File Cabinet Overview

To use the File Cabinet, the File Cabinet feature must be enabled. For more information, see Enabling Features.

Only users with the Administrator role and users with the Documents and Files permission can use the File Cabinet.

You can use the NetSuite File Cabinet to store and organize your business documents in much the same way as you store any files on your computer. You can store files that you receive or plan to send by email. Also, you can attach files stored in the File Cabinet to records in NetSuite, such as customer records, transactions, and issues. Most File Cabinet folders can be restricted either by the folder owner or an administrator.

The File Cabinet in NetSuite includes some folders that are created by default, depending on the features enabled in your account. You can identify the folders that are created by NetSuite because the Internal ID is a negative number. In some cases, these folders serve a specific purpose. For example, SuiteScript script files are stored in the SuiteScripts folder.

Some files in the File Cabinet contain links that use URLs. Ensure that the URLs linking to those files contain account-specific domains. For example, the File Cabinet link should be <accountID>.app.netsuite.com, where <accountID> is a variable representing your account ID. Use the Traffic Health tool to identify any existing data center-specific domains in links that you should update to account-specific domain links. For more information, see the File Cabinet Traffic Health topic in Traffic Health.

Permissions in the File Cabinet

Your NetSuite account configuration or configuration of other critical business systems may depend on data in files stored in your NetSuite File Cabinet. In the File Cabinet, you cannot restrict edit access at the file level. You can restrict access only to the folder that contains the file. You should set strict access control for which classes of users can modify or, if applicable, view those files in specific folders. Otherwise, an account user may be permitted to change the configuration data in the file. A configuration change can potentially break the system or cause it to function in a way in which it was not intended.

Consider a critical workflow system that relies on a configuration containing a value APPROVER=email@example.com, and this configuration is accessed from a File Cabinet file. A user able to edit the configuration file can replace the email address and subvert the approval mechanism. Ensure that only users suitably authorized to make edits on the file have edit privileges. For more information, see Restricting Access to File Cabinet Folders.

You can prevent unauthorized access to a File Cabinet file through the internet, or enable all company users to have view access to a file by checking the required preference box. For more information, see Preferences on File Records.

System Notes in the File Cabinet

Every file loaded into the File Cabinet has a system notes record to track changes made to the file, including the context and when the changes were made. For more information, see System Notes Overview and Searching System Notes.

System notes for JSON, XML, and JavaScript files also include a File Content Hash field. The File Content Hash field is calculated by NetSuite based on the file contents, so it changes every time the file changes.

When a remote file that was added to the File Cabinet using a URL is modified, the File Content Hash field changes when you download this file or its parent folder from the File Cabinet. The value of the File Content Hash field also changes when NetSuite accesses the modified file through an internal process, such as a SuiteScript method call, or a SuiteFlow workflow step. This change is reflected in the system notes for that file.

The File Cabinet and Your Website

If you use Site Builder or SuiteCommerce Advanced, all website assets, including SSP Applications are stored in the Website Hosting Files folder. For more information, read the following topics:

You can also create a company intranet site and post links to files stored in the File Cabinet. The following features are required to publish files to an intranet site:

  • File Cabinet

  • Document Publishing

  • Intranet

Related Topics

General Notices