To set up a dashboard for a new employee in NetSuite, particularly when a published dashboard assigned to a role isn’t automatically visible, you can follow this controlled override method by temporarily reassigning the user’s email. Here’s the structured process to safely do this:
Objective
Ensure a new employee (assigned to a specific role) gets the correct role-based dashboard view, especially when published dashboards don’t automatically apply due to first-time login or UI personalization restrictions.
Step-by-Step Guide
Step 1: Prepare the Employee Record
- Go to Lists → Employees → Employees.
- Edit the new employee’s record.
- Ensure the Role is properly assigned.
Confirm that the dashboard in question is published to this role under Customization → Centers and Dashboards → Published Dashboards.
Step 2: Temporarily Disable User Access
- On the Access tab of the employee record:
- Uncheck:
Give Access. - Save the record.
This step ensures the employee cannot log in during your override period.
Step 3: Swap Email with Your Own
- Edit the employee record again:
- Change the email address to your own (one that is not already tied to another NetSuite user).
- Check
Give Access. - Set a temporary password (or use reset option).
- Save the record.
Step 4: Log in as the Employee
- Log in using the newly set credentials (email = your own, password).
- Switch to the intended role from the Role Switcher dropdown.
- Now, set up the dashboard manually if needed:
- Add KPIs, Report Snapshots, Portlets, Reminders, etc.
- Customize layout, tabs, filters as required.
If the published dashboard doesn’t load, you can recreate it manually or load components from the original setup.
Step 5: Revert the Employee Record
- Log out from NetSuite.
- Go back to the Employee record.
- Change the email address back to the employee’s actual email.
- Re-enable
Give Access. - Reset the password and share it with the employee (if using manual password).
Important Reminders
- Do not allow the employee to log in while their email is temporarily assigned to someone else.
- It’s best to do this outside working hours or notify the employee ahead for a short access restriction.