NetClose - Authorized Viewers for Tasks and Reconciliations
Overview
Authorized Viewers allows you to control which users can open and view the details of specific Tasks and Reconciliations in NetClose.
By default, any user with access to NetClose can open any Task or Reconciliation dialogue, which may not be appropriate for organizations handling sensitive financial data across departments, subsidiaries, or business units.
With Authorized Viewers enabled, only users explicitly listed on a task or reconciliation can access that record's details. This supports stronger internal controls, segregation of duties, and data confidentiality by ensuring that users only see the close activities they're authorized to be involved in, without requiring broad changes to NetSuite roles or permissions.
Step-by-Step Process (Interactive)
To see the walkthrough in full screen click here
Step-by-Step Process (Written)
1. To enable authorized viewers for NetClose custom suitelet pages, navigate to NetClose > Setup > System Setup. Check the box "Enable Authorized Viewers" and Save.
Important Note
Authorized Viewers in NetClose can be enforced at two levels, and both should be enabled for full coverage.
- The first level is the checkbox in step 1 that restricts access to NetClose's custom suitelet pages — the dialogues users open when they click into a task or reconciliation from the NetClose interface.
- The second level is the employee restrictions configured at the NetSuite role level, which restricts access to the underlying custom records themselves — preventing users from bypassing the NetClose interface and viewing the data directly through a record URL, saved search, or report. See this article for instructions on configuring granular permissions by role.
These items are separate because NetClose controls its own UI through SuiteScript, but can't override NetSuite's native record-level permissions, which are governed by the role and permission framework. Enabling only one leaves a gap: the system setting alone doesn't protect the native record view, and the role restriction alone doesn't protect the NetClose dialogue.
For complete enforcement, enable both.
2. In order for Authorized Viewers to work, employee restrictions must be populated on the NetSuite Role record. Navigate to the Role record of the user, select from the "Employee Restrictions" dropdown, and Save.
3. Then, navigate to a Task record via NetClose > Lists > Tasks and Edit. Select the Authorized Viewers in the dropdown. This should include the user who is the preparer and the user(s) who are reviewer(s).
For the example task above, Christine is the preparer and the only authorized viewer. After generating the task, it is not visible to anyone but Christine on the Task Board or Task List.
4. Opening the task dialogue box from the Task Board or Task List will show the authorized viewers. If a task does not have authorized viewers, then this field will not display.
5. The same process will apply for reconciliations. The authorized viewers will be selected on the NetClose Account Grouping record.
CSV Import Authorized Viewers
To update NetClose Tasks via CSV Import:
- Import Type: Custom Records
- Record Type: NetClose Task
- Import Options: Update
- Your file should include task template Internal ID's, and Authorized Viewers (for multiple viewers, separate values with the pipe delimiter).
To update NetClose Account Groupings via CSV Import:
- Import Type: Custom Records
- Record Type: NetClose Account Grouping
- Import Options: Update
- Your file should include account grouping Internal ID's, and Authorized Viewers (for multiple viewers, separate values with the pipe delimiter).