Use Token for the NetSuite for Outlook Login

STEP 1: Set the Necessary Permissions for the Role to Use Token-Based Authentication

Based on the Token-based Authentication permission assigned to users, they can either manage the tokens on their own or have the Administrators control the tokens. Administrators have the option to provide the following permissions to non-administrator roles as appropriate:

• Access Token Management
• User Access Token
• Log in Using Access Tokens
• Outlook Integration 3.0

To assign a Token-based Authentication permission to roles:

1. Navigate to Setup > Users/Roles > Manage Roles
2. Click Edit next to the role you want to provide the token-based authentication permission
3. In the Permissions tab > Setup subtab, select the appropriate token-based authentication permission for the role
4. Click Add.
5. Click Save.

For more information, see Token-based Authentication (TBA)Permissions

STEP 2: Assign Token-Based Authentication Roles to Users

1. Navigate to Lists > Employees > Employees (Administrator).
2. Click Edit next to the name of the user you want to assign the token-based authentication role.
3. Click the Access subtab
4. In the Role field, select the token-based authentication role for this user.
5. Click Add.
6. Click Save.

STEP 3: Create Access Tokens for Users

Administrators can generate the User Token and User Secret for every user if Token-based Authentication login is used. A master list of this credentials can be manually maintained for their reference.

To provide access tokens for users:

1. Navigate to Setup > Users/Roles > Access Tokens > New.
2. In the Access Token page, select NetSuite for Outlook.

Note: There is no need to create an Integration Record as this is already included after the bundle is installed.

3. Select the user and the role of the employee you wish to have the access tokens

Note: The Role must have at the following permissions: for their name and role to be available in the setup:

Setup > Web Services

Setup > Login Using Access Tokens

4. Click Save.

IMPORTANT: Make sure to note down the Token ID and Token Secret generated from this step. The values are displayed only on the confirmation page. When you leave the page, the values can no longer be retrieved. You can save the token values in a text file and secure it in the user's computer for reference.

When Token-based Authentication is enabled, a User Token and User Secret is used to log in to the application. When this is generated in the user's NetSuite account, copy the info and save as TXT file. Store this in a secure location in the user's PC for reference.

When Token credentials are forgotten, lost or became invalid for some reason, assistance can be requested from the Administrator on how to create new credentials to use.

STEP 5: Log in to NetSuite for Outlook Using Access Tokens

1. Right-click the NetSuite for Outlook icon in your system tray icon.
   • 
2. Select Configuration
   • 
3. In the NetSuite for Outlook configuration, select Access Token

On the Logon Using , choose Access Token

Enter the token and secret generated when you created a token for NetSuite for Outlook.

Enter your Account Number. The Account Number can be found under your Settings Portlet > Set Up NetSuite for Outlook > look for your account number in Step 5.