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Restricting Role Access to Subsidiaries in NetSuite

Restrict user role access to subsidiaries in NetSuite OneWorld, ensuring data privacy and security for different business units.

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If you have NetSuite OneWorld, you can restrict user role access to specific subsidiaries to enhance security and data management. This feature allows administrators to set restrictions that align with organizational structures and data accessibility needs.

How to Restrict Role Access to Specific Subsidiaries

To define subsidiary access for a role, follow these steps:

  1. Go to Setup > Users/Roles > User Management > Manage Roles.
  2. Click Edit next to the role you want to modify.
  3. Navigate to the Subsidiary Restrictions section, and choose one of the following options:
    • All: Grants access to all subsidiaries, including inactive ones.
    • Active: Grants access to only active subsidiaries.
    • User Subsidiary: Limits access to the subsidiary assigned to the user, which is set on the employee record.
    • Selected: Allows access to one or more specific subsidiaries.
  4. If you select Selected, use the auto-generated list to pick the subsidiaries you want the role to access. Hold down the Ctrl key to select multiple subsidiaries.
  5. To enable users with this role to view records from subsidiaries they do not have access to (without editing them), check the Allow Cross-Subsidiary Record Viewing box. Note that this does not apply to payroll or commissions data.

Important Considerations

  • Users must log out and log back in to see these changes reflected in their access.
  • If a user has the Book Record Restriction option enabled, it will override any permissions granted by the Allow Cross-Subsidiary Record Viewing option.

By managing roles effectively, organizations can ensure that employees have appropriate access levels, which helps maintain confidentiality and compliance across subsidiaries.

Key Takeaways

  • Restricting access enhances security for subsidiaries in OneWorld.
  • Options for subsidiary access include All, Active, User Subsidiary, or Selected.
  • Users need to log out and in again to apply changes.
  • The Allow Cross-Subsidiary Record Viewing setting provides limited viewing capabilities.

Frequently Asked Questions (4)

How can I grant a role access to only active subsidiaries in NetSuite OneWorld?
To grant a role access to only active subsidiaries, navigate to the Subsidiary Restrictions section while editing the role and select 'Active'. This will limit access to only active subsidiaries.
What steps should be taken if I want a role to access multiple specific subsidiaries?
Select 'Selected' in the Subsidiary Restrictions section during role editing, then hold down the Ctrl key to choose multiple subsidiaries from the auto-generated list.
Does the Allow Cross-Subsidiary Record Viewing option allow access to payroll data?
No, the Allow Cross-Subsidiary Record Viewing option does not apply to payroll or commissions data. It only allows view access to other records.
What should be done to finalize changes in subsidiary access for a user's role?
Users need to log out and log back in to see changes in their subsidiary access reflected in NetSuite OneWorld.
Source: Restricting Role Access to Subsidiaries (OneWorld Only) — Oracle NetSuite Help Center. This article was generated from official Oracle documentation and enriched with additional context and best practices.

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