File Storage for NetSuite
Module Requirements
A number of standard NetSuite modules are required in order to successfully install FullClarity Storage. These NetSuite settings are available by selecting “Setup”, “Company”, “Enable Features”.
- SuiteCloud Tab
- Custom Records
- Server Suitescript
- Token Based Authentication
In addition to the NetSuite features, the FullClarity Portal SuiteApp must be installed prior to the FullClarity Storage SuiteApp. For more information about installing and configuring the FullClarity Portal, please see Portal Utility App.
Installation & Configuration
Installing the SuiteApp
The SuiteApp should be installed via the SuiteApp Control center. The deployment process will install all files and objects contained in the suiteapp.
You will receive an email confirming that your system has been provisioned and is ready for installation. Follow these instructions to install FullClarity's File Storage for NetSuite..
Having completed the installation and registration of the SuiteApps, you now need to nominate which records you want the File Storage feature to work with.
Enabling File Storage on Standard NetSuite Records
By default, the FullClarity File Storage widget will be hidden and needs to be enabled on any records on which you want to use it. To enable the widget on standard NetSuite records, follow these instructions:
Enabling File Storage on Custom NetSuite Records
FullClarity File Storage for NetSuite can also function on custom records (including custom records from other SuiteApps!). Follow these instructions.
Tips
It is recommended to test your custom record configuration in your SandBox account prior to implementing it into your Production account.
Configure Permissions
Specific permissions are required to view or edit the Source Document field. A full description of these permissions is available at Defining Permissions, however we recommend using the automated permission allocation process as follows.
Modify Forms
When the File Storage SuiteApp is installed, a custom field is automatically added to the main body of the transaction or entity record. The specific location of the field can be updated by editing the form template for the record. See NetSuite's help for further details.
In order to prevent the File Storage SuiteApp from functioning on a specific record type, locate the script FC Storage Record UE and navigate to the "Deployments" tab. Select the record type, edit the deployment record and uncheck the "Deployed" checkbox.
Manually Defining Permissions
It is strongly recommended that permissions be defined using the automated method described above. However there may be specific use cases that require NetSuite Admins to manually configure permissions. This section provides the technical information required to manually configure File Storage permissions.
Warning
Manually configuring File Storage permissions is not "update safe". When an update to File Storage is distributed, any changes in our custom record structure are automatically handled by the automated permission function. Users with access are automatically given access to any new custom records or fields, and users without access are prevented from seeing those records and fields.
Where Admins have manually configured permissions for File Storage, they will need to ensure that all roles accessing File Storage are manually updated to properly account for the new objects distributed as part of the update.
Permission Sets
Prevent Access
To prevent all access to the Storage functionality, ensure that no permissions are granted to the custom record FC Storage Files (custrecord_fc_st_files).
View Only Access
In addition to the appropriate access (View, Edit or Full) to the record where the documents are being stored, the following permissions are required:
| Group | Item | Permission Value | Notes |
|---|---|---|---|
| Lists | Subsidiaries | View | Required if the account is a multi subsidiary account |
| Setup | SuiteScript | View | |
| Custom Record | FC Portal API Urls | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Portal Configuration | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Portal Information | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Portal Storage Region | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Storage Files | View | |
| Custom Record | FC Storage Files Versions | View | |
| Custom Record | FC Storage Information | View | |
| Custom Record | FC Storage Message Attachments | View | |
| Custom Record | FC Storage Valid Type | View |
Create Only Access
This allows users to create but not delete files.
In addition to the appropriate access to the transaction record where the documents are being stored, the following permissions are required:
| Group | Item | Permission Value | Notes |
|---|---|---|---|
| Lists | Subsidiaries | View | Required if the account is a multi subsidiary account |
| Setup | SuiteScript | View | |
| Custom Record | FC Portal API Urls | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Portal Configuration | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Portal Information | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Portal Storage Region | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Storage Files | Create | |
| Custom Record | FC Storage Files Versions | Create | |
| Custom Record | FC Storage Information | View | |
| Custom Record | FC Storage Message Attachments | View | |
| Custom Record | FC Storage Valid Type | View |
Read and Write Access
This allows users to create AND delete files.
In addition to the appropriate access to the transaction record where the documents are being stored, the following permissions are required:
| Group | Item | Permission Value | Notes |
|---|---|---|---|
| Lists | Subsidiaries | View | Required if the account is a multi subsidiary account |
| Setup | SuiteScript | View | |
| Custom Record | FC Portal API Urls | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Portal Configuration | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Portal Information | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Portal Storage Region | View | Users should NEVER be given higher than VIEW access to this record |
| Custom Record | FC Storage Files | Edit or Full | |
| Custom Record | FC Storage Files Versions | Edit or Full | |
| Custom Record | FC Storage Information | View | |
| Custom Record | FC Storage Message Attachments | View | |
| Custom Record | FC Storage Valid Type | View |
Supported Record Types
The file storage functionality supports almost all standard record types as described in the "Supported Records" configuration screen. This includes custom records.
Using File Storage
Uploading Files
Tips
As FullClarity's File Storage for NetSuite stores files against individual records in NetSuite, the NetSuite record must exist before the file can be uploaded. This means that files CAN NOT be added to a record during the "Create" process.
Ensure you hit "Save" on new records, then add files to the record as described below.
Allowed File Types
The following file types are able to be uploaded:
- Word
- Excel
- Powerpoint
- Images (jpeg / png etc..)
- Zip
- Audio Files
- Video Files
Other file types will be rejected by the import process.
Uploading Files using the Drop Zone
Uploading files is easy. Just follow these simple instructions.
Viewing and Downloading Your Files
Once a file is uploaded using either method, it will appear under the "Documents" heading on the page. Follow these instructions to view or download the file.
Deleting Uploaded Files
To delete a file from the list, follow these instructions.
File Deletion
Files are not immediately deleted. They are flagged as inactive and removed from the file list. They are available to be recovered for 30 days, after which time the file and record will be permanently and irrevocably deleted.
To recover files, search for the page "FC Storage Files" in the NetSuite global search field to view the list of . Locate the file record that needs to be recovered by reviewing all of the "inactive" records. Make sure that the "Show Inactives" checkbox has been checked or the inactive records will not show.
Once you have located the record to be recovered, edit the record by deleting the content in the "Date Deleted" field. Uncheck the "Inactive" checkbox.
This will prevent the file from being deleted.
Link Encryption and Expiration
Links to stored files contain an encrypted signature that is time limited. Any link copied from NetSuite will expire after 48 hours, after which time it will produce an error. Links shown in NetSuite are refreshed every time they are shown.
Due to the encrypted nature of the file link, any change or addition to the link will also result in an error.
File Names
Certain characters are not allowed in file names. These characters are automatically removed or replaced.
| Illegal Character | Replaced By |
|---|---|
| + | - |
| = | _ |
| / | ~ |
| # ( ) [ ] { } @ ! $ % ^ & * | removed |
| double space | single space |
| double - | - |
| double _ | _ |
| double ~ | ~ |
Tips
It is safer to rename your documents to exclude illegal characters prior to uploading them. This helps to ensure you dont accidently overwrite an existing document in the list.
Showing Documents as a Sublist
Where multiple documents are regularly added to a record, it may be better to show the documents as a sublist instead of listing them in a field on the main record. This can easily be achieved by using a saved search.
Instructions for adding a saved search as a sublist can be found in this article on SuiteAnswers article ID 48803: Saved Searches for Custom Sublists
When using a saved search, the link to the document is generated AFTER the search has loaded. In order to enable this, the column on the saved search that should show the link to the document should be a Formula (Text) field, using the formula:
CONCAT(CONCAT(CONCAT(CONCAT(CONCAT(CONCAT('<div id="fc-storage-file-', {internalid}), '" class="fc-storage-need-link" fcFileId="'), {internalid}), '">'), {name}), '</div>')
In this example it is assumed that the record being searched is the FC Storage Files custom record, and that the {name} field contains the link to the file. If you are searching on a different record, you should include the relevant fields from the FC Storage Files record and adjust the formula accordingly.
Sandbox Accounts
FullClarity's File Storage for NetSuite is completely safe to use with Sandbox accounts, but there are a few things to be aware of.
Each time you refresh your sandbox, you will need to register the sandbox account on our registration portal because NetSuite deletes all access keys during a Sandbox refresh. See please see Portal Utility App for instructions.
Once you have registered the sandbox, you will be able to access all files that were uploaded in your live environment, however you will not be able to delete them.
You can also upload new documents in your Sandbox. These files are not stored in our production storage servers, but are instead stored on our test servers. They will be available for you to delete in the usual way. Files uploaded to our test servers will be automatically deleted after a period of time - usually 6 months - so any links to them will cease to work after they are deleted.