Version: eXtendFiles all versions
Audience: All

Overview

This article explains why the Created By or Last Modified By fields on eXtendFiles records may show unexpected users who aren't directly interacting with the records. This behavior occurs in specific scenarios including public upload, uploads from eXtendMobile, and file conversion operations.

Public Upload Authentication

When using eXtendFiles Public Upload, the Created By field will show the OAuth integration user instead of the external uploader. This occurs because:

  • Public uploads require an authenticated session to create records in NetSuite
  • The integration uses a system account with OAuth 2.0 authentication to handle these uploads
  • NetSuite automatically records this system account as the creator/modifier

File Approval and Rejection Operations

When files are approved or rejected in eXtendFiles, the Last Modified By field will also show the OAuth integration user instead of the approver/rejector because:

  • These operations require authenticated sessions to update eXtendFiles records
  • The system uses the integration credentials to perform the updates
  • This authentication requirement ensures secure record modifications
Note that the name of the approver will be captured separately in the "eXtendFiles - Name of Submit User" field on the Approval subtab of the eXtendFiles record.

Preview and Thumbnail Generation

When eXtendFiles generates previews or thumbnails for uploaded files, the Last Modified By field may update to show the system integration user because:

  • File processing occurs as a background operation
  • The processing requires authenticated system access
  • These automated operations use the integration credentials

eXtendMobile File Uploads

Similar to public uploads, file uploads from eXtendMobile will show the OAuth integration user rather than the mobile user who performed the upload. This is because:

  • eXtendMobile uses OAuth 2.0 for NetSuite communication
  • The authentication is handled through a system integration user
  • The actual mobile user's identity is masked by the integration process

If you’d like to capture the mobile user performed the upload in a custom field, see How to Set 'Last Modified By' for Records via eXtendMobile.

Frequently Asked Questions (FAQs)

Q: How can I track who actually uploaded a file?
A: You can create a custom field on the eXtendFiles record to track the actual user, similar to the approach described in the eXtendMobile Last Modified By documentation.

Q: Can I change this behavior?
A: This behavior is inherent to how NetSuite handles OAuth authentication and system integrations. While it cannot be changed, you can implement additional tracking fields for user accountability. Additionally, consider the use of a dedicated integration user.

Q: Does this affect file security or permissions?
A: No, this only affects the display of the Created By and Last Modified By fields. File security and permissions remain based on the configured access controls.