Setting Permissions for a Custom Record Type

To manage access to custom record type data, you can:

Define the Permission Model

You can use the Access Type list on a custom record type page to define a permissions model for a custom record type. This model can be based on: custom record entries permissions defined on role records, permissions defined on the Permissions subtab of a custom record type, or no permissions (meaning access to the custom record type is public).

Note:

As of 2012.1, the Access Type list replaces the Use Permissions check box that was available in prior releases.

The Access Type list includes the following options:

  • Require Custom Record Entries Permission

    • This option is the default.

    • Custom record types created prior to 2012.1 that did not have the Use Permissions box checked have this option set.

    • This option indicates that only users logging in with a role with permission granted to the custom record type can access it. This permission can be set on the Lists subtab of the Permissions subtab on each Role page. See Customizing or Creating NetSuite Roles.

      Note that this limitation does not apply to the owner of the custom record type. The owner always has full access in any role.

  • Use Permission List

    • Custom record types created prior to 2012.1 that had the Use Permissions box checked have this option set.

    • This option indicates the users logging in with a role with permissions defined on the Permissions subtab of the custom record type can access it. This permission can also be set on the Custom Records subtab of the Permissions subtab on each Role page.

      Note that this limitation does not apply to the owner of the custom record type. The owner always has full access in any role.

    • For details about creating a permission list, see Setting Up a Permissions List for a Custom Record Type.

  • No Permission Required

    • This option indicates that it is considered public and all users can access this custom record type.

    • With this option, any user can modify the record if they get access to its entry form, which they could do through a URL, even if they do not have a link to the form.

    • You can use this option for records that must be accessible to scripts, but that you do not want users to access. After testing, clear the Allow UI Access box for the record. With this combination of settings, there are no restrictions on programmatic access to the record type, but no access through the user interface. See Prevent Access through the User Interface.

    • Prior to 2012.1, this option was not available for custom record types.

Prevent Access through the User Interface

You can clear the Allow UI Access box for a custom record type, to indicate that it can only be accessed programmatically. For example, this could be done through SuiteScript or SOAP web services. By default, the Allow UI Access box is checked.

When this box is cleared:

  • You cannot access the custom record type from the NetSuite user interface.

  • If you attempt to list, search, view, edit, or create a record of this type in the user interface, the following error message appears: Access to that record type from the user interface is not allowed.

  • The following custom record options are locked as disabled: Allow Quick Search, Allow Quick Add, and Include in Search Menu.

Important:

You need to take additional steps to control access to custom record data through searches. See Limiting Search Access to Custom Records.

Related Topics

Specifying Permission and UI Settings

General Notices