Provide Customer Access to SuiteCommerce in Bulk

To provide access to customers so they can login to the Customer Center or your SuiteCommerce website, you can either edit each customer record manually, or you can update many customers at once using a CSV import. This tutorial shows you how to update many at once!

provide bulk customer access to suitecommerce

The Basic Process: CSV Import

Essentially, what we are doing in this tutorial is using a CSV import to mark two checkbox fields on the customer record for all the customers we want to give access:

  • "Give Access"
  • "Send New Access Notification Email"
Provide Customer Access to SuiteCommerce in Bulk

This will automatically send an email to each customer inviting them to create a password, and they will then be able to log in to your website.

If you have experience performing CSV imports with NetSuite's Import Assistant, you can probably complete this import process on your own now that you know what fields need to be updated on the customer record. But, if you need a little more assistance, we've outlined the step-by-step details of granting bulk customer access below!

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Create a CSV File

Step 1: Create a CSV file with all the customers you want to provide access to as lines. Your document will need the following columns:

CSV File Template for Customer Access
Note: The Customer Name column is optional and won’t be mapped; it is sometimes handy to have as a reference.

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One way to generate this file is from the results of a saved search in NetSuite.

Step 1: Go to Lists > Searches > Saved Searches > New.

Saved Search Navigation

Step 2: Choose Customer as search type.

New Saved Search Customer

Step 3: Use criteria if needed to restrict the results to whichever subset of customers you want to work with.

Customer Search Criteria

Step 4: Set Name and Internal ID as the two results columns.

customer ID and name as saved search results

Step 5: Click Save and Run.

Step 6: Click the little document images to export the results as a CSV file.

export results as csv file

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Create CSV Import

Go to Setup > Import/Export > Import CSV Records.

Navigate to Import CSV Records

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Scan & Upload CSV File

On the first page of the Import Assistant (Step 1: Scan & Upload CSV File):

  1. Click Relationships under the import type.
  2. Click Customers only under the record type.
  3. Click the Select button and navigate to the desired file, then click open. 
  4. Click Next.
scan and upload csv file

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Import Options

On the second page of the Import Assistant (Step 2: Import Options):

  1. Click UPDATE, since the goal is to update a customer already in NetSuite.
  2. Click Next.
CSV Import Options

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File Mapping

On the second page of the Import Assistant (Step 3: File Mapping):

  1. Double-check your import options. (You likely won't need to adjust these.)
  2. Upload the csv import file that you created.

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Field Mapping

On the second page of the Import Assistant (Step 4: Field Mapping):

  1. Follow the screenshots below to map the fields from your CSV import to fields in your NetSuite account.
  2. When you are finished mapping all the fields, click Next.
select csv facets for mapping
Note: Remember to select the appropriate line in the form on the field mapping page (pictured below) before clicking on the NetSuite field you wish to map.
NetSuite Fields for CSV Mapping

Be sure to include the following access-related NetSuite fields among any others required for your Field Mapping:

  • Customer ID
  • Email (if not already on the customer record)
  • Give Access
  • Assigned Web Site
  • Role
  • Send New Access Notification Email (if not assigning password manually)
  • Manually Assign or Change Password (if assigning manually)
  • Password* (if assigning manually)
  • Confirm Password* (if assigning manually)

*Remember to follow NetSuite's Password Criteria if you are assigning passwords manually from columns in your CSV file.

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Import Assistant page 5: Save Mapping and Start

  1. Enter a name for your import under Import Map Name.
  2. Enter a description for your import under Description.
  3. Enter an id import under ID. If you do not enter one, NetSuite will create one. 
  4. Click Next.
  5. Click Save & Run.
save and run field mapping

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Checking the Results of Your Import

  1. After you click Save & Run, it will display a confirmation.
  2. Click Import Job Status
Checking csv Import results
Note: NetSuite will bring you to a results page. You can click on CSV Response to see if any errors happened during the import.
CSV Import Job Status

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Fixing Errors

  1. If there are any errors, you can use the error messages to fix them.
  2. Once you fix the errored lines on your CSV file, save it as a new file with only the lines that failed last time. 
  3. You can then reuse the import template you created before. Go to Setup > Import/Export > Saved CSV Records.
Review Saved CSV Imports

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That's it! Pat yourself on the back for a job well done!

Hopefully, this post helped you set up your SuiteCommerce website and become more useful to customers. If you have any questions and want some free consulting advice, feel free to contact our team at Anchor Group.


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