Setting up employee roles and permissions in NetSuite ensures secure and efficient access to the system, tailored to each user’s responsibilities. Follow these steps:
Step 1: Access the Roles and Permissions Area
- Navigate to Setup > Users/Roles > Manage Roles.
- Review the list of predefined roles or create a custom role based on your requirements.
Step 2: Create a New Role (Optional)
- Click New Role.
- Enter a Role Name and assign it to a category (e.g., Sales, Finance, IT).
- Set the Subsidiary Access if using NetSuite OneWorld, to limit the role to specific subsidiaries.
Step 3: Assign Permissions
- In the role setup page, navigate to the Permissions tab.
- Add permissions by category, such as Transactions, Reports, Lists, and Setup.
- For each permission, set an access level:
- View: Read-only access.
- Create: Add new records.
- Edit: Modify existing records.
- Full: Complete access, including deletion.
Step 4: Test Role Functionality
- Save the role and assign it to a test user under Lists > Employees > Employees.
- Log in as the test user to verify that the assigned permissions work as intended.
Step 5: Assign Roles to Employees
- Navigate to Lists > Employees > Employees.
- Open the employee record and go to the Access tab.
- Enable Give Access and select the appropriate role(s) from the dropdown.
- Save the changes.
Step 6: Use Role-Based Dashboards
- Customize dashboards for specific roles to ensure employees see relevant KPIs and tasks upon login.
- Access Home > Dashboard and use the Personalize option to add role-specific content.
Step 7: Regularly Review and Update Permissions
- Periodically audit roles under Setup > Users/Roles > Manage Roles to ensure they align with current business needs.
- Update or remove roles and permissions as employees’ responsibilities change.
By properly configuring roles and permissions, you can secure sensitive data, streamline workflows, and provide employees with the tools they need to perform their jobs efficiently.