The NetSuite File Cabinet acts as a virtual storage place for all the documents you upload to NetSuite. Let’s take a look at how the File Cabinet works. We’ll look at how to set up the File Cabinet properly, how to set restrictions on folders, and some tips for uploading files to the File Cabinet. Let’s dive in!
Setting Up the NetSuite File Cabinet
First, how would you set up the File Cabinet? You can enable the File Cabinet feature under the Data Management section of the Company tab in Enable Features. When this feature is turned on, you can upload your documents and images to NetSuite and link them to specific records and transactions. Once you’ve turned on this feature, you can get to the File Cabinet by navigating to Documents > Files > File Cabinet.
Navigating the File Cabinet
The File Cabinet looks a lot like how your computer’s files are stored. On the left-hand side, you’ll see a list of top-level folders. Selecting one of the folders on the left will open up that folder in the center, allowing you to see all the files (and when applicable, subfolders) in that folder.
Uploading Files to the File Cabinet
There are several ways you could upload files to the File Cabinet. While in the File Cabinet, you’ll see both an Add File button and an Advanced Add button. With Add File, you can just upload a single file at a time. Advanced Add allows you to upload multiple files in a zip format. You can have these files uploaded as a zip file, or you can choose to unzip the files.
There are also a number of system-generated files. NetSuite will automatically put these in the appropriate system-generated folders. For example, the Attachments Received and Attachments Sent folders will store your email attachments. NetSuite simply pulls any email attachments and adds them to the right folder in the File Cabinet.
Another key way that you would upload files to the File Cabinet is directly from records and transactions. On records, you can add files from the Files sublist under the Communication tab. And on transactions, you can add files from the Files sublist under the Activities tab. To add a file from the Files sublist on either a record or a transaction, select the plus button and then upload the file from your computer using the popup window.
Managing Files in the File Cabinet
Let’s look at some key aspects of managing the files in your File Cabinet.
Setting Permissions
First, it’s essential that you set the right permissions to prevent unauthorized users from gaining access to sensitive information stored in the File Cabinet. While you can’t set permissions for individual files, you can set permissions for subfolders. To create a new subfolder, you would just select the New Folder button on the top right of the File Cabinet. Then, on the Document Folder page, you would name the new folder, select the top-level folder that this folder will live in, and set any restrictions. You can restrict a folder by class, department, location, subsidiary, or group. You can also make a folder visible only to you be selecting the Private checkbox.
Editing Files
What if you need to edit a file in the File Cabinet? Some types of documents, like CSV, Text, HTML, and JavaScript, can be edited and saved right there in NetSuite. When you’re in a folder in the File Cabinet, click the Edit link next to one of these types of documents you need to edit. Then, on the File page, select the Edit link under the Media Item field. This will open up a window where you can directly edit the file.
Other types of documents, however, cannot be edited directly in NetSuite. To edit these documents, you would need to download the file and then re-upload it to NetSuite. In the File Cabinet, you’ll see a Download link to the right of each file. You can also select the Edit link and then, on the File page, select the Download link under the Media Item field.
Conclusion
The NetSuite File Cabinet allows you to store important documents right in your NetSuite account. You can also easily connect documents to your records and transactions, ensuring that essential information is accessible and traceable. I trust this blog has been helpful for you! Before you leave, don’t forget to drop your name and email below to join our mailing list. We send out a single email each week with our most recent NetSuite blog, which is a simple way for you to keep growing in your knowledge of all things NetSuite. Joining the SuiteRep newsletter is the best way to ensure you never miss any of our NetSuite posts. See you there!