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Global Permissions vs Role Assignment

Posted by Stephanie Kim on Jan 18, 2024 11:00:00 AM
Stephanie Kim
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Roles play a pivotal role in NetSuite, facilitating the delegation of precise permissions and restrictions to individual users. Establishing a comprehensive role assignment system in your NetSuite environment ensures that users within your organization receive appropriate access and views. However, there are instances where creating separate roles for minor permission adjustments might seem excessive, or when temporary access to specific features needs to be granted to a particular user.

Consider a scenario where a Purchasing/AP role grants access to the procurement side of NetSuite. Suppose three end users are assigned this role, but you only want one specific user among them to be able to view Sales Orders. Alternatively, you may encounter situations where a user requires temporary access to certain features that are not part of their regular permissions, perhaps to cover the responsibilities of an absent colleague. While not always the recommended approach, these are scenarios where Global Permissions can prove useful.

The Global Permissions feature empowers administrators to assign permissions that universally apply to all roles assigned to specific employees. In the aforementioned example, rather than creating a duplicate of the Purchasing/AP role for a single user and incorporating the permission to view Sales Orders, you can designate the ability to view Sales Orders as a Global Permission within their employee record.

To utilize Global Permissions, you must first enable the feature. Navigate to Setup > Company > Setup Tasks > Enable Features. On the Employees tab, check the Global Permissions box, and click Save.

Once the feature is activated, proceed to the Access tab of the specific employee record.

You will find the Global Permissions subtab, where you can grant specific Global Permissions, as illustrated in the example below, where viewing Sales Orders is assigned as a Global Permission to a specific employee:

By adding this Global Permission, you override any permission settings the user may have on Sales Orders for every role they have access to.

While the use of Global Permissions should be approached cautiously, it can offer tailored solutions to specific business needs.

 

 

 

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Tags: NetSuite, ERP, Project Management, Reporting, NetSuite Partner, NetSuite How To's, NetSuite Tips, NetSuite Integrations, NetSuite Administrator, Netsuite ERP, New User, Users, User Access, Roles, NetSuite Features

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