Restricting Access to File Cabinet Folders
Within your organization, you can restrict access to files by setting permissions on File Cabinet folders. You cannot restrict individual files, but you can restrict access to the enclosing folder. You can set permissions based on various criteria, such as location, and department.
When a folder is marked as private, only the person who created that folder and the account administrator have access to it. Administrators can view the contents of any folder, including private folders and folders that have been restricted. If you create a folder, you become the owner of that folder. The owner of a folder always has access to the folder regardless of restrictions.
Restricting Access to Subfolders
Note the following when you restrict access to a folder with subfolders:
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If a subfolder is created under a parent folder after the parent folder was restricted to a group, the subfolder automatically inherits the parent folder's restriction. You can change the subfolder's restriction.
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If a parent folder's restriction is changed after a subfolder was created, the subfolder does not automatically inherit the new restriction. You can manually apply the restriction to the subfolder.
To change the restricted access setting in a folder:
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Log in to NetSuite with a role that has access to the folder.
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Go to Documents > Files > File Cabinet
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Click Edit on the folder to which you want to restrict access.
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Select from the dropdown lists to restrict access in the following categories. Note that the following list names may be different depending on record naming customization in your NetSuite account:
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Restrict by Class
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Restrict by Department
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Restrict by Location
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Restrict by Group. If you choose a dynamic group, for performance reasons, the folder is restricted to a snapshot of the dynamic group members. The snapshot is updated twice a day.
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Restrict by Subsidiary – Note that employees assigned to the parent subsidiary can access all child subsidiary folders. To change this behavior you can restrict the folder by group. For more information, see File Access Restriction by Subsidiary in File Cabinet (SuiteAnswers ID: 35400).
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Click Save.
All files in the folder are available based on the restricted access settings you selected.