Standard Role: By default, standard roles will be offered, and they will not be customised.
Custom Roles: If normal roles are unable to meet your requirements or provide the necessary rights, you will need to develop custom roles to meet your needs.
To create a new custom role: Go to Setup > Users/Roles > Manage Roles > New
Enter a name for this role in the Name field; this name will be used to identify the role when employees are granted access.
The system creates an id by default; but, if necessary, you can change the id to the format you require.
Select the centre type for which this role is appropriate; note that the centre type cannot be modified once the role has been saved.
You can define which subsidiaries this position applies to in one global account by selecting subsidiaries. Users with this position can only establish entities or post transactions for the subsidiaries they’ve chosen.
Employee Restrictions:
In the Employee Restrictions you have three filters
- Own -none default: If this filter is selected then employee select fields user will be defaulted.
- Own, subordinate & Unassigned: If this filter is selected then user can select his subordinates and un assigned employees in the lists.
- Own and subordinates only: If this filter is selected then user can select himself and his subordinates only.
Allow Viewing: Check this box to allow users logged in with this role to only view the employee data but not editing. They can view the records by department restrictions filtering.
Do Not Restrict Employee Fields: If this check box is checked then user can select any employee in the employee select fields.
Allow Cross-Subsidiary Record Viewing: If this checkbox is checked then user can see records of other subsidiaries to which he don’t have access but he can’t edit the records.
Support Role: If this checkbox is checked and employee restrictions are applicable then users will be restricted in accessing cases based on assigned employee in case.
Partner Role: If this checkbox is checked and employee restrictions are selected then user will be restricted in accessing partner and vendor transactions.
Information about the role permissions:
In NetSuite you can define permissions for different record types like lists, transactions, reports, setup, custom records.
To define the permission in Role page: Go to Set Up > Users/Roles >Manage Roles.
Under the permission tab you will find subtabs like
- Transactions
- Reports
- Lists
- Setup
- Custom Record
To Add Permission: Under permissions tab select the record type for which you want to add permission and define permission level.
Cancel: Helps to Cancel the action.
Insert: Helps to insert the line in between two lines.
Remove Permission: Select the line which you want to remove and click on remove button that record type will be deleted.
Permissions for General Access Levels:
VIEW: When the access level is set to “View,” the user can only view the record; they can’t add new records or alter existing ones.
CREATE: When the permission level is set to “Create,” the user can only view existing entries and create new ones; they cannot edit or remove them.
EDIT: When the permission level is set to “Edit,” the user has the ability to create new records, view and edit existing entries, but not remove them.
FULL: If the access level is set to “Full,” the user has complete control over all actions, including creating, viewing, editing, and deleting.