This page explains how to set up roles and permissions for ZoneCapture users
- Introduction
- Adjusting User Permissions (Manually)
- Adjusting User Permissions (Comparison)
- How to mass update permissions to multiple roles
- Allow custom roles to upload the Bill manually
- Allow custom roles to view email messages attached to vendor bill record
- Detailed guide for ZoneCapture permissions
Introduction
ZoneCapture bundle uses the permissions list to handle correctly access to records related to configuring and processing of scanned vendor bills/credits. Access to vendor bills/credits transactions or vendor records follows the native NetSuite permission list. To allow users configuring ZoneCapture related features and to process Bill to Process records created based on scanned PDFs adjustments are needed in the user roles. The native NetSuite Administrator role has full access to the ZoneCapture.
In this document, we will explain how to adjust the user 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 tab 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.
Adjusting User Permissions (Comparison)
ZoneCapture comes with a bundled user role called "ZoneCapture User" (in older versions of the bundle you can find it called "Fast Four Scan & Capture"). This user role contains all the permissions that are needed for a regular employee to configure settings and rules in ZoneCapture and to edit and save bill to process records.
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 “ZoneCapture User" and press the grey button “Show”.
The next screen will show all the differences between the two selected roles.
The permissions on your custom user role should be equal to or higher than the default provided user role.
An example of missing permissions is shown in the image above.
It indicates that the permission for the custom records for the custom user role is "None" and should be changed to a "Full"
How to mass update permissions to multiple roles
Please refer to this SuiteAnswers article: Mass Updating a Permission on Custom Roles
Allow custom roles to upload the Bill manually
You may want to allow users with your custom role to upload PDFs for scanning manually via drag&drop screen available in Transactions > ZoneCapture > Manually Upload Bill To Process.
To do that, you need to include this custom role to the Audience of the deployment from the script
- The script is called FF SC SL Instant Process UI.
If the custom role is not included in the Audience, the user will get the following error:
To add the privileges for the custom role in question, please follow these steps:
- Navigate to Customization > Scripting > Scripts.
- Sort the list of the scripts by Name, fine FF SC SL Instant Process UI and click View on the line.
- Navigate to the Deployments tab and click on the title of the deployment.
- Edit the Script Deployment and add the desired role in Audience tab, field Roles. Save your changes.
Allow custom roles to view email messages attached to vendor bill record
- ZoneCapture will attached each email message on the communications tab in case PDF had been sent via email to ZoneCapture
- Set native NetSuite permission “Track Messages” at least to “View” level to allow the user to see email messages
Detailed guide for ZoneCapture permissions
Review the details below that will allow you to decide on which level the end users in your company needs the specific permissions to be set. The table below lists the very minimum level of permissions that are required for user to be able to process invoices via ZoneCapture, but does not allow you to edit any configurations or settings. If you would like to allow users to edit certain configuration options, then increase the level of permissions.
If you want to setup a user with full permissions to process vendor bills and be able to fully edit configurations and settings of ZoneCapture, then please follow the steps described in the chapter Adjusting User Permissions (Comparison)
Permission | Type | Level | Comments |
Bills | Transactions | Edit | |
Enter Vendor Credits | Transactions | Edit | |
Find Transaction | Transactions | View | |
Item Receipt | Transactions | View | Required if purchase orders are used in NetSuite |
Purchase Order | Transactions | View | Required if purchase orders are used in NetSuite |
Accounts | Lists | View | |
Address List in Search | Lists | Full | |
Currency | Lists | View | |
Documents and Files | Lists | View | |
Entity-Subsidiary relationship | Lists | View | |
Items | Lists | View | |
Perform Search | Lists | View | |
Subsidiaries | Lists | View | |
Track Messages | Lists | View | |
Units | Lists | View | |
Vendors | Lists | View | |
Basware Notification | Custom Record | View | |
Basware Sending Notification Summary | Custom Record | View | |
Default Vendor Bill Lines | Custom Record | View | Increase the level to Full if the user should be able to configure ZoneCapture Default Vendor Bill Lines |
EFF_NSP2P - XML2NS Request | Custom Record | View | |
S&C Bill To Process | Custom Record | Full | |
S&C Default VB Lines Additional Value | Custom Record | View | Increase the level to Full if the user should be able to configure ZoneCapture Default Vendor Bill Lines |
Scan & Capture Additional Value | Custom Record | View | Increase the level to Full if the user should be able to configure ZoneCapture Transaction Line Default Rules |
Scan & Capture Data Path | Custom Record | View | |
Scan & Capture Payment Means | Custom Record | View | |
Scan & Capture Trained Field Mapping | Custom Record | View | |
ZC 3-Way Matching Summary | Custom Record | View | Required if purchase orders are used in NetSuite |
ZoneCapture E-Document Station | Custom Record | View | |
ZoneCapture Main Configuration | Custom Record | View | Increase the level to Full if the user should be able to edit general preferences in ZoneCapture Main Configuration |
ZoneCapture OCR Station | Custom Record | View | |
ZoneCapture Subsidiary Bank Details | Custom Record | View | Increase the level to Full if the user should be able to configure Subsidiary Bank Details for Outbound E-invoices |
ZoneCapture Subsidiary Setup | Custom Record | View | Increase the level to Full if the user should be able to edit general preferences in ZoneCapture Subsidiary Setup |
ZoneCapture Transaction Line Default | Custom Record | View | Increase the level to Full if the user should be able to configure ZoneCapture Transaction Line Default Rules |