Custom Software for End‑to‑End Contractor Approval Automation

Challenge

The company’s new contractor onboarding procedures included diverse manual steps. All new contractors needed to submit manual data before they could request access to important outside operational systems needed for their duties. Using manual methodology for these operations led to prolonged processes, with administrative work involving the creation of emails and approval tracking taking up most of the workflow.

Different departments and stakeholders created approval chain issues that frequently delayed contractor assignment processes. The company needed an optimal solution because its current system required improvements to decrease approval processing times and minimize employee-driven management of new contractor access.

Solution

A-listware built an automation solution that met the precise needs of resolving contractor approval procedures and onboarding process challenges. The customized solution operated exclusively from the NetSuite framework through modified functionalities. The project comprised several key components:

• Automated Submission System: Contractors initiated their onboarding journey by submitting their information and the necessary permissions to access external systems. This submission triggered the subsequent approval workflow.
• Approval Workflow Automation: A custom SuiteScript was developed to automatically initiate and manage the approval process. This script generated and sent approval emails to relevant stakeholders, ensuring timely communication and engagement in evaluating contractor requests.
• Decision-making Script: Another SuiteScript was created to handle the approval or denial of contractor applications. If approved, the system automatically updates the contractor’s permissions in their employee record within NetSuite, ensuring clear visibility and access rights.

Through our expertise in SuiteScript 2.0, A-listware collaborated with different NetSuite customizations to deliver an efficient onboarding process. The project used Azure DevOps as its platform for project administration and version control during all development stages.

Results

The outcome of A-listware’s project was transformative, significantly improving the company’s contractor onboarding and approval process. The automation solution delivered several key benefits:

• Streamlined Onboarding: The new automated system drastically reduced the time required for contractor onboarding. Contractors could proceed with their roles more quickly, improving operational efficiency.
• Reduced Administrative Workload: By minimizing the need for manual processing of emails and approvals, the system alleviated the administrative burden on staff, allowing resources to be redirected towards more strategic initiatives.
• Faster Approvals: The automated workflow accelerated decision-making, resulting in quicker approvals and reduced contractor waiting times, enhancing overall productivity.
• Seamless Access for Contractors: The automation’s immediate granting of permissions enabled contractors to access necessary systems without delays, ultimately benefiting the organization’s service delivery.

In summary, the project enhanced operational efficiency and significantly improved the contractor experience, contributing to the organization’s growth and success.

Technologies and Tools

A-listware utilized a variety of advanced technologies and tools to build a tailored solution for the company:

• NetSuite: As the central platform for the entire solution, NetSuite provided the necessary infrastructure for hosting and integrating various processes.
• SuiteScript 2.0: This scripting language was crucial for developing automation scripts, facilitating the approval workflow and management of access permissions.
• Azure DevOps: A key tool for project management, collaboration, and version control, which ensured that the project proceeded smoothly and any issues were resolved promptly.
• NetSuite Modules Customization: Specific NetSuite modules were customized to align with the company’s unique needs, ensuring a tailored and user-friendly experience.
• NetSuite Automation: The focus was on automating manual tasks to enhance speed, reduce errors, and streamline operations.