Understanding Permissions in NetSuite Records and Box Folders

Box folders inherit their permissions from the NetSuite record type with which they are associated. Essentially, that means the permissions you have for the NetSuite records you work with – view, edit, create, or full – carry over and map to the Box folder you associate with that record, as determined by your NetSuite and Box account administrator.

Here’s an example: In NetSuite, you’re able to edit journal entries. Your NetSuite admin maps edit access in NetSuite to editor access in Box. Now, each time you create a new journal entry record and select a Box folder to store documents supporting that JE, you can edit those files.

In addition, NetSuite record type permissions are configured on a per-role basis. A director and a data entry clerk, for example, may have different permissions to work with journal entry records. As a result they will have different permissions to access the contents of a Box folder associated with the NetSuite journal entry record. That means the people with whom you share a Box folder may not have the same access to that folder’s contents as you have; they may have greater access, or less. So you may place documents in this folder that someone else cannot access, because your NetSuite role permissions differ. Likewise, you may not be able to access documents someone else placed in this folder.

This ensures Box and NetSuite treat data security consistently, from file to file as well as from folder to folder. Security and permissions are set up by Box and NetSuite administrators and effectively function in the background, freeing you up to do your job without having to configure any file or folder security or worry about accidentally exposing your company to risk.

Known limitation to the integration

If someone's access to a particular NetSuite record is revoked, they can still access the Box content associated with that record directly, from the Box WebApp. To shut off entirely that person's access to this content, an admin can use Box Content Manager to manually remove that person's collaboration on the record folder.

Note that Content Manager is available only for customers on Business Plus, Enterprise, and Elite plans.