File Cabinet Overview

Permissions in the File Cabinet

Your NetSuite account configuration or configuration of other critical business systems may depend on data in files stored in your NetSuite File Cabinet. In the File Cabinet, you cannot restrict edit access at the file level. You can restrict access only to the folder that contains the file. You should set strict access control for which classes of users can modify or, if applicable, view those files in specific folders. Otherwise, an account user may be permitted to change the configuration data in the file. A configuration change can potentially break the system or cause it to function in a way in which it was not intended.

Consider a critical workflow system that relies on a configuration containing a value APPROVER=email@example.com, and this configuration is accessed from a File Cabinet file. A user able to edit the configuration file can replace the email address and subvert the approval mechanism. Ensure that only users suitably authorized to make edits on the file have edit privileges. For more information, see Restricting Access to File Cabinet Folders.

To prevent unauthorized access to a File Cabinet file through the internet, you can make a file available only with login. For more information, see Permissions and File Cabinet Files.

To enable all company users to have view access to a file, you can make a file available for company-wide usage. For more information, see Making a File Available to All Company Users

System Notes in the File Cabinet

Every file loaded into the File Cabinet has a system notes record to track changes made to the file, including the context and when the changes were made. For more information, see System Notes Overview and Searching System Notes.

System notes for JSON, XML, and JavaScript files also include a File Content Hash field. The File Content Hash field is calculated by NetSuite based on the file contents, so it changes every time the file changes.

When a remote file that was added to the File Cabinet using a URL is modified, the File Content Hash field changes when you download this file or its parent folder from the File Cabinet. The value of the File Content Hash field also changes when NetSuite accesses the modified file through an internal process, such as a SuiteScript method call, or a SuiteFlow workflow step. This change is reflected in the system notes for that file.

The File Cabinet and Your Website

If you use Site Builder or SuiteCommerce Advanced, all website assets, including SSP Applications are stored in the Website Hosting Files folder. For more information, read the following topics:

• For information about hosting HTML files for a Site Builder website, read Website Hosting with Site Builder.

• For more information about SSP Applications, read SSP Application Overview.

• For more information about SuiteCommerce Advanced, read Commerce Website Developer Documentation Overview.

You can also create a company intranet site and post links to files stored in the File Cabinet. The following features are required to publish files to an intranet site:

• File Cabinet

• Document Publishing

• Intranet

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