the challenges, making it a flexible option for businesses. It can help maintain and organize workflows, ensuring the business is always audit-ready.
If you are struggling with the issues mentioned in the article, or hunting for a hope for other challenges, Tvarana Software Solutions can be your friend in need. We offer
And with this, we are open to serving industries including manufacturing, IT, eCommerce, advertising, healthcare, retail, engineering & construction, education, and professional services. Book a consultation call with us or schedule a demo of your favorite product or document management services from Tvarana today to keep going with ease and productivity.
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