We can use the NetSuite File Cabinet to store and organize our business documents in much the same way as to store any files on our computer. Most File Cabinet folders can be restricted either by the folder owner or an administrator. We can restrict the file cabinet access of employees by custom employee roles.
Go to Setup> User/Roles> Manage Roles
Click on the Edit link corresponding to the employee center, which wants to edit.
- Navigation to Subtab, Permission> List > Documents and files > Level
- We have five access Levels( Full, edit, create, view, and None)
- Select one of the levels and save it.
- The below table shows, access of employees at various levels,
| Level for Document and file access | File cabinet Access | Attach File in the Expense Report |
| Full | Employee can full access,( can delete, create edit the folder and files) | Can attach/add files from an external source |
| Edit | Can not delete any folder and files. Can create and edit the folder and files. | Can attach/add files from an external source |
| Create | We can create a new folder and add files, but can not delete or edit the folder and files.. | Can attach/add files from an external source |
| View | View access only, can not create, edit and delete. | Can not attach files from an external source |
| None | Employee can not access the file cabinet | Can not attach file from an external source |
In the File Cabinet, we cannot restrict edit access at the file level. we can only restrict access to the folder that contains the file. We can restrict access to files by setting permissions on File Cabinet folders. We can set permissions based on various criteria, such as location, and department, subsidiary, group, etc.
The restricted access setting in a folder:
- Go to Documents > Files > File Cabinet
- Click Edit on the folder to which we want to restrict access.
- Select from the dropdown lists to restrict access in the following categories:
- Restrict by Class
- Restrict by Department
- Restrict by Location
- Restrict by Group
- Restrict by Subsidiary
- Click Save
All files in the folder are available based on the restricted access settings we selected.
If we want to restrict some employees from folder access on the file cabinet:
- First, create an employee group
- Using your Administrator role, go to Lists > Relationships > Groups > New.
- On the Create Group page, select Static/ Dynamic.
- Select the kind of members the group should include (e.g. Employees).
- Click on Continue.
- Enter Name
- Add the Employees who need to be included on the Group Members.
- Click on Save.
- The group created will be used to restrict access to a specific folder on the file cabinet.
- To restrict access to a folder, here are the steps:
- Navigate to Documents > Files > File Cabinet.
- Click on Edit corresponding to the folder that needs to be restricted.
- Under Restrict by Group, select the Group created.
- Click on Save.After following the steps above, only the names listed on the group created can access the specified folder. The group can be edited anytime to add or remove a member.
When a folder is marked as private, only the person who created that folder and the account administrator have access to it. Administrators can view the contents of any folder, including private folders and folders that have been restricted. The owner of a folder always has access to the folder regardless of restrictions.