Roles & Permissions
Control what users can do in NetSuite.
What are Roles & Permissions?
A Role defines what a user can do. It contains:
ROLE = PERMISSIONS + RESTRICTIONS + FORMS + DASHBOARD
===============================================================================
ROLE: Sales Representative
│
├── PERMISSIONS (What they can do)
│ ├── Sales Order: Create, Edit
│ ├── Invoice: View only
│ ├── Customer: Full access
│ └── Reports: View
│
├── RESTRICTIONS (What data they see)
│ ├── Location: East Region only
│ └── Department: Sales only
│
├── FORMS (What forms they use)
│ └── Sales Order: "Sales Team Form"
│
└── DASHBOARD (Their home page)
└── Sales Dashboard
Permission Levels Explained
When you set a permission, you choose a level:
| Level | Can Create | Can View | Can Edit | Can Delete |
|---|---|---|---|---|
| None | ✗ | ✗ | ✗ | ✗ |
| View | ✗ | ✓ | ✗ | ✗ |
| Create | ✓ | ✓ | ✗ | ✗ |
| Edit | ✓ | ✓ | ✓ | ✗ |
| Full | ✓ | ✓ | ✓ | ✓ |
Example:
- Sales Rep with Edit on Sales Orders can create and modify orders, but cannot delete them
- Sales Rep with View on Invoices can see invoices but cannot create or change them
How to View Role Permissions
VIEWING A ROLE'S PERMISSIONS
===============================================================================
Step 1: Navigate
Setup > Users/Roles > Manage Roles
Step 2: Find the role
Search or scroll to find it
Step 3: Click the role name
Opens the role detail page
Step 4: Go to "Permissions" subtab
See all permissions organized by category
Permission Categories
Permissions are organized into categories:
| Category | Examples |
|---|---|
| Transactions | Sales Order, Invoice, Purchase Order, Bill |
| Lists | Customers, Vendors, Items, Employees |
| Reports | Financial Reports, Sales Reports |
| Setup | Company Settings, Accounting Preferences |
| Custom Record | Any custom records you've created |
Common Role Examples
Sales Representative
SALES REP PERMISSIONS
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Transactions:
├── Estimate: Full
├── Sales Order: Full
├── Invoice: Create (no edit after)
└── Credit Memo: None (needs manager)
Lists:
├── Customer: Full
├── Contact: Full
├── Items: View
└── Vendors: None
Reports:
├── Sales Reports: View
└── Financial Reports: None
Accountant
ACCOUNTANT PERMISSIONS
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Transactions:
├── Journal Entry: Full
├── Vendor Bill: Full
├── Vendor Payment: Full
├── Invoice: Edit
└── Bank Reconciliation: Full
Lists:
├── Customers: Edit
├── Vendors: Full
├── Accounts: Edit
└── Items: View
Reports:
├── All Financial Reports: View
└── All Standard Reports: View
How to Modify Permissions
CHANGING A ROLE'S PERMISSIONS
===============================================================================
Step 1: Navigate
Setup > Users/Roles > Manage Roles
Step 2: Find and click the role
Step 3: Go to "Permissions" subtab
Step 4: Find the permission to change
├── Click the category (Transactions, Lists, etc.)
├── Find the specific item
└── Change the dropdown level
Step 5: Save
Note: Changes take effect on user's next login
Assigning Roles to Users
GIVING A USER A ROLE
===============================================================================
Step 1: Navigate
Setup > Users/Roles > Manage Users
(or Lists > Employees > Employees > [Employee])
Step 2: Find and click the user
Step 3: Go to "Access" subtab
Step 4: In "Roles" section
├── Click "Add"
├── Select the role
└── Save
Result: User can now access NetSuite with that role
Multiple Roles
Users can have multiple roles:
MULTIPLE ROLES EXAMPLE
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User: John Smith
Assigned Roles:
├── Sales Representative (daily work)
└── Report Viewer (monthly analysis)
John can:
├── Switch between roles in the menu
├── Choose a role at login
└── Have one default role
When to use multiple roles:
- User does different types of work
- User needs access to different departments
- User needs extra report access
Quick Reference
| I want to... | Go to |
|---|---|
| View a role's permissions | Setup > Users/Roles > Manage Roles > [Role] |
| Change a permission | Role > Permissions subtab > Change dropdown |
| Assign role to user | Employee record > Access subtab > Add role |
| Create a new role | Setup > Users/Roles > Manage Roles > New |
| Clone a role | Role page > Actions > Duplicate |
Tips
| Do | Don't |
|---|---|
| Start with standard roles | Build from scratch |
| Give minimum needed access | Give Full access to everything |
| Test before assigning | Deploy without testing |
| Review roles quarterly | Set and forget |
Key Takeaways
- Role = Permissions + Restrictions - controls what users can do and see
- 5 permission levels - None, View, Create, Edit, Full
- Users can have multiple roles - switch between them as needed
- Start with standard roles - customize from there
- Changes take effect on next login
Related Topics
- Custom Roles - Creating new roles
- Role Restrictions - Limiting data access
- Roles Overview - More role concepts