Creating or Customizing Roles for SuiteApprovals

By default, the following roles have access to the SuiteApprovals SuiteApp:

• Accountant

• Accounting Manager

• Administrator

Of these roles, only the Administrator role can create or edit Approval Rule, Approval Matrix, and Mapping Setup records. The Accountant and Accounting Manager roles can't create or edit these records

To use a custom role with SuiteApprovals, grant the applicable permissions and assign the role to users. Add the role to the SuiteApprovals script deployment audiences. For instructions on creating or customizing a NetSuite role, see Customizing or Creating NetSuite Roles. Assign only the permissions required for the tasks the role performs.

If you use the Engineering Change Order (ECO) feature from the Supply Chain Management SuiteApp, different roles can access its prebuilt custom forms and records. Custom roles need additional ECO permissions and access to ECO script deployments. See the following topics:

• Customizing Roles for Engineering Change Order

• Configuring Script Deployments for Engineering Change Order

Note:

Permission and script execution requirements differ by SuiteApprovals version. If you're unsure which version is installed in your account, contact your account administrator.

Review the shared requirements and the section for your installed SuiteApprovals version before configuring roles and script deployments:

• SuiteApprovals Setup Permissions

• Additional Requirements for Users and Approvers

• Adding Custom Roles to Script Deployments

• SuiteApprovals Versions Before 2026.2.2

• SuiteApprovals Version 2026.2.2 or Later

SuiteApprovals Setup Permissions

Grant the following permissions to roles that perform the corresponding SuiteApprovals setup tasks. Each permission listed in a row requires the minimum level shown.

These setup permissions apply to all SuiteApprovals versions.

Subtab	Permission	Minimum Level	Description
Custom Record	Approval Rule	Full	Enables users to set up approval rules.
	Approval Matrix	Full
	Mapping Setup	Full
Lists	Employees	Edit	Enables users to set up approval information and delegation.
	Departments	Full	Enables users to set up roles, departments, or groups.
	CRM Groups	Full
Setup	Bulk Manage Roles	Full
Custom Record	Department Approver	Full	Enables users to set up department approvers.
Lists	Custom Record Entries	Full
	Departments	Full
	Subsidiaries	Full
	Employees	Full

Additional Requirements for Users and Approvers

After configuring the applicable role permissions, assign each new custom role or customized copy of a standard role to the users who need it. For instructions, see Assigning Roles to an Employee.

Complete the following requirements, as applicable:

• Assign the applicable Employee Center role to approvers who use Employee Center. For vendor bill access, see Configuring Vendor Bill Approvals in the Employee Center.

• Set the corresponding employee limits for each record creator or submitter. For more information about setting approval limits, see Supervisors, Approvers, and Approval Limits.

• Keep email addresses up to date so users and approvers receive notifications.

For SuiteApprovals version 2026.2.2 or later, complete the Employee Center Role Requirements if approvers use Employee Center.

Adding Custom Roles to Script Deployments

Using an Administrator role, add custom roles to the following script deployment audiences.

Script Deployment	Purpose
SAS Approval Delegation SU	Lets you access the approval rule delegation.
SAS Approval List SU	Lets you access the Review Documents Awaiting Approval page from the Records for Approval and SuiteApprovals Reminders portlets.
SAS Approval Rule Assistant	Lets you access the approval rule assistant.
SAS Approval Rule List SU	Lets you access the approval rule list.
SAS Approval Rule SU	Lets you access approval rule records.
SAS Supported Records SU	Lets the SuiteApp trigger the following actions on supported records: Approve Reject Resubmit Approve & Finalize Submit for Approval
SAS Supported Records UE	Lets the SuiteApp route records for approval and show approval buttons, fields, and the Approval History subtab on supported records.

Important:

If you don't add a custom role to these script deployments, approval features may not work for users assigned to that role.

To add a custom role to SuiteApprovals script deployment audiences:

1. Using an Administrator role, go to Customization > Scripting > Script Deployments.

2. Click Edit next to the script deployment you want to update.

3. On the Audience subtab, select the custom roles in the applicable fields:

   • Internal Roles

   • External Roles

   To select multiple roles, hold the Ctrl key and select each role. For more information about audience settings, see Defining Script Audience.

4. (Optional) For SAS Approval Rule List SU, under the Links subtab, add a menu link for the custom role's center.

5. Click Save.

6. Repeat this procedure for each remaining SuiteApprovals script deployment listed for custom roles.

After configuring the deployment audiences, complete the applicable version-specific requirements:

• SuiteApprovals Versions Before 2026.2.2

• SuiteApprovals Version 2026.2.2 or Later

SuiteApprovals Versions Before 2026.2.2

This section applies if your account uses a SuiteApprovals version prior to 2026.2.2.

In addition to the shared requirements above, configure the Administrator execution role for the following script deployments:

• SAS Approval Rule SU

• SAS Approval Rule List SU

• SAS Approval Rule Assistant

To configure the execution role:

1. Using an Administrator role, go to Customization > Scripting > Script Deployments.

2. Click Edit next to one of the three script deployments.

3. In the Execute as Role field, select Administrator.

4. Click Save.

5. Repeat this procedure for the other two deployments.

SuiteApprovals Version 2026.2.2 or Later

This section applies if your account uses SuiteApprovals version 2026.2.2 or later.

In addition to the shared requirements, configure the applicable approval permissions. If approvers use Employee Center, configure their script deployment audience access. Review the script execution requirements, including the additional configuration for ECO approvals.

Approval and Rejection Permissions

Grant permissions for the record types the role is used to approve or reject. The following table shows the minimum required permission levels. Existing SuiteApprovals permissions and record and subsidiary access requirements also apply.

For example, a role used only to approve sales orders needs Sales Order permission at Edit or higher. If the role is also used to approve expense reports, it also needs Expense Report permission at Edit or higher.

Subtab	Permission	Minimum Level	Description
Transactions	Bills	Edit	Required to approve or reject vendor bills with roles that support Bills at Edit level or higher.
	Bills	View	Required for vendor bill approvals with roles limited to Bills at View level, such as Employee Center. These roles also need Vendor Bill Approval at Edit or higher.
	Vendor Bill Approval	Edit	Required for vendor bill approvals with roles limited to Bills at View, such as Employee Center. These roles also need Bills at View.
	Expense Report	Edit	Required to approve or reject expense reports.
	Make Journal Entry	Edit	Required to approve or reject journal entries.
	Purchase Order	Edit	Required to approve or reject purchase orders.
	Requisition	Edit	Required to approve or reject requisitions.
	Sales Order	Edit	Required to approve or reject sales orders.
Setup	Custom Record Types	View	Additional permission required to approve or reject ECO or Email Approval Log records.

Note:

Edit permission can allow users to modify transaction records, subject to other access restrictions. Review the permissions you assign against your organization's access policies.

Submission and Resubmission Permissions

To use Submit for Approval or Resubmit actions, a role needs at least Create permission for each applicable supported transaction type. For more information, see Submitting Records for Approval and Resubmitting Records for Approval.

Employee Center Role Requirements

If approvers use Employee Center to approve or reject vendor bills, configure their Employee Center role. Edit an existing custom role or customize the standard Employee Center role, and grant the following transaction permissions:

• Bills - View

• Vendor Bill Approval - Edit or higher

For more information, see Configuring Vendor Bill Approvals in the Employee Center.

Employee Center roles also need access to the SAS Supported Record Permissions SU script deployment audience. This requirement applies to both standard and customized Employee Center roles.

Without the required audience access, Employee Center users can't approve or reject records through SuiteApprovals.

To add Employee Center roles to the SAS Supported Record Permissions SU script deployment:

1. Using an Administrator role, go to Customization > Scripting > Script Deployments.

2. Click Edit next to SAS Supported Record Permissions SU.

3. On the Audience subtab, select the applicable standard or customized Employee Center roles in the External Roles field.

4. Click Save.

SAS - Script Executor Role

SuiteApprovals sets SAS - Script Executor as the execution role on selected script deployments. The SuiteApp locks and manages this role. Don't assign this role to employee records.

The SAS - Script Executor role doesn't include the permissions required to process ECO records. Before processing ECO records through SuiteApprovals, create a customized copy of SAS - Script Executor and add the required ECO permissions. Configure the affected SuiteApprovals script deployments to use the customized role.

For instructions, refer to the SuiteAnswers article Updating SuiteApprovals Script Deployments for Engineering Change Order Approvals.

Related Topics

• Setting Up SuiteApprovals
• Guidelines for SuiteApprovals Scripts
• Setting Up Script Deployment for Record Types
• Enabling Draft Status for Record Types
• Setting Employee Approval Information
• Setting Approvers' Access to Subsidiaries for SuiteApprovals
• Setting Up Access to Vendor Bills from the Employee Center
• Setting Up Approvers

General Notices