Guide to Creating Groups in NetSuite

Understanding and Creating Groups in NetSuite

NetSuite, a leading cloud-based ERP solution, offers a handy feature called 'Groups' to streamline communication and collaboration within your business. A group in NetSuite is a set of employees, contacts, customers, partners, or vendors, created for the purpose of communicating with a certain set of individuals. For instance, you can create a group in your organization to share specific folders in the File Cabinet, invite a group to a meeting, or even email a saved search to a group.

There are two types of groups in NetSuite:

1. Static Group

A Static group is stable in nature. You can manually add or remove members to this group. The membership of static groups does not change automatically.

2. Dynamic Group

On the other hand, a Dynamic group is one whose membership changes dynamically to include anyone who meets the group's criteria. A saved search is created to pull all records of that search during the time of creation.

How to Create a Group in NetSuite?

To create a group in NetSuite, follow the steps below:

1. Go to Lists > Relationships > Groups > New

Note: When you create a group, the 'Restrict Group Editing to Owner' box is checked by default. This means that only the owner of the group can make changes to it.

Creating a Static Group

Let's say you want to create a static group for your employees. Here's how to do it:

1. After navigating to Lists > Relationships > Groups > New, choose 'Static Group - Employee'.

2. Add employees to the static group using multi-select or with a search.

Creating a Dynamic Group

If you wish to create a dynamic group for your employees, you can follow these steps:

1. Navigate to Lists > Relationships > Groups > New, and select 'Dynamic Group - Employee'.

2. Choose an existing Employee saved search to populate the group.

Restricting Access via Groups

You can use groups to restrict access to a folder or a search in NetSuite:

Restrict Access to a Folder: You can assign a specific group to a folder in the File Cabinet to control who can access it.

Restrict Access to a Search: Similarly, you can restrict access to a saved search by associating it with a particular group.

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