🛡️ How to Restrict Folder Access to Payroll Roles Only

This article explains how to limit access to specific folders in the File Cabinet to only Payroll Administrators or similar roles. This is helpful when storing sensitive documents, such as payroll reports, that should not be visible to all employees.

⚠️ Important: You’ll need to be logged in as a NetSuite Administrator (not a Payroll Administrator) to perform these steps.

Step 1: Create a Saved Search for Your Payroll Role

A Saved Search is a way to find and group specific records—in this case, employees who have a specific role.

1. Go to Lists > Search > Saved Searches > New.
2. Select Employee.
3. Click the Criteria tab.
4. Add a filter:
   • Field: Role
   • Operator: is
   • Value: Payroll Administrator (or the specific role you want)
5. Hover over Save, then click Save & Run.
6. Give it a name like Payroll Admin Employee Role Search.

📝 This search will find all employees who have the role you're targeting.

Step 2: Create a Dynamic Group from That Search

A Dynamic Group automatically includes anyone who matches the saved search. This is better than manually adding members because it stays up-to-date.

1. Go to Lists > Relationships > Groups > New.
2. Set the group type to Employee.
3. Select Dynamic and click Continue.
4. In the Saved Search dropdown, choose the one you created in Step 1.
5. Click Save.

📝 Now you’ve created a group of employees who have the correct role.

Step 3: Restrict Folder Access to That Group

1. Go to Documents > Files > File Cabinet.
2. Locate the folder you want to restrict (e.g. Payroll Reports or Payroll Documents )

1. Click Edit next to the folder name.
2. Find the Restrict by Group field.
3. Add the group you created in Step 2.
4. Click Save.

✅ Done! Now only users with the Payroll Administrator role (or your selected role) will be able to access that folder.

💡 Tips

• Why use groups? You can't assign a role directly to a folder, so we use a group based on roles.
• Troubleshooting: If users still can't see the folder, double-check:
  • They are using the correct NetSuite role
  • The group is dynamic and linked to the right saved search