How to Grant Webstore Access to Customers and Contacts in NetSuite

To grant webstore access to customers and contacts in NetSuite, follow these steps:

Manual Process - Main Customer

1. Navigate to the customer record.

2. Go to the System Information subtab, then the Access sublist.

3. Check the Give Access box and set the Password (and confirmation).

   The email used for login will be the main customer email ('email') from the customer record.

   Manual Process - Contacts

4. To grant access to associated contacts, navigate to the Relationships subtab, then the Contacts sublist.

5. Add or remove contacts as needed.

6. On each contact record, under the Access sublist, check the Give Access box and set a password.

   Contacts typically use their own email address for login access, which can be modified on the contact record. Modifying the email under the Access sublist for a contact will update the associated Contact record.

   Automated Process

   For bulk provisioning of access, a CSV import can be utilized:

7. Create a CSV import mapping the Give Access, Password, and Confirm Password fields for the main customer record.

8. For contacts, map the Customer Contact Access sublist fields.

9. Passwords can be randomly generated or provided by the client.

Important Note:

Passwords must be communicated to customers separately, as NetSuite does not automatically send them upon access creation.

Communicate Passwords

Passwords must be communicated to customers and contacts. Two common methods are:

1. Custom Record and Saved Search:

   • Create a custom record to store email, password, and the associated customer or contact.
   • Import the CSV data from the access provisioning step into this custom record.
   • Configure a saved search to email the customer or contact upon update of the custom record, including their login email and password.

2. User Event Script:

   Implement a User Event script on the customer record that uses email.send() or email.sendBulk() to send login information to the customer or contact.

   Important Considerations

   • The "Send notification email" checkbox on the customer or contact record does not include the password. Passwords need to be communicated manually or by script.
   • Customer Center access is automatically granted when webstore access is enabled.
   • Logging into the webstore with an email assigned to an existing customer may create a new lead or customer if NetSuite's 'Web Site Duplicate Email Management' is not configured to prevent this. Duplicate records can be merged if necessary.
   • If a lead created through the webstore with access is converted to a customer, the access will be retained.