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NetSuite Role Permissions for Solution 7

NetSuite Role Permissions Guide

NetSuite Role Permissions Guide

How to set up a Solution 7-compatible NetSuite role, configure Solution 7 to use it, and apply the full permission set Solution 7 requires.

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Who should use this article? Solution 7 is often used by multiple people across a single company. The content on this page is for the company's NetSuite Administrator or the people at a company who handle the user roles.

What is the purpose of this article? This article was written to inform administrators how to set up a Solution 7-compatible NetSuite role, configure Solution 7 to use it, and apply the full permission set Solution 7 requires.

  • For instructions on how to install and setup Solution 7, click here.
  • Find more information about using Solution 7 here.
  • To download the latest editions of Solution 7, please select the correct edition under Downloads & Releases > Edition Downloads (NetSuite, IRIS, Dream).

Introduction

User access to NetSuite is governed by roles and permissions. Solution 7 is bound by these same roles and permissions, ensuring users can only see the data their NetSuite role allows. When configuring roles for Solution 7, Administrators can use the 'Solution 7 Reporting' role, add permissions to an existing role, or create a new role.

This guide explains how to install the Solution 7 bundle and role, assign a role to a user, create a custom role, configure Solution 7 to use a specific role, apply the required permissions, and set up the custom segment settings Solution 7 needs.

Easy setup with minimal configuration

The easiest way to set up Solution 7, with minimal NetSuite configuration, is to use the 'Solution 7 Reporting' role:

  1. Install the 'Solution 7 - Excel Financial Reporting' NetSuite bundle (see the Solution 7 Bundle Install Guide).
  2. Assign the 'Solution 7 Reporting' role to each Solution 7 user.

Note: The 'Solution 7 Reporting' role is a predefined role created and managed by Solution 7 as part of the bundle. It comes preconfigured with a full set of permissions for reporting on all of NetSuite's native data and transaction types. It can be assigned directly to users, or used as a starting point and reference for building your own Solution 7-compatible role.

Important information for NetSuite Administrators

When connecting to NetSuite, Solution 7 relies on two distinct NetSuite technologies:

  • SuiteAnalytics Connect (ODBC) — for reporting.
  • SuiteTalk (SOAP Web Services) — for license management and the budget upload feature.

Both have limitations that prevent Solution 7 from using several modern security standards.

Token-based Authentication (TBA)

In Solution 7 v4.11 and earlier, the versions of SuiteAnalytics Connect (ODBC) and SuiteTalk (SOAP Web Services) that Solution 7 targeted were not compatible with TBA. From Solution 7 v4.12 onward, Solution 7 retargeted a newer version of SuiteTalk that does support Token-based Authentication.

Single Sign-on (SSO)

SuiteAnalytics Connect (ODBC) is not compatible with SSO, so Solution 7 cannot use a role that requires SSO. If your organisation requires SSO for day-to-day NetSuite access, create and assign a non-SSO role exclusively for use with Solution 7.

Two-factor Authentication (2FA)

Neither SuiteAnalytics Connect (ODBC) nor SuiteTalk (SOAP Web Services) support 2FA.

Mandatory 2FA and highly privileged roles

With NetSuite 2019.1, NetSuite made 2FA mandatory for all highly privileged roles, including 'Administrator' and 'Full Access'. Because Solution 7 must connect using a role that does not enforce 2FA, it cannot be used with the built-in 'Administrator' or 'Full Access' roles.

Note: If you have questions about Token-based Authentication, Single Sign-On, or Two-factor Authentication, or need help configuring Solution 7, raise a ticket with our support team.

User / role management

Each user needs a Solution 7-compatible role to build and view live reports in Excel. If you already have a compatible role, you can simply assign it.

Assign a NetSuite role to a user

  1. Log in to NetSuite using an Administrator role.

  2. Select Lists → Employees → Employees.

  3. Edit each employee that uses Solution 7.
  4. On the Employee page, select the Access tab.

  5. Add the 'Solution 7 Reporting' role to each employee.

  6. Click Save.

Create a custom NetSuite role

If you cannot or do not want to use the 'Solution 7 Reporting' role, your Administrator can either customize that role or create a new one from scratch.

Option A — Customize the 'Solution 7 Reporting' role
  1. Log in to NetSuite as an Administrator.

  2. Select Setup → Users/Roles → Manage Roles.

  3. Find the 'Solution 7 Reporting' role and click Customize.

  4. Set the new name.
  5. Apply the necessary role permissions.
  6. Click Save.
Option B — Create a new role from scratch
  1. Log in to NetSuite as an Administrator.

  2. Select Setup → Users/Roles → Manage Roles → New.

  3. Name the role 'Solution 7 (Custom Role)', or choose your own name.
  4. If using NetSuite OneWorld, select the subsidiaries users of this role will need access to.

  5. Ensure Two Factor Authentication is set to 'Not required'.

  6. Apply the necessary role permissions.
  7. Click Save.

Note: When creating a custom role, the Two Factor Authentication setting must be 'Not required'. A role that enforces 2FA will not connect through SuiteAnalytics Connect or SuiteTalk.

Configuring Solution 7 to use a NetSuite role

Solution 7 must be configured with a specific NetSuite Role ID. This is a two-part task: find the Role ID in NetSuite, then set it in Solution 7.

Find a Role ID in NetSuite

  1. Log in to NetSuite using the created role.

  2. In the Settings portlet, click Set Up SuiteAnalytics Connect.

  3. The Role ID is displayed on the SuiteAnalytics Connect Driver Download page.

Set the NetSuite Role ID within Solution 7

  1. From the Excel ribbon, select Solution 7 → Configure.
  2. On the System Configuration screen, click Advanced.

  3. On the Advanced Settings screen, set the Role ID of the user's role.

  4. Click Close.
  5. Click OK.

Role permissions

Five sets of permissions must be granted to a user's role for Solution 7 to function correctly:

  • Setup permissions
  • Lists permissions
  • Transactions permissions
  • Reports permissions
  • Custom Record permissions (for accounts with custom records)

Missing drill back permissions

Many transaction permissions are required for the Solution 7 'Drill Back' feature to work. If a user drills back from Excel to NetSuite and is missing a permission, they receive a Permission Violation error. To prevent this, apply the missing permission to the user's role.

Note: When applying permissions you may not see the full set listed below — you only see permissions for the modules you have purchased and enabled in NetSuite. The same applies if a record or transaction has been renamed.

Apply role permissions

  1. On the Role page, select the Permissions subtab.
  2. For each permission in the table below, select the Category and find the Permission in the drop-down.

  3. Set the Level and click Add.

  4. After applying all permissions, click Save.

Solution 7-compatible role permissions table

This is the full permission set for a Solution 7-compatible role — 182 permissions in total, grouped by category. Apply each permission at the level shown.

Setup (24)

Permission Level
Accounting Book View
Accounting Lists View
Custom Body Fields View
Custom Column Fields View
Custom Entity Fields View
Custom Fields View
Custom Item Fields View
Custom Lists View
Custom Record Types View
Custom Segments View
Custom Transaction Fields View
Custom Transaction Types View
Log in using OAuth 2.0 Access Tokens Full
Manage Accounting Periods View
Other Custom Fields View
Other Lists View
Records Catalog View
Sales Territory View
SOAP Web Services Full
SuiteAnalytics Connect Full
SuiteAnalytics Connect - Read All Full
REST Web Services Full
User Access Tokens Full
View SOAP Web Services Logs Full

Lists (50)

Permission Level
Accounts View
Accounts Payable Register View
Accounts Receivable Register View
Address List in Search Full
Amortization Schedules View
Bank Account Registers View
Bulk Processing Submissions View
Classes View
Contact Roles View
Cost of Goods Sold Registers View
Credit Card Registers View
Currency View
Custom Record Entries View
Customers View
Deferred Expense Registers View
Deferred Revenue Registers View
Departments View
Employee Record View
Employees View
Entity-Subsidiary relationship View
Equity Registers View
Expense Registers View
Fiscal Calendars View
Fixed Asset Registers View
Gift Certificate View
Income Registers View
Items View
Locations View
Long Term Liability Registers View
Marketing Campaigns View
Memorized Transactions View
Non Posting Registers View
Other Asset Registers View
Other Current Asset Registers View
Other Current Liability Registers View
Other Expense Registers View
Other Income Registers View
Other Names View
Partners View
Perform Search View
Project Tasks View
Projects View
Revenue Recognition Schedules View
Sales Campaigns View
Statistical Account Registers View
Subsidiaries View
Tax Records View
Unbilled Receivable Registers View
Units View
Vendors View

Transactions (105)

Permission Level
Access Payment Audit Log View
Adjust Inventory View
Adjust Inventory Worksheet View
Audit Trail View
Bill Purchase Orders View
Bills View
Bin Putaway Worksheet View
Bin Transfer View
Blanket Purchase Order View
Blanket Purchase Order Approval View
Build Assemblies View
Calculate Time View
Cash Sale View
Cash Sale Refund View
Check View
Copy Budgets View
Count Inventory View
Create Allocation Schedules View
Create Inventory Counts View
Credit Card View
Credit Card Refund View
Credit Memo View
Credit Returns View
Cross Charge Journal View
Currency Revaluation View
Customer Deposit View
Customer Payment View
Customer Refund View
Deposit View
Deposit Application View
Distribute Inventory View
Edit Forecast View
Edit Manager Forecast View
Employee Commission Transaction View
Employee Commission Transaction Approval View
Enter Completions View
Enter Opening Balances View
Enter Vendor Credits View
Enter Year-To-Date Payroll Adjustments View
Establish Quotas View
Expense Report View
Finance Charge View
Find Transaction View
Fulfill Orders View
Generate Price Lists View
Generate Statements View
Import Online Banking File View
Individual Paycheck View
Invoice View
Invoice Approval View
Invoice Sales Orders View
Issue Components View
Item Receipt View
Item Shipment View
Journal Approval View
Make Journal Entry View
Mark Work Orders Built View
Mark Work Orders Firmed View
Netting Settlement View
Opportunity View
Override Payment Hold View
Ownership Transfer View
Partner Commission Transaction View
Partner Commission Transaction Approval View
Pay Bills View
Pay Sales Tax View
Paycheck Journal View
Payroll Liability Payments View
Post Vendor Bill Variances View
Posting Period on Transactions View
Purchase Contract View
Purchase Contract Approval View
Purchase Order View
Quote View
Receive Order View
Receive Returns View
Reconcile View
Refund Returns View
Requisition View
Requisition Approval View
Return Auth. Approval View
Return Authorization View
Revalue Inventory Cost View
Revenue Arrangement View
Sales Order View
Sales Order Approval View
Set Up Budgets Full
Statement Charge View
Timer View
Track Time View
Transfer Funds View
Transfer Inventory View
Transfer Order View
Unbuild Assemblies View
Vendor Prepayment View
Vendor Prepayment Application View
Vendor Return Auth. Approval View
Vendor Return Authorization View
Vendor Returns View
View Gateway Asynchronous Notifications View
View Payment Events View
Work Order View
Work Order Close View
Work Order Completion View
Work Order Issue View

Reports (2)

Permission Level
Consolidated Reporting View
SuiteAnalytics Workbook Edit

Custom Record (1)

Permission Level
Solution 7 Sessions Full

Working with NetSuite customizations

To report on NetSuite customizations — Lists, Custom Segments, Custom Fields, and Custom Record Types — a Solution 7-compatible role needs additional permissions.

Additional custom record permissions

On the Permissions tab of the Setup Role screen:

  1. Click Custom Record.
  2. Find the custom record type or custom segment in the drop-down.

  3. Select the View level.

  4. Click Add, then Save.

Note: To report on NetSuite customizations, Solution 7 requires a custom 'adapter' file, which our support team can build for you. For more information or to request an adapter, raise a ticket with our support team.

Budgeting by custom segment

Enable budgeting by a custom segment

  1. Log in to NetSuite using an Administrator role.

  2. Select Customization → Lists, Records, & Fields → Custom Segments.

  3. Ensure the custom segments you want in Solution 7 have GL Impact ticked.

  4. Select Application & Sourcing → Other Record Types.

  5. From the list, tick Budget Import.

  6. Click Save.

Note: GL Impact can only be ticked when a custom segment is created. If an existing custom segment does not have GL Impact ticked, you will need to create a new custom segment.

Enable a role to upload budgets by custom segment

  1. Log in to NetSuite using an Administrator role.
  2. Select Customization → Lists, Records, & Fields → Custom Segments.
  3. Click Edit on the custom segment(s) you want to enable.
  4. Select Permissions.
  5. From the drop-down, find the relevant user role.

  6. Set the Value Management Access Level to 'Full'.

  7. Click Add, then Save.

Confirm budget upload by custom segment

  1. Log in to NetSuite using an Administrator role.
  2. Select Transactions → Financial → Set Up Budgets. Your custom segment should appear as an optional field on the Budget page.
  3. Open Microsoft Excel and click Solution 7 → Activate.
  4. From the Solution 7 ribbon, select Budgets & Forecasts → Map Worksheet. Your custom segment should appear under Optional Fields & Segments.

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