Version: eXtendFiles 1.7.0 and above
Audience: User

Overview

eXtendFiles enables you to control file visibility by marking file links as private. Private files can only be accessed using a signed or shared URL. This functionality is available when using the following backend storage systems:

  • Amazon S3
  • Google Cloud Storage
  • Microsoft Azure
  • Oracle Object Storage
  • Microsoft SharePoint/OneDrive

The visibility and sharing behavior of uploaded files is determined by your NetSuite account’s eXtendFiles configuration. There are four file sharing configuration modes available:

  1. eXtendFiles Record Access
  2. Linked Records Access
  3. Folder-Based Sharing
  4. Configured User/Role Access

Administrators can configure these options via the File Sharing Settings page.

Use Cases

  • Set individual files as public or private (Amazon S3 and Google Cloud Storage only).
  • View private files using signed URLs (Amazon S3, Google Cloud Storage, Microsoft Azure, Oracle Object Storage).
  • View shared files via user-authenticated links (Microsoft SharePoint/OneDrive).
  • Enable temporary file access using workflows or record buttons.

Managing File Privacy (Amazon S3 and Google Cloud Storage)

Set a File as Private

  1. If enabled by your administrator, the Make Private button will appear on the eXtendFiles record.
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  2. Click Make Private to update the sharing type.
  3. A confirmation message will display.
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  4. The file’s preview and direct access links will now require signed URLs.
  5. Generate a signed URL using the Generate Signed URL button to share temporary access.

Set a File as Public (Amazon S3 only and Google Cloud Storage)

  1. If the file is currently private, the Make Public button will appear.
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  2. Click Make Public to make the file accessible via public links.
  3. A success message will appear confirming the change.
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Important Notes

  • Microsoft Azure and Oracle Object Storage: All files are always private. The Make Public/Private buttons do not apply.
  • Thumbnail and preview images are also private and require signed URLs.
  • Changing a file’s sharing type may also affect the parent record’s settings (if cloned).
  • Sharing type changes may be delayed due to scheduled processing.

Viewing Private Files (All Providers)

eXtendFiles provides multiple ways to generate and access signed URLs for private files.

🔐 Default Access: Only users with the Administrator or Full Access (Deprecated) roles can view private URLs by default. Additional access is configured by your NetSuite Administrator.

1. From the eXtendFiles Record (Inline Button)

  1. Open the private file’s eXtendFiles record.
  2. Click the Generate Signed URL button.
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  3. A temporary URL will be generated (the duration depends on your eXtendFiles settings).
  4. Use the Copy Signed URL button to share it.
  5. Clicking the link opens the file in a new tab.

💡 Note: Unsupported file formats may download automatically depending on your browser.

2. From the Formula Field

  1. Locate the eXtendFiles - View Uploaded File field on the eXtendFiles record.
  2. Click the link to view the file via a signed URL.
  3. Contact your administrator if the field is hidden or customized.

3. From a Workflow-Based Button

If workflows are configured to generate signed URLs, the following fields will populate:

  • Pre-signed URL
  • Pre-Signed URL Expiry Time
  • Pre-Signed URL Generation Error
  • Pre-Signed Preview URL
  • Pre-Signed Thumbnail URL
  • Pre-Signed Preview URL Error
  • Pre-Signed Thumbnail URL Error

Learn more: Generate Signed URL via Workflow

4. From Transactions or Custom Records

  1. Open the record with eXtendFiles attached.
  2. Ensure eXtendFiles Inline List Link Display is configured.
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  3. Use the Copy icon in the list to obtain a viewable link.
  4. The file will open in a new tab.

Viewing Private Files (Microsoft SharePoint/OneDrive)

When using SharePoint/OneDrive with user-based uploads, eXtendFiles supports two link types:

  • Shared URLs (internal access)
  • Anonymous Access Shared URLs (public access via workflow configuration)

1. From the eXtendFiles Record (Inline Button)

  1. Go to the private eXtendFiles record.
  2. Click Generate Shared URL.
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  3. A temporary link will be created.
  4. Use the Copy Shared URL button.
  5. Access is limited to users within your organization.

2. From the Formula Field

  1. Locate the eXtendFiles - View Uploaded File field.
  2. Click the link to open the file via a shared URL.
  3. If not visible, consult your administrator.

3. From a Workflow-Based Button

If workflows are set up for shared URL generation, the following fields will populate:

  • Pre-signed URL
  • Pre-Signed URL Expiry Time
  • Pre-Signed URL Generation Error
  • Pre-Signed Preview URL
  • Pre-Signed Thumbnail URL
  • Pre-Signed Preview URL Error
  • Pre-Signed Thumbnail URL Error

🔍 See: Generate Shared URL via Workflow (SharePoint/OneDrive)

4. From Transactions or Custom Records

  1. Navigate to the parent record.
  2. Verify the eXtendFiles Inline List Link Display is enabled.
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  3. Use the Copy icon to get the shared link.
  4. File opens in a new tab if access is permitted.
For additional configuration documentation, visit: