Restricting Access to File Cabinet Folders

Within your organization, you can restrict access to files by setting permissions on File Cabinet folders. You cannot restrict files on an individual basis, only by restricting access to the enclosing folder. You can set permissions based on various criteria, such as location, and department.

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. If you create a folder, you become the owner of that folder. The owner of a folder always has access to the folder regardless of restrictions.

Restricting Access to Subfolders

Note the following when you restrict access to a folder with subfolders:

• If a subfolder is created under a parent folder after the parent folder was restricted to a group, the subfolder automatically inherits the parent folder's restriction. You can change the subfolder's restriction.

• If a parent folder's restriction is changed after a subfolder was created, the subfolder does notautomatically inherit the new restriction. You can manually apply the restriction to the subfolder.

Hiding Attachment Folders

An Administrator can set the Hide Attachment Folders preference at Setup > Company > Preferences > General Preferences to prevent access to the following folders:

• Attachments Received

• Attachments Sent

• Mail Merge

When this preference is set, employees and partners still have access to files that are attached to customer and other record types even if the files reside in one of the folders listed above. However, they are unable to view or search for those files in the File Cabinet.

To ensure that only users with adequate permission can access confidential records and associated files in the File Cabinet, the attachments folder is hidden by default. As of 2020.1, the Hide Attachments Folder box on the General Preferences page defaults to checked for all new customers.

Note

The Hide Attachment Folders preference overrides any restriction applied to a subfolder of the Attachments Received and the Attachments Sent folder.

To change the restricted access setting in a folder:

1. Log in to NetSuite with a role that has access to the folder.

2. Go to Documents > Files > File Cabinet

3. Click Edit on the folder to which you want to restrict access.

4. 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 – Note that employees assigned to the parent subsidiary can access all child subsidiary folders. To change this behavior you can restrict the folder by group. See File Access Restriction by Subsidiary in File Cabinet, SuiteAnswers ID: 35400 for instructions.

   Note

   Category names may be different depending on customization of your NetSuite account.

5. Click Save.

All files in the folder are available based on the restricted access settings you selected.