Need a GDPR-compliant expense reporting tool? Look no further than the NetSuite Expense Reporting module, which has newly enhanced file security for sensitive attachments to expense reports.
With this new enhancement, attachments related to expense reports are automatically visible only through a restricted folder in the file cabinet. This restriction adjusts the viewership of the expense report and allows only two people to access the files: the person entering the expense report and the approver. This creates greater security for sensitive employee-related transactions.
Setting up the Enhanced File Security
Implementing this feature to new and existing NetSuite accounts is effortless. Doing so only requires enabling a feature within the Company Setup.
To install the new enhancement, follow the below pathway and check the box for “ENHANCED FILE SECURITY – EMPLOYEE EXPENSE REPORT FOLDERS.”
Setup>Company>Setup Tasks>Enable Features>Company>Data Management
Once you enable this feature, it will create pre-defined folders in the system. Each of these folders will be dedicated to a single employee’s expense report file attachments. Although users upload the attachments to a folder in the file cabinet, no one else can locate these attachments from the file cabinet. Thus, the feature fully restricts the viewership.
The enhancement will only make attachments visible from the expense report record itself. It restricts viewership to only the creator of the expense report and an approver or system administrator.
Enabling this feature will also allow you to migrate past expense report attachments to the newly created employee-specific folders. To migrate the attachments, navigate to the Enable Features section of your NetSuite account and check off the “Enhanced File Security-Migrate Files” checkbox in the Data Management section of the page. This will backdate the feature and allow you to lock down both historical and future expense report attachments.
Add enhanced file security to your NetSuite account today with just one click!