Enhanced File Security – Use Employee Specific Expense Folders Feature

NS is introducing a new folder structure in the File Cabinet for storing files attached to expense reports. After this change, each employee will have a dedicated expenses folder for submitting expense report file attachments.

1. To enabling this feature, Go to Setup > Company > Enable Features
2. Check the Enhanced File Security box on the Company tab, in the Data Management section
3. On the message that appears, select an option:

• To automatically schedule the migration, click OK. NetSuite schedules the migration for the next available time slot. You can review the migration status on the Migration Details subtab of the Expense Reports Attachments – Migration Tool.
• To schedule the migration manually later using the migration tool, click Cancel

4. Click Save

Users with administrative permissions can use the Expense Report Attachments Migration Tool to migrate existing expense attachments to the corresponding employee-specific folders. 

5. To access the migration tool, click on the Expense Report Attachments – Migration tool link below the Enhanced File Security setting.
6. The Expense Report Attachments Migration tool opens in a new window and lists any files ready for migration. Review the list of files ready to migrate, view related expense reports on the Expense Attachment Sub tab and can schedule a migration or cancel a scheduled migration. Note: Migrations are scheduled to run at 2:00 am in your time zone. 

7. After the migration is completed, employee expense files will automatically be saved to the appropriate employee expense folders.
8. The revised folder structure format is: File Cabinet > User Documents > Username > Expense > Year > Month.

Changes with this new feature include:

• The destination folder of attachments will be predefined by the system.
• Only account administrators will be able to see file attachments from the File Cabinet page.
• Employees will not be able to find or access expense attachments from the File Cabinet page in the NetSuite application.
  Note: Employees will still be able to access their expense attachments from their expense reports.