Permissions reference
How to grant your users access to Certified Documents.
The model
Unlike Project Financials, Retainage, File Storage, and Timeline, Certified Documents does not ship with an Assign Permissions Suitelet (the allocator). Permissions on Certified Documents custom records must be configured manually on each role that needs access.
A future release will introduce an allocator on the standard FullClarity pattern. Until then, follow the manual instructions below.
The bundled FC Cert Docs Admin role
Certified Documents ships with a bundled administrator role, FC Cert Docs Admin. The role has Full access to the Certified Documents custom records and is suitable as:
- A reference for what permissions a power-user role needs in your account, or
- A direct assignment in small accounts where a single user manages all certified-document workflows.
For most production deployments, partners prefer to grant Certified Documents permissions into the customer's existing roles — Document Controller, Project Administrator, Compliance Officer, whatever your users already use — rather than asking those users to switch into the FC Cert Docs Admin role to use the feature.
Which roles should be granted Certified Documents access?
Grant Certified Documents permissions to:
| Role type | Why they need Certified Documents access |
|---|---|
| Document Controllers | Upload and manage submitted documents; track expiry; chase renewals |
| Project Administrators / Compliance Officers | Define required document lists per vendor or project; review approvals |
| Approvers | Sign off on submitted documents (Insurance Certificates, Licences, Safety Compliance, etc.) |
| Project Managers | View certified-document status for their projects' vendors |
Conversely, the following do not typically need Certified Documents access:
- Operational or sales-only roles that don't manage vendor or contractor compliance.
- External stakeholders — give them View access to specific documents through standard NetSuite mechanisms if needed.
Granting access manually
For each role that needs Certified Documents access, edit the role record and add the following Custom Record permissions. Modelling on the FC Cert Docs Admin role is the safest approach.
| Custom record | Permission level | Notes |
|---|---|---|
| FC Cert Docs Approver | Full | Approvers list configuration |
| FC Cert Docs Certifiable Document | Full | Document types your account certifies |
| FC Cert Docs Doc Decline Reasons | Full | Reasons available when rejecting a submission |
| FC Cert Docs Doc Submit Approver | Full | Approver assignments per submission |
| FC Cert Docs Doc Submitted | Full | The submitted documents themselves |
| FC Cert Docs Required Documents | Full | What documents are required (per project, per vendor, etc.) |
| FC Cert Docs Doc Types | Full | The types of certifiable documents available in the system |
You can grant narrower than Full access (View, Create, Edit) where appropriate — for example, an Approver role might need Edit on Doc Submitted (to approve or decline) but only View on Required Documents.
In addition, grant View on Subsidiaries in multi-subsidiary (OneWorld) accounts so users can see which subsidiary a document belongs to.
Manual permissions are not upgrade-safe
When Certified Documents is upgraded with new custom records, manually-configured roles will not automatically receive permissions on the new records. Each role needs to be revisited after every upgrade. The future allocator will handle this — until then, review your roles after each release.
Certified Documents is granted separately from other SuiteApps
A role granted access to Project Financials, Retainage, File Storage, or Timeline does not automatically receive Certified Documents permissions. If a user needs Certified Documents in addition to another SuiteApp, configure each role's Certified Documents access manually as above.