Egnyte/NetSuite Integration Case Study

The Challenge

SDVO managed a growing portfolio of customer and quote data across NetSuite and Egnyte but faced some operational inefficiencies:

Manual Folder Management: Creating customer and quote folders in Egnyte was a manual, time-consuming process.
Inconsistent Document Organization: Lack of standardized folder structures led to inconsistent storage practices.
Limited Access & Visibility: Employees struggled to quickly access relevant documents from within NetSuite.
Data Integrity Risks: Disconnected systems increased the risk of data mismatches and compliance issues.

SDVO needed an automated solution that could seamlessly integrate NetSuite with Egnyte, streamlining document management while improving data integrity and user experience.

"Before the integration, managing customer and quote folders was a tedious process. Our team spent countless hours manually creating folders in Egnyte, leading to inconsistent organization and occasional mistakes. It was difficult for employees to quickly access the documents they needed from NetSuite, and we faced challenges ensuring data consistency between NetSuite and Egnyte." - Tyler Whisnant COO

The NetSuite Egnyte Integration Solution

Equify Advisors implemented a prebuilt NetSuite-Egnyte integration that automated folder creation, management, and metadata synchronization, simplifying SDVO’s document workflows and customized to their needs.

Key Integration Features:

Automated Customer & Quote Folder Creation:
- Customer Folders: New customer records in NetSuite automatically trigger the creation of a corresponding folder in Egnyte.
- Quote Folders: New quotes in NetSuite generate a quote-specific folder under the customer’s directory, named using the quote number and memo field.
Seamless NetSuite-Egnyte Sync:
- Folder Links Embedded in NetSuite: Customer and Quote records in NetSuite display clickable links to their respective Egnyte folders.
- Metadata Tagging: Each Egnyte folder includes a unique meta-tag that maps back to the corresponding NetSuite record, ensuring secure and accurate linkage.
Dynamic Folder Management:
- Automated Folder Renaming: Changes to customer names or quote details in NetSuite automatically update the corresponding folder names in Egnyte.
- Secure Mapping via Meta-Tags: Ensures accurate synchronization between systems, maintaining data integrity.
Robust Testing & Quality Assurance: A comprehensive testing plan was executed to ensure system reliability, including:
- Unit tests for folder creation, metadata tagging, and link generation.
- Scenario-based testing for name changes and folder updates.
- Validation of meta-tag mappings and folder path accuracy.

The Impact

⏱️ Increased Efficiency:

Automated folder creation eliminated manual work, saving SDVO an estimated 40+ hours per month.

📁 Improved Document Organization:

Consistent folder structures in Egnyte ensured streamlined file management and reduced errors.

🔗 Enhanced User Access:

Direct links to Egnyte folders embedded in NetSuite allowed employees to quickly access relevant documents without switching platforms.

🔒 Strengthened Data Integrity:

Secure meta-tag mapping between NetSuite and Egnyte reduced the risk of data mismatches and improved compliance.

💡 Seamless User Adoption:

The intuitive integration and training sessions led to rapid adoption across teams.

The Results

The integration delivered significant efficiencies for SDVO by automating folder creation and document management. The intuitive solution also led to rapid user adoption, enhancing overall efficiency and collaboration across teams while driving more effective governance.

"The NetSuite-Egnyte integration has been a game-changer for us. We've eliminated manual folder creation, saving over 40 hours each month, and now have consistent, well-organized document structures. Our team can instantly access the right files directly from NetSuite, and the secure metadata mapping has greatly improved data integrity. The efficiency gains and smoother workflows have been a game changer." - Tyler Whisnant COO

Learn More

If you are thinking about more effective document management or integration with Egnyte, our team at Equify Advisors has deep experience with these initiatives. Equify Advisors is a NetSuite Alliance Partner and has certified experts within the technology. Set some time with us to learn more on our website at https://www.equifyadvisors.com/lets-connect.