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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
You can avoid NetSuite file cabinet storage limits by storing attachments in Google Drive and using custom URL fields to reference them, typically reducing file cabinet usage by 80-90%.
This strategy maintains full file accessibility through NetSuite while giving you better tracking and analysis capabilities than the native file cabinet provides.
Track your Google Drive file strategy with Coefficient reporting
The key to success isn’t just moving files to Google Drive – it’s monitoring adoption and ensuring consistency across your organization. Coefficient provides the reporting tools to track your file reference strategy and measure storage savings.
How to make it work
Step 1. Set up your Google Drive storage structure and NetSuite custom fields.
Organize files in Google Drive by record type, customer, or project with clear naming conventions. Create custom hyperlink fields in NetSuite to store Drive URLs instead of uploading files to the file cabinet. This gives you clickable file access directly from NetSuite records.
Step 2. Import your records with Drive URL fields using Coefficient.
Use Records & Lists import to pull customer, transaction, or project data that includes your Google Drive URL custom fields. This creates a comprehensive view of which records have external file references and which still rely on file cabinet storage.
Step 3. Build storage analysis dashboards to track adoption.
Create reports showing the number of external file references by record type and calculate estimated storage savings. Use conditional formatting to highlight records missing Drive links and track trending of external versus internal storage usage over time.
Step 4. Set up automated monitoring with SuiteQL queries.
Build queries that calculate adoption percentages: `SELECT recordtype, COUNT(*) as total_records, COUNT(custfield_drive_url) as records_with_drive_links, (COUNT(custfield_drive_url) * 100.0 / COUNT(*)) as adoption_percentage FROM transaction GROUP BY recordtype`. Schedule these reports to run weekly for ongoing monitoring.
Step 5. Create alerts for missing file references.
Schedule automated reports that alert when new records are created without corresponding Drive links. This ensures your team maintains the new storage approach and prevents backsliding to file cabinet usage.
Take control of your NetSuite storage costs
This approach eliminates storage limit concerns while providing better file organization and reporting capabilities than NetSuite’s native file cabinet. Start tracking your Google Drive file strategy with Coefficient to ensure consistent adoption and maximize your storage savings.
