The NetSuite File Cabinet is a vital component of your system architecture. It provides a centralized document management solution that integrates with every record and transaction in NetSuite. It’s an often overlooked feature taken for granted but when properly utilized the NetSuite File Cabinet can streamline document storage, organization and encourage collaboration.
One of the key advantages of the NetSuite File Cabinet is its ability to bring order to the chaos of system files, attachments and collaborative documents.
Files in NetSuite don’t need to be a disorganized mess in the backend that no one knows how to access or use. A calculated structure, predefined filing and folder permissions can all help to create a logical filing tool that the whole company can benefit from.
In this article, we will delve into the key features of the NetSuite File Cabinet, exploring how to upload and organize documents, manage permissions and grant access.
What is the NetSuite File Cabinet
The NetSuite File Cabinet is a document management feature that allows NetSuite users to store, organize, and access files in a centralized repository. It serves as a virtual filing cabinet providing secure storage for not only critical system files but also business documentation.
Since the file cabinet is housed within your NetSuite system it is therefore cloud based and accessible globally.
Encouraging users in your organization to use the NetSuite file cabinet for storing and sharing documents improves data security, reduces the risks of duplication and maximizes the availability of data to authorized personnel.
The file cabinet is a standard feature of all NetSuite environments since it’s use is not optional. Critical system files are stored here as well as data relating to add-ons and SuiteApps.
NetSuite File Cabinet Permissions
To access the file cabinet you need to ensure the role in use has the Documents and Files permission.
To attach files you will need to have this permission at level Create or greater.
|Be aware that there is no standard way to split file and folder Create permissions. If a user has access to upload files, they also have access to create new folders. This can be a problem and you can almost be certain that an inexperienced user will at some point create a new folder by accident.
One way to mitigate this risk is by using the Drag and Drop feature to predefine upload folders. We look more at the Drag and Drop feature later in this article.
If a user has the Documents and Files permission at View level they can still view files but not upload or edit them.
If you are storing sensitive customer data in your file cabinet and are based in the EU, you need to put extra care in to setting up permissions to ensure you maintain GDPR compliance.
Role permissions are not the only way you can restrict access to the NetSuite file cabinet. You can also set folder specific access.
If you have the right amount of time and desire you can set permissions on all your folders to ensure only the relevant people, roles or departments can access each set of documents.
Even put to use at a very limited level, you are able to restrict visibility to sensitive data such as payroll files or EFT files.
When using a role with Full access to the file cabinet, click Edit next to the folder you want to restrict.
You than have the following options to set access restrictions.
- Restrict by Class – Restrict access to users associated with a certain Class.
- Restrict by Department – Restrict access to employees tagged to a certain department.
- Restrict by Location – Restrict access to employees based in a certain location.
- Restrict by Subsidiary – Restrict access to employees of a certain subsidiary. Be aware that employees of a parent subsidiary have access to all folders restricted by any of its child entities.
- Restrict by Group – Create an employee group and restrict this folder by it.
- Private – Make this folder private so it can only be viewed by you (the creator).
If you create a subfolder of a folder with restrictions, the subfolder will inherit those restrictions.
If you give new restrictions to a parent folder, sub folders will not automatically inherit those restrictions.
Viewing Files in the NetSuite File Cabinet
If you are using a role with sufficient permissions you will see the file cabinet on your quick access bar, listed under Documents > Files.
Click on the name of a folder to view it’s contents. To view the file you can click the Download link in the right hand column, or click the name of the file.
Clicking Edit to the left of the file name will take you to the file’s NetSuite record where things such as description and alt tags can be set.
Of course, much of the time you will not be viewing documents directly from the file cabinet. Most files in NetSuite are attached via a record or transaction. To view files attached to a record or transaction, navigate to the Communication and Files subtabs.
View the file by clicking the name of the attachment or the Download link on the right hand side.
The Remove link should not be mistaken for a Delete. Clicking the Remove button will disassociate the file with this particular record but will not delete it from the file cabinet. If you want to delete the file, and have the required permission, you should click the Edit link then delete the record.
Uploading files to the NetSuite File Cabinet
There are a number of different ways to upload files to the NetSuite file cabinet. the right path depends on a few factors such as the reason for the upload, who needs to access, when it needs to be accessed and who is uploading.
The three most common routes available to you are as follows.
Attaching Files to NetSuite Transactions and Records
If a file relates to a particular record in the system it can be uploaded to the file cabinet and attached to that record simultaneously. This is always a preferred method for infrequent users as the alternative, allowing them to upload directly to the file cabinet, presents many opportunities for error.
First navigate to the record which you want to attach the file to. View the Files subtab which is normally found under the Communication tab.
Click the New File button and a popup will open.
In the popup, upload the file from your computer and select the NetSuite folder to upload to. Click Save.
Shortly after the popup closes you should see your file appear in the Attached Files list.
|A real life scenario is shown here in How to Attach a File to a NetSuite Expense Report.
Uploading Files Directly to the NetSuite File Cabinet
If you do not need a file to be attached to a record, or if it can be attached at a later date, then you can upload directly to the file cabinet. This method requires users to navigate the file cabinet and select the relevant folder. I wouldn’t advise giving all users instruction to attach files this way. Administrators and experienced users though, can use this method for certain requirements.
Using a role with sufficient permission, navigate to Documents > Files > File Cabinet. Click through to the folder in which you want to upload the file.
Select the Add File button. A file selection popup will open. Select the file and click Open. Shortly after, the file will appear in the list of folder contents
Attaching Files in NetSuite using Drag and Drop
Using NetSuite File Drag and Drop is the safest method for users to upload files. Using this bundle folders can be predefined and users simply drag and drop (as the name suggests) on to a new marked out space at the top right of the screen.
|To follow these steps you need to have the Drag and Drop feature installed in your NetSuite instance. Follow the steps outlined here in the NetSuite Help Center to install File Drag and Drop.
Navigate to the record which you want to attach the file to. You will notice a marked out area at the top right of the screen that says Drop Files Here.
Drag the saved file from the folder on your computer and drop it on the marked out area. After dropping the file a progress bar will appear. Wait for the progress bar to complete before navigating away from the record or dropping another file.
After your file is uploaded you can always navigate to the Files subtab to verify that it is showing in the Attached Files sublist.
NetSuite File Cabinet Size
The size of the NetSuite file cabinet can vary in some accounts but the standard offering is 10 gigabytes. You can confirm how much allowance you have and how much is in use by viewing the Billing Information page in your NetSuite instance.
To view the Billing Information navigate to Setup > Company > Billing Information.
Look for the entry under Billable Components for File Cabinet Size and you will see the available quantity in Gb.
In the final column, Current Used Qty, you can see an estimation of how much is currently being used in your system.
If you have overshot your allowance, or think you are close to doing so, you can speak to your NetSuite account manager about purchasing additional space. The other option is to not speak to your account manager and just wait for them to reach out about it – you didn’t get that advice from me though!