Restricting Access to Records by Department
If your account has the Departments feature enabled, you can restrict access to transaction, employee, partner, and optionally item records based on their assigned department values. You can also limit the departments that users can assign to these records. Department restrictions can be defined per user role and then applied to all users logged in with that role.
Any account in the Chart of Accounts list that does not have an assigned department is not subject to the own, subordinate, and unassigned or own and subordinates only restrictions.
The following settings for the Department Restrictions field on the Role page define department-related restrictions for transaction and customer records:
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none - no default – There is no restriction on what can be selected. Record access is not determined by this field. A default selection does not appear.
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none - default to own – There is no restriction on what can be selected. Record access is not determined by this field. Fields of this type will select the user's department by default.
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own, subordinate, and unassigned – Users are restricted to records with their own department, children records of their department and records with unassigned department field. For example, if your role has access to department A, you can only see accounts in department A, as well as its children or unassigned accounts.
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own and subordinates only – Users are restricted to records with their own department and children records of their department. For example, if your role has access to department A, you can only see accounts in department A, as well as its children.
Check the Allow Viewing box to permit users logged in with this role to see, but not edit, records for departments to which the role does not have access.
Check the Apply to Items box to apply the department restrictions defined here to item records, in addition to transaction and customer records.
To set up a role to include these restrictions, go to Setup > Users/Roles > Manage Roles. Click Customize or Edit, or click the New button.
In NetSuite OneWorld, subsidiary restrictions automatically apply to departments. For example, if Department A is assigned to only Subsidiary X and a role is restricted to Subsidiary X, users with that role have access to only Department A, even if that role does not have any department restrictions.
If you are using the Advanced Employee Permissions feature, restrictions set on the Role page are only applicable to the Employees and Employee Administration permissions. The Employee Public and Employee Confidential permissions ignore the restrictions set on this page. For more information, see Setting Employee Access for Advanced Employee Permissions.
You can also apply role-based, department restrictions to custom records. For more information, see Applying Role-Based Restrictions to Custom Records.