File Cabinet Overview

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

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.

Your NetSuite account configuration or configuration of other critical business systems might 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 only restrict access 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 might 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, 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.

To prevent unauthorized access to a File Cabinet file through the internet, you can make a file available only with login. For more information, see Permissions and File Cabinet Files.

To enable all company users to have view access to a file, you can make a file available for company-wide usage. For more information, see Making a File Available to All Company Users

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, SuiteScripts are stored in the SuiteScripts folder.

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.

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>, 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 topic in Traffic Health.

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:

Related Topics

Searching and Viewing Files in the File Cabinet
Permissions and File Cabinet Files
Making a File Available to All Company Users
Working with File Cabinet Folders
Uploading Files to the File Cabinet
Uploading Your Logo
Working with Files
Expense Report Attachments Migration Tool
File Types Recognized in the File Cabinet

General Notices