Version: eXtendFiles 1.6.5
Audience: Administrator, User
Applicable Cloud Storage: Microsoft OneDrive

Overview

When the User Based File Upload feature is configured, it ensures that uploaded files have their sharing permissions defaulted based on the folder in which they are uploaded and with the user performing the upload as the file's Owner. You can then control the sharing permissions for the folder directly from the OneDrive/SharePoint folder where eXtendFiles is stored. For more information on configuring the OneDrive/SharePoint folder, see Configure eXtendFiles for Storage with Microsoft OneDrive/SharePoint.

When using User Based File Upload In OneDrive, all users must authenticate using the same configured Microsoft 365 tenant. In other words, if eXtendFiles is authenticated to a SharePoint site hosted in Microsoft 365 at mydomain.com, users who can upload files must also have Microsoft 365 accounts from mydomain.com and with matching email addresses in NetSuite.

Configuration 

  1. Configure eXtendFiles to use OneDrive as your cloud storage.
    When configuring OneDrive as your cloud storage for eXtendFiles, additionally check the USER BASED FILE UPLOAD checkbox when wanting to utilize user-based uploads.

    For more details regarding the initial OneDrive setup, see Configure eXtendFiles for Storage with Microsoft OneDrive/SharePoint.
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  2. Authenticate eXtendFiles with OneDrive.
    Once the eXtendFiles Setup page has been configured, authenticate with OneDrive using a Microsoft 365 Admin account.

  3. Authenticate eXtendFiles with OneDrive from an eXtendFiles record.
    After a Microsoft 365 Admin has authenticated eXtendFiles with OneDrive using their admin credentials, each eXtendFiles user will authenticate to OneDrive from the eXtendFiles record using their own Microsoft 365 credentials.

    1. Open an eXtendFiles record in Create mode.

    2. A Click to Authenticate button will be present in the file upload area. Click the button and authenticate using your Microsoft 365 credentials.
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    3. After the authentication process is completed, the file upload area will appear, and you will now be able to upload files to OneDrive using eXtendFiles.

      Note:
      To ensure successful authentication, each NetSuite user's email address must match their email address in OneDrive and all users must authenticate using the same configured Microsoft 365 tenant.

Additional Information

  • General
    • The eXtendFiles record's ADDITIONAL INFORMATION field will store the context for the user who provided the file upload when User Based File Uploads is enabled.
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  • Internal Uploads
    • When eXtendFiles are created from within NetSuite, either through standalone record creation or inline uploads, the authentication credentials of the logged-in user will be used when adding the file to OneDrive. Additionally, the email address of the user will be saved in the ADDITIONAL INFORMATION field on the eXtendFiles record.

  • Public Upload
    • When eXtendFiles are created or uploaded from outside of NetSuite, such as using a public upload link, the authentication credentials of the Microsoft 365 Admin user (i.e., the user who authenticated to OneDrive on the eXtendFiles Setup page) are used. Additionally, the email address of the Microsoft 365 Admin user will be saved in the ADDITIONAL INFORMATION field on the eXtendFiles record.

  • Default file permissions
    • All files which are uploaded will be private. You will need to create a shared URL (to share file within your organization) or an anonymous access URL (to share file outside of your organization).

      Additional information regarding file sharing permissions and anonymous access will be added to this section in the future.

  • Approval page links
    Links on eXtendFiles approval pages are always set with anonymous access enabled, meaning anyone with the approval URL link can view them.