In Nue, roles and permissions are used to control access to various functions and data within the system. Here's an overview of how they work:

1. Roles: Roles define a set of permissions for accessing different functions in Nue. Each role specifies what actions a user can perform and what data they can see.

2. Users and Roles: A single user can be assigned multiple roles, allowing them to switch between different sets of permissions as needed. One of these roles is designated as the primary role, which is the default role when the user logs in.

3. Custom Roles: Users with the necessary permissions can create custom roles. Custom roles can be tailored to fit specific job functions by selecting appropriate permissions from a comprehensive list of available options.

4. Permissions: Permissions determine the level of access a role has to Nue features, such as viewing, editing, creating, or deleting records. Permissions can be set at various levels, including transactions, lists, and setup.

5. Role Management: Administrators can manage roles by assigning or revoking them for users, modifying permissions, and creating new custom roles to meet the organization's specific needs.

This system allows for flexible and granular control over what users can do within NetSuite, ensuring that they have access to the functions and data necessary for their roles while maintaining security and compliance. 

Role Management

PERMISSION REQUIRED   The following functional permissions are required to perform these actions:  System Settings → Manage Users This permission is required to assign roles to users.  System Settings → Manage Roles This perission is required to edit standard roles, create custom roles, and manage roles in general.

View and Edit Standard Roles

Admin users with above mentioned permissions can view and edit standard roles.  

 

There are 4 the following 4 standard roles available in Nue: 

 

ROLE	DESCRIPTION
System Administrator	Users with this role typically have access to all features and can manage every aspect of the system.
Sales Representative	This role is designated for sales personnel.  They can view customers, orders, view and manage bundles, view invoices, focusing on the sales process.
Revenue Operations Mananager	Users in this role can oversee the entire business operation, from defining the product catalog and pricing strategy to managing the quote-to-cash process. They have access to all business-related features.
Finance Operations Manager	This role is assigned to members of the financial team. They primarily focus on revenue-related data for billing purposes.

 

In Nue, each role contains a list of features, and each feature contains a list of functions.  For instance, 

ROLE	FEATURE	FUNCTION
Finance Operations Manager	Invoice Management	View Invoices
		Activate Invoices
		Create Invoices
		Delete Invoices

 

By default, standard roles come with permissions enabled for a predefined set of functions. Admin users can modify these permissions as needed to meet the specific needs of their organization.  

 

To modify the permitted functions of standard roles, users can follow these steps:

• Log in to the Nue App.
• Navigate to Settings and click on Roles.
• Select one of the standard roles.
• Check or uncheck the boxes in front of the functions to enable or disable permissions for these functions in the role.
• The changes are automatically saved and will take effect immediately for users assigned to these roles. 

Create Custom Roles

Admin users can also create custom roles according to specific needs of the organization by following the steps below: 

• In Settings → Roles, click on the button "New User Role"
• Enter a role name, such as "Billing Specialist."
• Select all the permissions needed for the custom role. If the checkbox in front of a feature is selected, all functions within that feature will be enabled by default. For example, for the Billing Specialist role, select the Invoice Management, Credit Memo Management, and Billing Schedule features, as well as the "View Orders" function in the Order Management feature.
• Click Save and Close.

Assign User Roles

A single user can be assigned multiple roles, allowing them to switch between different sets of permissions as needed. One of these roles is designated as the primary role, which is the default role when the user logs in.

 

To assign roles to a user, follow these steps:

1. Log in to the NUE app and navigate to Settings → Organization Settings.
2. Click 'Edit Users.'

To assign one or more roles to multiple users:

1. Select the checkbox in front of the users and click 'Assign User Roles.'
2. In the "User Role" popup, the currently assigned roles are already selected.
3. Select or unselect the roles to assign to the users, then click the 'Assign Roles' button at the bottom.

To assign one or more roles to a specific user:

1. Click the 'Role' icon next to the user.
2. In the "User Roles" popup, the assigned roles and their associated features and functions are displayed.
3. Click 'Assign User Role.'
4. Select or unselect the roles to assign to the user, then click the 'Assign Roles' button at the bottom.

To set a role as the primary role for a user:

1. In the "User Roles" popup, the primary role is always displayed in the first tab.
2. To assign a different role as the primary role, navigate to the desired role's tab and click the 'Set as Primary' role button at the bottom of the popup.

Switch User Role

After logging into Nue, the user's primary role will be activated. If the user has multiple roles assigned, they can switch roles by following these steps:

1. Click the "Down" arrow next to the Organization name. A list of all assigned roles will be displayed if there is more than one.
2. Click on the desired role name to switch to it.
3. The page will refresh, showing the menu items available for the newly selected role.
4. The next time the user logs in, the new role will be activated by default.

List of Roles, Features and Functions

PRODUCT	FEATURE	FUNCTION	DESCRIPTION	DEFAULT PERMISSIONS
				System Administrator	Sales Representative	Revenue Operations Manager	Finance Operations Manager
PRICE BUILDER	Advanced Pricing & Discounting	Basic Function	All non-API users are assigned with this basic function to login to the system and view basic menus and pages.	X	X	X	X
		View Price Books	Users can view Price Books	X	X	X
		Manage Price Books	Users can edit Price Books	X		X
		View Price Tags	Users can view Price Tags	X	X	X
		Manage Price Tags	Users edit pri	X		X
		View Product Relationships	Users can only view product relationships.	x		x
		Manage Product Relationships	Users can edit product relationships	x	x	x
	Bundle Builder	View Bundles	Users can only view Bundle Suites / Product Catalog / Product Groups / UOMs	X	X	X
		Manage Bundles	Users can edit Bundle Suites / Product Catalog / Product Groups / UOMs	X		X
	Self Service	Publish Products	Users can publish products and bundles for self-service access	x		x
		Publish Price Books	Users can enable price books for self-service accss	x		x
THE NUE PLATFORM	System Settings	Organization Settings	Users can view and edit the organization settings	X
		Manage Users	Users can view / create / edit users and assign roles to them. If this function is not enabled, the ‘Edit Users' button under 'Organization Settings’ will be hidden.	X
		Manage Roles	Users can view / create / edit / delete roles and set permissions for roles	X
		Manage Events and Webhooks	Users can register and manage Webhooks, Notifications and other events.	X
		Data Import and Export	Users can use Nue Import/Export APIs to manipulate supported data	X
		Lifecycle Manager Settings	Users can configure settings for quotes, orders, subscriptions and renewal processes.	X
		View API Keys	Users can reveal API keys and view API logs associated with those keys	X
		Manage API Keys	Users can reveal API keys, view API logs associated and roll the keys.	X
		Manage Security Settings	Users can view and edit the organization’s security settings	X
	Salesforce Integration	Manage Connection	Users can view and manage the Salesforce connection on Nue Setting page	X
	Integrations	Manage Stripe Integration	Users can view and manage the Stripe connection on Nue Setting page	X
		Manage Quickbooks Integration	Users can view and manage the Quickbooks connection on Nue Setting page	X
		Manage RightRev Integration	Users can view and manage the Avalara Connections on Nue Settings page	X
		Manage Avalara Integration	Users can view and manage the Avalara Connections on Nue Settings page	X
	Analytics	View Pipeline Dashboard	Users can view the Pipeline Dashboard and see the charts based on their data access permissions	X		X
		Manage Dashboard	Users can manage and configure the Revenue Lifecycle Dashboards	X
		View Booking Dashboard	Users can view the Booking Dashboard and see the charts based on their data access permissions	X		X	X
		View Billing and Collections Dashboard	Users can view the Billing and Collections Dashboard and see the charts based on their data access permissions	X		X	X
LIFECYCLE MANAGER	Customer Management	View Customers	Users can only view Customers	X	X	X	X
		Manage Customers	Users can view / create / edit / delete Customers	X	X	X	X
	Order Management	View Orders	Users can only view Orders	X	X	X	X
		Manage Orders	Users can view / create / edit / delete Orders	X	X	X	X
	Asset Management	View Assets	Users can only view Assets / Subscriptions / Physical Assets / Entitlements	X	X	X	X
		Manage Assets	Users can edit Assets / Subscriptions / Physical Assets / Entitlements	X		X
EVERYTHING BILLING	Revenue Recognition	Manage Revenue Contracts		X		X	X
	Billing Schedule	Manage Billing Schedules	Users can create, run and manage billing schedules.	X		X
		Manage Credits	Users can configure credit settings. Users without this permission can still view / purchase / consume credits	X
	Invoice Management	View Invoices	Users can view all invoices in read-only mode.	X	X	X	X
		Activate Invoices	Users can activate draft invoices to be active invoices.	X		X	X
		Cancel Invoices	Users can cancel invoices.	X		X	X
		Delete Invoices	Users can delete draft and cancelled invoices.	X
	Credit Memo Management	View Credit Memos	Users can view all credit memos in read-only mode.	X	X	X	X
		Activate Credit Memos	Users can activate draft credit memos to be active credit memos.	X		X	X
		Cancel Credit Memos	Users can cancel credit memos.	X		X	X
		Delete Credit Memos	Users can delete draft and canceled credit memos.	X
	Usage Management	View Usages	Users can view usage records.	X	X	X	X
		Rate Usages	Users can upload and rate usage records.	X		X	X
	Collections	View Payment Applications	Users can view Payment Applications and Payment Application Items	X	X	X	X
		Manage Payment Applications	Users can manage Payment Applications and Payment Application Items	X		X	X
	Entity Management	View Entities	Users can view all entities in read-only mode.	X	X	X	X
		Manage Entities	Users can create, edit, activate, and deactivate entities.	X
	Taxation	Manage Tax Code	Users can create, edit and manage tax codes	X		X	X