Roles and Permissions

This page will explain how to set up roles and permissions in the ZoneApprovals SuiteApp.

• Introduction
• Adjusting Your Permissions (Manually)
• Permissions: Regular Employee 
• Permissions: Manager
• Permissions: Custom Administrator 
• Adjusting User Permissions (Comparison)
• Miro Training Video: Setting User Permissions
• Approval Matrix Access
• Micro Training Video: Approval Matrix Access
• Bulk Approvals Access
• Micro Training Video: Bulk Approvals Access

Introduction

ZoneApprovals bundle uses the permissions list to handle correctly access to approvals and configuration options. This follows the native NetSuite permission list. To allow users to configure or approve transactions an adjustment is needed in the user role. The native NetSuite Administrator role has full access to the ZoneApproval SuiteApp. In this document, we will explain how to adjust the user roles for three different types of employees and recommended minimal settings. It is allowed to combine permissions where needed. The recommendation is to only provide configuration permissions to administrators or specific users with manager roles.

Adjusting User Permissions (Manually)

Adjusting a user role in NetSuite begins with identifying the user role a specific user is using. To do this you should check the upper right corner of the NetSuite suite when the specific user is logged in. In this corner, the user role will be visible.

In the print screen, the user role is highlighted. When the user role has been identified navigate in the main menu (as Administrator) to SETUP->USERS/ROLES->MANAGE ROLES. The page that opens will show all the user roles that are present in the NetSuite system. Locate in this list the specific user role and click on edit. If the user role does not contain an edit link, but only a customize link then the user role is a default role. By editing a new user role will be created by NetSuite. If this is the scenario then the employee record should also be edited. On the employee record remove under the access tab the currently used user role and add the user role that was created newly.

When the user role is opened navigate to the subtab PERMISSIONS->CUSTOM RECORD. Under custom record, you can add the needed permissions with the dropdown field. When specific permission has been chosen the level can be set.

Permissions: Regular Employee

The permissions below are the recommended permissions for a regular employee without any permissions to perform an approval overrule.

Permissions: Manager

The permissions below are the recommended permissions for a regular manager that is set as “Supper Approve” on the employee record and is allowed to create setups for the ZoneApproval SuiteApp.

Permissions: Custom Administrator

The permissions below are the recommended permissions for a custom administrator with full permissions that has the “Super Approver” checkbox enabled on the employee record.

Adjusting User Permissions (Comparison)

ZoneApprovals comes with a bundled user role named “ZoneApprovals (Comparison Role)”. This user role contains all the permissions that are needed for a regular employee with the proper levels. This is equal to the “Permissions regular employee” permission list that can be found in this document. This user role can be used to be compared against a custom user role and it will then highlight the differences. To start the comparison navigate in the main menu to SETUP->USERS/ROLES->SHOW ROLE DIFFERENCE. On the screen that opens select in the field “Base Role” your custom role and select in the “Compare To” field the user role named “ZoneApprovals (Comparison Role) and press the grey button labeled “Show”.

The next screen will show all the differences between the two selected roles. The permissions that are related to ZoneApprovals are all prefixed with “Approvals” and can be found under the category “Custom Records” Where needed you should add or alter the permission on the custom user role.

Miro Training Video: Setting User Permissions

Approval Matrix Access

When all permissions are set a custom role will not yet be able to open or create an Approval Matrix. To allow the user actual access the administrator needs to alter a script deployment. To alter the needed script deployment navigate to CUSTOMIZATION->SCRIPTING->SCRIPTS. Set the type filter to “Suitelet” and the from bundle to the id “428308” and open the script named “FFA Approval Matrix Data SL”. On the script record navigate to the subtab labelled “Deployments” and click on the deployment named “FFA Approval Matrix Data SL”.

After clicking the page will reload. Press the blue button edit on the new page to edit the script deployment. At this point it is up to the administrator to decide who will have the permission to create or edit an Approval Matrix. It is possible to select multiple user roles or specific users. When the needed selection has been made save the record by pressing the blue button labeled “Save”. Your custom user role should now have access to the Approval Matrix functionality.

Micro Training Video: Approval Matrix Access

Bulk Approvals Access

The Bulk Approvals overview page can be accessed using two different NetSuite paths. The path might differ depending on the center type assigned to a custom role, which determines the way tasks are organized on tabs. The most common access path is:

• SETUP->ZONEAPPROVALS->ZONE BULK APPROVALS
• TRANSACTIONS->ZONEAPPROVALS->ZONE BULK APPROVALS

When using a custom role reaching the Bulk Approvals page, it can be the case the page results in the following error notification:

The error is only an indication of missing access permissions. To add required permissions, the deployment of the ZA Bulk Approval Data SL script needs to be altered. Navigate to Customization > Scripting > Scripts > Filter the list using 428308 as ID to the FROM BUNDLE filter and click View on the ZA Bulk Approval Data SL script:

Filtering is only possible if the application is installed as a SuiteBundle. When your application is installed as a SuiteApp filtering isn't possible and you should search for the file named "ZA Bulk Approvals Data SL"

Then, navigate to Deployments and select the title name (ZA Bulk Approval Data SL). Finally, edit the script and add the custom role requiring permissions to the Audience tab > Roles.

Micro Training Video: Bulk Approvals Access