Version: eXtendFiles 1.6.2 and above
Audience: User

Use Cases

  • Make individual files public/private (applicable to Amazon S3 only).
  • View private files by using a signed URL, if permitted, using the eXtendFiles record or via inline links on a linked record (Amazon S3, Microsoft Azure, or Oracle Object Storage).
  • View private files by using a shared URL, if permitted, using the eXtendFiles record or via inline links on a linked record (Microsoft SharePoint/OneDrive with user-based file upload).

Overview

eXtendFiles allows you to set your eXtendFiles record links private and only accessible with a signed/shared URL. 

Currently, this feature is available when using Amazon S3, Microsoft Azure, Oracle Object Storage, or Microsoft SharePoint/OneDrive as your backend storage.

URLs for files uploaded using the private upload feature will have a default sharing type assigned based on the eXtendFiles configurations in your NetSuite environment.

There are four configuration options in eXtendFiles in regard to sharing permissions. Additional information is available at Configure eXtendFiles' File Sharing Settings for NetSuite Administrators.
  1. Sign URL if User has File's record permission.
  2. Sign URL based on linked record.
  3. Sign URL for configured user/role permission.
  4. Allow Folder Based Sharing Permission.
Contact your NetSuite Administrator for information regarding the configurations within your NetSuite account.


Notes:

  • When using Microsoft Azure or Oracle Object Storage as the backend storage, the sharing type will be always private.
  • The "Make Private" and "Make Public" buttons will appear on the eXtendFiles record only if the user has permissions to view or create private files. These permissions are configurable from the eXtendFiles Setup page.
  • Upon cloning an existing eXtendFiles record, if they are being attached to other records, the file sharing type will be retained on the cloned eXtendFiles record.

Make eXtendFiles Links Private/Public (Amazon S3)

Information regarding making eXtendFiles links private are listed below (for Amazon S3).

Set File as Private

  1. When enabled by your NetSuite Administrator, if the current user or role has permission to view private files, the Make Public or Make Private button will be visible on eXtendFiles record.

  2. If your eXtendFiles record is not currently private, the Make Private button will appear on the extendFiles record.
    Image Placeholder
  3.  After clicking the Make Private button, your eXtendFiles sharing type changes from public to private and a success message will appear as shown in the screenshot below.
    Image Placeholder
  4. The file links and preview links will become private. The thumbnail image can still be viewed on the record if not disabled by your NetSuite Administrator.
  5. To view these private files, you will generate signed links using the “Generate Public Link” button on the eXtendFiles record. Details regarding viewing private files is explained the Viewing Private Files section below.

Set File as Public

  1. If you want to make your eXtendFiles record public, click the Make Public button. This button will appear on records which are currently marked as private.
    Image Placeholder
  2. After clicking the Make Public button, your eXtendFiles sharing type changes from private to public and a success message will be displayed as shown in the screenshot below.
    Image Placeholder

Notes

  1. For Microsoft Azure and Oracle Object Storage:
    1. Uploaded files will always be private. 
    2. You will not find Make Public/ Make Private button on eXtendFiles records as it is only for Amazon S3.
    3. File preview images and thumbnail images will also be private, and you will need signed URLs to view them.
    4. For viewing the files, please refer to the next section: Viewing Private Files.
  2. Upon changing the eXtendFiles sharing type, the file sharing type of the parent eXtendFiles record (cloned from), if any, will also change.
  3. Upon changing the eXtendFiles record’s file type, its file sharing type may change as per the configurations specified by your NetSuite Administrator for that file type. Note: The file sharing type may not change immediately as this process is executed on a scheduled basis.

Viewing Private Files (Amazon S3, Microsoft Azure, Oracle Object Storage)

eXtendFiles allows you to generate signed URLs to view private eXtendFiles for a limited amount of time.

User access permissions are configured on the eXtendFiles Setup page to view private URLs. By default, users with the roles of “Administrator” and “Full Access (Deprecated)” have access to view private URLs.

Contact your NetSuite Administrator for more information regarding the permissions required for viewing private URLs in your NetSuite account. For more information regarding the configuration of file permission settings, please see Configure eXtendFiles File Sharing Settings.

Steps for generating signed URLs are listed below.

eXtendFiles record (using inline button)

  1. Go to your private eXtendFiles record.
  2. Generate a signed URL to share with others (to view the private file temporarily) by clicking the “Generate Signed URL” button.Image Placeholder
  3. Upon clicking the “Generate Signed URL” button, a signed URL will be generated for the private file for a limited duration (up to 7 days, as specified by your NetSuite Administrator). You can copy the URL by clicking on the “Copy Signed URL” button.Image Placeholder
  4. Upon clicking the field above, your file will open in a new tab.

    Note: Some file formats which are unsupported by your browser will be downloaded automatically depending upon the web browser you are using.

eXtendFiles record (using formula field)

  1. Go to your private eXtendFiles record.
  2. Click the link present in the eXtendFiles - View Uploaded File field.

    Note: If this field is not available on the eXtendFiles record, contact your NetSuite Administrator to see if the field is hidden or if another field is being used.
  3. This link will open in a new tab and a signed URL will be generated for viewing the file if you have the required permissions.

    Note: Some file formats which are unsupported by your browser will be downloaded automatically depending upon the web browser you are using.

eXtendFiles record (using workflow-based button)

If a workflow button is being used to generate signed URLs, you will find a button at the record level which will generate signed URLs and save them to the following fields. For more information regarding the workflow configuration, see Generating eXtendFiles Signed Link/URL via Workflow.
  1. Pre-signed URL
    This field will store the generated signed URL for the main file's URL.
  2. Pre-Signed URL Expiry Time
    This field will store the time stamp by which the generated signed URL will be valid.
  3. Pre-Signed URL Generation Error
    If any error occurs during generation of the signed URL, it will be stored in this field.
  4. eXtendFiles - Pre Signed Preview URL
    This field will store the signed URL for the preview image URL.

    Note: This field will only populate if the workflow is configured to generate signed URLs for preview images.
  5. eXtendFiles - Pre Signed Thumbnail URL
    This field will store the signed URL for the thumbnail image URL.

    Note: This field will only populate if the workflow is configured to generate signed URLs for thumbnail images.
  6. eXtendFiles - Pre-Signed Preview URL Error
    If any error occurs during generation of a Preview image's signed URL, it will be stored in this field.
  7. eXtendFiles - Pre-Signed Thumbnail URL Error
    If any error occurs during generation of a Thumbnail image's signed URL, it will be stored in this field.

From transactions or custom records

  1. Go to the record where eXtendFiles are attached.
  2. Make sure the eXtendFiles Inline Link View is configured on your record. If the inline list view is configured on your record, then an inline list of attached eXtendFiles will appear on your record as shown below. For more information on configuring the Inline Link View, see Configure eXtendFiles Inline Link View on a Record.
    Image Placeholder
  3. Click the Copy icon to copy the link of the file to your clipboard. If you have permissions to view private files, the link copied will be the public link for the file.
  4. Your file will open in a new tab.

    Note: Some file formats which are unsupported by your browser will be downloaded automatically depending upon the web browser you are using.

Viewing Private Files (Microsoft SharePoint/OneDrive with User-Based File Upload)

When using Microsoft SharePoint/OneDrive with user-based file uploads, shared URLs (to share internally within your organization) and anonymous access shared URLs (to share outside your organization) can be generated.

As mentioned in the previous section, the method for generating the shared URLs is similar to that of signed URL generation, but the generated URLs are not public. Only public URLs can be generated via workflow (if configured to generate anonymous access shared URLs). See Generating eXtendFiles Shared Link/URL via Workflow [SharePoint/OneDrive] for more information on workflow configuration.

eXtendFiles record (using inline button)

  1. Go to your private eXtendFiles record.
  2. You generate a shared URL to share with others for viewing the private file temporarily by clicking the “Generate Shared URL” button.
    Image Placeholder
  3. Upon clicking the “Generate Shared URL” button, a signed URL will be generated for the private file for a limited duration (up to 7 days, as specified by your NetSuite Administrator). You can copy the URL by clicking on the “Copy Signed URL” button.Image Placeholder
  4. Upon clicking the link above, your file will open in a new tab. 

    Note: Some file formats which are unsupported by your browser will be downloaded automatically depending upon the web browser you are using.
  5. This URL can only be accessed by a user if they have access to the Microsoft SharePoint/OneDrive account for your organization.

eXtendFiles record (using formula field):

  1. Go to your private eXtendFiles record.
  2. Click the link present under the eXtendFiles - View Uploaded File field.

    Note    : If this field is not available on the eXtendFiles record, contact your NetSuite Administrator to see if the field is hidden or if another field is being used.
  3. This link will open in a new tab and a shared URL will be generated for viewing the file if you have permissions to your organization's Microsoft SharePoint/OneDrive account.
  4. Upon clicking the link above, your file will open in a new tab.

    Note: Some file formats which are unsupported by your browser will be downloaded automatically depending upon the web browser you are using.

eXtendFiles record (using workflow-based button)

If a workflow button is being used for generating shared URLs, it will be available at the record level for generating shared URLs and saving them to the following fields. See Generating eXtendFiles Shared Link/URL via Workflow [SharePoint/OneDrive] for more information on workflow configuration.
  1. Pre-signed URL
    This field will store the generated shared URL for the main file's URL.
  2. Pre-Signed URL Expiry Time
    This field will store the time stamp by which the generated shared URL will be valid.
  3. Pre-Signed URL Generation Error
    If any error occurs during generation of the shared URL, it will be stored in this field.
  4. eXtendFiles - Pre Signed Preview URL
    This field will store the shared URL for the preview image URL.

    Note: This field will only populate if the workflow is configured to generate signed URLs for Preview images.
  5. eXtendFiles - Pre Signed Thumbnail URL
    This field will store the shared URL for the thumbnail image URL.

    Note: This field will only populate if the workflow is configured to generate shared URLs for Thumbnail images.
  6. eXtendFiles - Pre-Signed Preview URL Error
    If any error occurs during generation of a Preview image's shared URL, it will be stored in this field.
  7. eXtendFiles - Pre-Signed Thumbnail URL Error
    If any error occurs during generation of a Thumbnail image's shared URL, it will be stored in this field.

    Note: URLs generated can be either shared or anonymous access depending on the workflow configuration used.

From transaction or custom records

  1. Go to the record where eXtendFiles are attached.
  2. Make sure the eXtendFiles Inline Link View is configured on your record. If the inline list view is configured on your record, then an inline list of attached eXtendFiles will appear on your record as shown below. For more information on configuring the Inline Link View, see Configure eXtendFiles Inline Link View on a Record.

  3. Click the Copy icon to copy the link of the file to your clipboard. The copied link will be a shared URL and you will only be able to view it if you have access to your organization's  Microsoft SharePoint/OneDrive account.
  4. Your file will open in a new tab.

    Note: Some file formats which are unsupported by your browser will be downloaded automatically depending upon the web browser you are using.

Notes

  1. eXtendFiles links which are shown in the Multi-Approval and Single-Approval templates are signed by default for a limited amount of time (as specified by your NetSuite Administrator).
  2. For Amazon S3 and Microsoft Azure storage, if the configured bucket/container names on the eXtendFiles Setup (Bucket and Additional Bucket for Amazon S3 and Azure Container and Azure Additional Container for Microsoft Azure) is different from the bucket name present on the file URL link, then the signed URL generation will not be available, and the public/private buttons will not appear on such records.
  3. Generating anonymous links in Microsoft SharePoint/OneDrive requires the enablement of external sharing as described in Required SharePoint Permissions to Use eXtendFiles.