Version: eXtendFiles 1.6.5 and above
Audience: Administrator

Use Case

Limit access to eXtendFiles in NetSuite to specific employees and roles, based on the folders where the files have been uploaded.

Applicable Storage Types:  
  • Amazon S3.
  • Microsoft Azure Blob Storage.
  • Oracle Object Storage.

Introduction

eXtendFiles enables you to upload files to various folders and buckets (or containers for Microsoft Azure). It also lets you set file viewing permissions based on the folders where the eXtendFiles records are uploaded.

See Configure Folder Information to upload file to specific folders for more information uploading files to different folders.

Configuration

  1. Go to Customization → Lists, Records & Fields → Record types → eXtendFiles - Folder Sharing Rule → New.Image Placeholder
  2. Specify the applicable field values, and then Save the eXtendFiles - Folder Sharing Rule.
    1. Name: Specify the name of folder (like folder) for which you are creating this folder sharing rule record.
    2. Roles: Select the roles who will have access to the eXtendFiles records in the folder.
    3. Employee: Select the employees who will have access to the eXtendFiles records in the folder.
    4. Allow Sub-Folders: Check this checkbox if you want to also grant access to the sub-folders within this folder.
    5. Priority: Specify the priority of this rule relative to any other rule records which are configured.

      Note: The lower the priority number, the higher the priority.
  3. Specifying permissions for non-mapped folders
    When folder sharing is enabled, files can only be viewed by the employees and roles selected in the folder sharing rules records. If no folder sharing rule is specified for a folder, files uploaded in that folder can only be viewed by users in the Administrator role.

    If you want to allow employees and roles to view files that were not uploaded to the folders for which folder sharing rules exist, then another folder sharing rule will be needed. Follow the steps below to do so:
    1. Create an eXtendFiles - Folder Sharing Rule and specify its name as *.
    2. Select the employees and roles who should have access. If no roles or employees are selected, all roles and employees will have permission to access eXtendFiles records.
    3. Leave the other fields blank.

Note: If no employee or role is selected then the configured folder will be accessible by all employees and roles.