Restricting Access to Records by Location

If your account has the Locations feature enabled, you can restrict access to transaction, employee, partner, and optionally item records based on location values. You can also limit which locations users can assign to these records. You can set location restrictions by user role and then apply them to everyone using that role.

Important:

Any account in the Chart of Accounts without an assigned location isn't subject to the own, subordinate, and unassigned or own and subordinates only restrictions.

The following settings for the Location Restrictions field on the Role page define location-related restrictions for transaction and customer records:

Check the Allow Viewing box to let users logged in with this role see, but not edit, records for locations they don't have access to.

Check the Apply to Items box to add these location restrictions to item records, in addition to transaction and customer records.

To set up a role with these restrictions, go to Setup > Users/Roles > Manage Roles. Click Customize or Edit, or click the New button.

Important:

In NetSuite OneWorld, subsidiary restrictions automatically apply to locations. For example, if Location A is assigned to only Subsidiary X and a role is restricted to Subsidiary X, users with that role can access Location A only, even if that role doesn't have location restrictions.

Important:

If you're using the Advanced Employee Permissions feature, restrictions on the Role page apply only to the Employees and Employee Administration permissions. The Employee Public and Employee Confidential permissions ignore the restrictions on this page. For more information, see Setting Employee Access for Advanced Employee Permissions.

You can also apply role-based location restrictions to custom records. For more information, see Applying Role-Based Restrictions to Custom Records.

Related Topics

General Notices