How to Create and Configure a Riva Connection Account for NetSuite

The Riva connection to NetSuite requires using credentials of a NetSuite account that is assigned to a NetSuite role with sufficient permissions to create, edit, remove, export and import data that will be synchronized by Riva.  Most customers will create or use an existing user that is assigned to the Administrator role and configure that role as the default web services role for the NetSuite account.

Ensure that NetSuite Web Services Features are Enabled

1. As a NetSuite administrator, select Setup > Integration and confirm there is an option for Web Services Integration.  If the option is missing, complete the rest of the steps.
2. Click Setup > Company > Enable Features.
3. Click the SuiteFlex tab.
4. Select the Web Services check box.
5. Click Save.

Define and Configure the Riva Connection Account

Determine an existing NetSuite account that is assigned to an appropriate role, (e.g. Administrator Role), or create a new NetSuite account and assign it to an appropriate role with the required permissions.  There are two options for setting up a Riva connection account:

• Use a NetSuite account with a default "Administrator" role, or
• Create a Role for Web Services and Assign it to an Existing NetSuite Account.

Use a NetSuite account with a default "Administrator" role

A NetSuite account with an "Administrator" role will have sufficient permissions in the NetSuite system to be used as a Riva connection account.  No additional configuration or preparation is required if the "Administrator" role is the only role assigned to this NetSuite user. 

If there are multiple roles assigned to the Riva connection account, select the "Administrator" role as the Web Services Default Role. 

Create a Role for Web Services and Assign it to an Existing NetSuite Account

Security policies and best practises often prevent using the "Administrator" role for web services.  It is possible to create a new role, configure permissions and assign that as the default role for web services.  Riva needs appropriate list permissions to modify data of  target NetSuite user accounts.  The accepted practise is to create a NetSuite user account and assign a role with minimal permissions.  Then create a custom role, assign the permissions and convert the role to a web services role.  When Riva connects to NetSuite using this account, the web services role permissions will be used, not the normal role permissions.

Here are the steps to create and enable a new NetSuite Role for web services for the Riva connection account:

1. Select or create a NetSuite user account and assign a role with minimal permissions.  This account will be the Riva connection user account.
2. Create a new NetSuite Role for web services.
3. Enable the Role for web services.
4. Assign the Role to the Riva connection user account.
5. Configure the Role to be the web services default role for the Riva connection user account.
6. Configure the Role as a web services only role (optional).

NetSuite Administrative Procedures

The following NetSuite administrative procedures may be employed in preparing NetSuite for Riva.

Create a NetSuite user account and assign a role with minimal permissions

1. Go to Lists > Employees > Employees > New.
   
2. Create a new employee with minimal information.
3. Under Access, check Give Access, provide and confirm a password and add a role with minimal permissions.
4. Save the new employee.

Create a new NetSuite Role for Web Services

Create a role that will have sufficient permissions for Riva to view, create, modify, reassign and remove data for target users.  These permissions will be used for web services only..

1. Go to Setup > Users/Roles > Manage Roles.
2. Edit an existing "Manager" level role.
3. Select the Permissions tab and the Lists sub-tab.
4. Ensure that the core lists have the "Full" permission assigned.
   
   
5. Perform a Save as and provide an appropriate name for the role, e.g. "Riva Web Services Role".

Enable the Role for Web Services

This step is required to make the role available as a default web services role in a future step.

1. Go to Setup > Users/Roles > Manage Roles.
2. Click Edit next to the role created for web services.
3. On the Setup subtab, choose Web Services from the Permissions drop-down list.
4. Select the Full permission level in the Level drop-down list.
5. Click Done.
6. Click Save.

Assign the Role to the Riva Connection User Account

This step will assign the web services role previously enabled to the Riva connection user account.

1. Go to Setup > Users/Roles > Manage Users.
2. Click on the Riva connection account user.
3. In the Employee edit page, select the Access tab.
4. Click Edit.
5. Select the web services role from the drop-down list.
   
   
6. Click Add and Save.
   
   

Set the Web Services Default Role

This step will ensure that for web services, the desired default role is defined for the Riva connection user account.

1. Go to Setup > Integration > Web Services Preferences.
2. Select the Riva connection account user from the Name drop-down list.
3. Select the desired account role in the "Web Services Default Role" drop-down list.  The Role ID number should become visible.
   
   
4. Save the Web Services Preferences.

Configure the Role as a web services only role (optional)

The web services role created above will be available and visible if the Riva connection account logs into NetSuite. 

To remove availability of this role so that the elevated permissions are not available to the Riva connection account if logged into NetSuite, the role can be configured as a web services only role.

1. Go to Setup > Users/Roles > Manage Roles.
2. Click Edit next to the role created for web services.
3. Check Web Services Only Role.
4. Save the role.

If the Riva connection account logs into NetSuite, only the original role is made available.