Forms & Dashboards

Assigning custom forms and dashboards to roles.

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Learning Objectives

After this module, you will be able to:

• Assign transaction and entry forms to roles
• Configure dashboard assignments
• Manage form access and restrictions
• Understand form/dashboard priority

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Form Assignment

Why Assign Forms to Roles?

FORM ASSIGNMENT BENEFITS
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DIFFERENT ROLES = DIFFERENT NEEDS

Sales Rep Form:                    Accountant Form:
├── Customer info prominent        ├── GL accounts visible
├── Pricing fields                 ├── Tax details
├── Commission section             ├── Posting period
├── Hide: Costs, margins           └── Hide: Commission
└── Simple layout                      Comprehensive layout

Benefit	Description
Simpler UX	Show only relevant fields
Data quality	Pre-fill role-specific defaults
Security	Hide sensitive fields from certain roles
Efficiency	Streamlined layouts for specific tasks

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Configuring Form Assignment

Navigation

Setup > Users/Roles > Manage Roles > [Role] > Forms subtab

Form Assignment Process

FORM ASSIGNMENT CONFIGURATION
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Step 1: Open Role
Setup > Users/Roles > Manage Roles
Click role name

Step 2: Go to Forms Tab
Click "Forms" subtab

Step 3: Assign Forms
For each record type:
├── Transaction Forms (Sales Order, Invoice, etc.)
├── Entry Forms (Customer, Vendor, Employee, etc.)
└── Select preferred form from dropdown

Step 4: Save Role
Click Save
Users with this role will use assigned forms

Form Assignment Example

ROLE: Sales Representative

Transaction Form Assignments:
├── Sales Order: "Sales Team Order Form"
├── Invoice: "Simple Invoice"
├── Estimate: "Quick Quote Form"
├── Cash Sale: "Retail Cash Sale"
└── Credit Memo: [Standard] (default)

Entry Form Assignments:
├── Customer: "B2B Customer Form"
├── Contact: "Quick Contact Entry"
└── Lead: "Sales Lead Form"

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Dashboard Assignment

Published Dashboards

Assign a published dashboard to standardize what users see on login.

DASHBOARD ASSIGNMENT WORKFLOW
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Step 1: Create the Dashboard
├── Navigate to a role with dashboard edit access
├── Design dashboard with relevant portlets
├── Add KPIs, shortcuts, lists
└── Test layout and content

Step 2: Publish Dashboard
Navigation: Setup > Users/Roles > Publish Dashboards
├── Create new published dashboard
├── Give it a name: "Sales Team Dashboard"
├── Configure portlets and layout
└── Save

Step 3: Assign to Role
Navigation: Setup > Users/Roles > Manage Roles > [Role]
├── Go to Preferences subtab
├── Select Published Dashboard dropdown
├── Choose: "Sales Team Dashboard"
└── Save

Step 4: Users See Assigned Dashboard
├── On login, users see published dashboard
├── Consistent view across role
└── Admin can update centrally

Dashboard Options

Option	Effect
No assignment	Users see their personal dashboard
Published dashboard	Standard view for all with role
Locked dashboard	Cannot rearrange portlets

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Form Priority/Precedence

Which Form Gets Used?

FORM SELECTION PRIORITY
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Priority (highest to lowest):

1. USER PREFERENCE (if allowed)
   └── User selected form via personalization

2. ROLE ASSIGNMENT
   └── Form assigned in role configuration

3. STANDARD FORM
   └── NetSuite default if nothing assigned

Example:
├── Role assigns "Sales Order Form A"
├── User prefers "Sales Order Form B"
├── If personalization allowed → Form B used
└── If personalization locked → Form A used

Restricting Form Changes

Method	Effect
Remove Set Preferences permission	User can't change forms
Make form "Restricted"	Form only available to assigned roles
Preferred checkbox	Sets priority for role

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Form Access Control

Restricting Forms to Roles

FORM RESTRICTION
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Navigation: Customization > Forms > [Form Type] > [Form] > Edit

Access Tab:
├── Restrict to Roles: 
│   ├── Sales Representative: ✓
│   ├── Sales Manager: ✓
│   └── (others unchecked)
└── Preferred: ✓ (makes it default for assigned roles)

Result:
├── Only checked roles can use this form
├── Other roles don't see it in form selector
└── Prevents unauthorized field access

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Common Configuration Patterns

Sales Team Forms

Record	Form Name	Key Differences
Sales Order	Sales Team SO	Hides cost, shows commission
Invoice	Sales Invoice	Simplified, sales focus
Customer	B2B Customer	Key sales fields prominent

Accounting Team Forms

Record	Form Name	Key Differences
Sales Order	Accounting SO	GL codes visible, full detail
Invoice	Full Invoice	All fields, period selection
Vendor Bill	Standard Bill	Complete expense tracking

Warehouse Team Forms

Record	Form Name	Key Differences
Item Fulfillment	Warehouse Pick	Bin locations, weights
Item Receipt	Receiving Form	Inspection fields, lot/serial
Transfer Order	Warehouse Transfer	Location focus

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Best Practices

Practice	Benefit
Create role-specific forms	Simpler, faster data entry
Assign published dashboards	Consistent user experience
Lock dashboards for consistency	Maintain standards
Test form assignments	Verify correct fields visible
Document form purposes	Clear for future admins

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Key Takeaways

1. Form assignment simplifies UX by showing only relevant fields
2. Dashboards can be standardized via published assignments
3. Priority hierarchy determines which form is used
4. Restrict forms to control access to specific layouts
5. Test assignments with sample users before rollout

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Related Topics

• Custom Forms - Creating forms
• Custom Dashboards - Dashboard creation
• Role Preferences - Other role settings