Version: eXtendFiles 1.6.5 and above
Audience: NetSuite Administrator, NetSuite User, Microsoft 365 Administrator
Applicable Cloud Storage: Microsoft OneDrive

Overview

The User Based File Upload feature in eXtendFiles enables granular control over file sharing permissions. When configured, this feature ensures that uploaded files have their sharing permissions set based on the folder they're uploaded to, with the uploading user designated as the file's Owner. You can manage sharing permissions directly from the OneDrive/SharePoint folder where the files are stored. For detailed information on configuring the OneDrive/SharePoint folder, refer to 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. For example, if eXtendFiles is authenticated to a SharePoint site hosted in Microsoft 365 at mydomain.com, users who upload files must also have Microsoft 365 accounts from mydomain.com with matching email addresses in NetSuite.

Configuration Steps

  1. Enable User Based File Upload in your eXtendFiles Setup (NetSuite Administrator)
    Enable the USER BASED FILE UPLOAD preference on the eXtendFiles Setup page.

  2. Authenticate eXtendFiles with OneDrive (NetSuite Administrator, Microsoft 365 Admin)
    Use a Microsoft 365 Admin account to authenticate after configuring the eXtendFiles Setup page.
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  3. Individual User Authentication
    1. Each user must authenticate with their own Microsoft 365 credentials
    2. To authenticate:
      1. Open an eXtendFiles record in Create mode
      2. Click Click to Authenticate in the file upload area
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      3. Sign in with your Microsoft 365 credentials
    3. After authentication, you can upload files to OneDrive using eXtendFiles
      Important: 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

  • User Context Storage
    • The ADDITIONAL INFORMATION field in eXtendFiles records stores the user context for file uploads when User Based File Uploads is enabled.
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  • Authentication for Different Upload Types
    • Internal Uploads: Uses logged-in user's credentials for files created within NetSuite. User's email is saved in the ADDITIONAL INFORMATION field.
    • Public Uploads: Utilizes Microsoft 365 Admin user's credentials for files uploaded externally. Admin's email is recorded in the ADDITIONAL INFORMATION field.
  • File Sharing and Permissions