NetSuite File Cabinet useful features

Account-Specific Domains Supported in File Cabinet

NetSuite 2020.2 supports account-specific domains in the File Cabinet. You should use account-specific domains in the File Cabinet instead of data center-specific URLs.

Previously, NetSuite domains were specific to the data center where your account was hosted. Links in the File Cabinet used these data center-specific domains. NetSuite domains are no longer specific to data centers. Instead, they are account-specific domains, which are domains specific to your account and not to the data center where the accounts are hosted.

Some files in the File Cabinet contain links that use data center-specific URLs. You should change the URLs in those files to be account specific. For example, you should change a system.eu2.netsuite.com File Cabinet link to <accountID>.app.netsuite.com, where <accountID> is a variable representing your account ID. You can use the Traffic Health feature to identify links that should be updated.

If you attempt to create an email template using the data center-specific URL format, you will receive a warning message instructing you to use an account-specific domain URL instead.

Enhanced File Security in File Cabinet Attachments and Migration Tool

Currently, you can configure NetSuite to use a dedicated File Cabinet folder where employee-specific expense report attachments are automatically uploaded. When a user uploads an expense report attachment, NetSuite saves the file to the predefined user folder. If a folder for the user does not already exist, NetSuite creates one. Users cannot access the files of another user. You can only access an expense attachment if you are the expense submitter, owner of the file, or an approved user for a particular expense report. Administrators can locate and access files through the File Cabinet page. Employees can continue to access their expense attachments from the expense report only.

A new migration tool is available in 2020.2 that you can use to migrate any existing expense attachments to the new File Cabinet folder structure. The Migration Tool uses internal logic to search all expense reports for files that should be moved to the new predefined user folders. Before completing this migration, you should test the expense changes with your customizations in a sandbox account. When you are ready to migrate the files in production, you can perform the migration immediately. Optionally, you can use the Migration Tool to schedule the migration for a future date.

In a future release, customers will be required to use predefined user folders and a migration will be scheduled for any customers who have not already moved their files. You are encouraged to migrate your files to the secure structure at your earliest convenience.

File Cabinet Enhancements for Company-Wide Usage

You can now make multiple File Cabinet files available for company-wide usage at one time. A new Make All Files Available for Company-Wide Usage box is available on the File Cabinet Advanced Add page. To make multiple files available in the File Cabinet, check the Make All Files Available for Company-Wide Usage box and upload a zip file. The files are extracted to the specified folder and by default, the Company-Wide Usage box is checked for each file.

As of 2020.2, a new Make Files Available for Company-Wide Usage mass update is available. You can use it to update the company-wide usage setting in several existing files in the File Cabinet. 

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