How can I save files in NetSuite?

Watch this video to learn how to save files in NetSuite.

You can also follow these steps to save files in NetSuite:

Definitions

1. File Cabinet – Storage location in NetSuite where documents are kept
2. Group – A set of individuals set up in NetSuite to access a specific location

Navigating to the File Cabinet

Step 1 – Locate the file cabinet link in the shortcuts section of your dashboard.

Step 2 – Click the link to be taken to the file cabinet

Step 3 – Locate your project folder titled – Projects: Your Project

• NOTE: There may be other files that you are seeing.  Community Partners is working through the clean-up of these files and putting them in the correct folder.  If you see other files in the system that do not belong to you, please notify Community Partners, and do not look at the file.

Folder Creation

Step 1 – Go to the File Cabinet

• NOTE: Do not create folders from any place other than your file cabinet as it is not currently possible to set the correct restrictions from the transaction level.  A script is being worked on to fix this issue and updated instructions will be published when the script is ready.

Step 2: Locate your project folder:

Step 3: Click on the New Folder Button.

Step 4: Permissions will be inherited from the parent record correctly.  However, as a second check, confirm that the GROUP field is populated with your project.  Do not populate the class, department, location, or subsidiary fields without express confirmation from the Community Partners Team.  The Group field is sufficient to protect your information.

File Upload to File Cabinet

Option 1: Individual File Upload

Step 1: Locate the folder where you want to upload the content.

Step 2: Upload one file at a time by clicking the add new file button.  Locate the file from your desktop and upload it.

Option 2: Bulk Upload

Step 1: Locate the folder where you want to upload the content.

Step 2: Locate the drop files here section in the upper right-hand corner.  Drag your bulk files into the location.

• NOTE: A bulk delete is not possible currently.  Please be mindful of the folder location when bulk uploading.

File Upload to Expense Report

NOTE: File uploads to the expense report happen at the line level on EACH expense line.

Step 1: Locate the line level file upload.

Step 2: Determine if you are finding a file from the file cabinet that you already uploaded or if you are uploading a new file.

Option 1: Finding a file you previously uploaded to the file cabinet

Step 3a: Type in the file name in the line-level space.  If you cannot find your file name use the % symbol as a wildcard.  Then type your information afterwards.

Option 2: Uploading a new file.

Step 3a: Click on the plus icon next to the field.

Step 3b: In the pop-up type the name of your file.

Step 3c: Pick the folder destination where you want your file to be placed (it will be stored here in the future)

• NOTE: Do not create folders from any place other than your file cabinet as it is not currently possible to set the correct restrictions from the transaction level.  A script is being worked on to fix this issue and updated instructions will be published when the script is ready

Step 3d: Click Save – your file will be uploaded to the record.

Step 4: Remember to save the expense record as well to link the file to that line.

File Upload to all other Records

NOTE: File uploads to records such as Vendor Bills, Purchase Orders, etc. (NOT Expense Reports) happen on the Communication Tab

Step 1: Locate the Communications Tab and the files tab under that.

Step 2: Determine if you are finding a file from the file cabinet that you already uploaded or if you are uploading a new file.

Option 1: Finding a file you previously uploaded to the file cabinet

Step 3a: Type in the file name in the field provided.  If you cannot find your file name use the % symbol as a wildcard.  Then type your information afterwards.

Option 2: Uploading a new file.

Step 3a: Click on the plus icon next to the field.

Step 3b: In the pop-up type the name of your file.

Step 3c: Pick the folder destination where you want your file to be placed (it will be stored here in the future)

• NOTE: Do not create folders from any place other than your file cabinet as it is not currently possible to set the correct restrictions from the transaction level.  A script is being worked on to fix this issue and updated instructions will be published when the script is ready

 

Step 3d: Click Save – your file will be uploaded to the record.

Step 4: Remember to save your record to link the file to that line.