Restricting a form for a custom role in NetSuite ensures that users assigned to that specific role can only create or edit records using the designated form. This restriction prevents users with that custom role from accessing or using any other forms associated with the same record type. By doing this, the restricted form becomes the default interface for that role. The form restriction can be enforced only to those forms which are preferred for that custom role.
Steps to Restrict a Form for a Custom Role in NetSuite:
- Navigate to Role Management:
- Go to Setup -> Users/Roles -> Manage Roles.
- Select the Custom Role:
- From the list of roles, select the custom role for which you want to restrict the form.
- Access the Forms Subtab:
- In the selected custom role’s settings, navigate to the Forms subtab.
- Restrict Preferred Form for Each Record Type:
- You will see different record types listed under this subtab. For each record type, the associated forms will be listed.
- Mark the form (which is preferred) as restricted for that role. This ensures that users with this role will only be able to use this specific form for that record type.
Potential Issue with Cross-Role Form Usage:
One challenge that may arise is when a user with a role that does not have form restrictions creates a record using a form. If a user with a role that has restriction for a form attempts to edit that record, they will automatically be switched to the restricted form. Upon saving, as they are allowed to use only the restricted form, the original form will be changed. This form-switching behavior can cause confusion or unexpected changes in the presentation and data loss.