space.vars.productName from cluttering catalogs or accidentally being added to an order.
## Accessing Catalog Restrictions
{% stepper %}
{% step %}
### Open the NetSuite Admin view
Switch to **NetSuite Admin** in space.vars.productName.
{% endstep %}
{% step %}
### Click Catalog Restrictions
**Catalog Restrictions** is in the left sidebar.
{% endstep %}
{% endstepper %}
## How the criteria builder works
The Catalog Restrictions page uses a row-based criteria builder: similar to a saved search in NetSuite. Each row is one condition, and you can combine multiple conditions with AND/OR logic.
Each row has the following columns:
| Column | Description |
| ---------------- | ------------------------------------------------------------------ |
| **Left Parens** | Opening parenthesis to group conditions (optional) |
| **Field** | The item field to filter on (e.g. Inactive, Subsidiary, Item Type) |
| **Operator** | How to compare the field (e.g. Is, Is Not, Any Of, Contains) |
| **Value** | The value to match against |
| **Right Parens** | Closing parenthesis to end a group (optional) |
| **Logic** | AND or OR: connects this row to the next |
## Default criteria
Out of the box, space.vars.productName includes two baseline restrictions you should keep in place:
* **Inactive is False:** excludes any item marked as inactive in NetSuite
* **Subsidiary Any Of \[your subsidiary]:** limits items to those available under your configured subsidiary
These defaults ensure Client Admins never see deactivated items or items that belong to a different part of your business.
## User-level item access
Beyond catalog-level restrictions, you can also limit which items specific users can access. Use the **Assign Items to Users** dialog to give particular employees or roles access to a specific subset of items. This is useful when:
* You want a cashier to see only items from their department or section.
* You restrict high-value or restricted items to managers only.
* Different employees need different inventory visibility based on their role or location.
To access the user-level assignment, go to **Users > Assign Items to Users** (in the left sidebar under the NetSuite Admin view). There you can select individual users or roles and choose which items they can access when building orders or managing inventory.
## Adding a restriction
{% stepper %}
{% step %}
### Click Add Criteria
A new row appears at the bottom of the criteria list.
{% endstep %}
{% step %}
### Set the Field, Operator, and Value
Use the dropdowns to define the condition.
{% endstep %}
{% step %}
### Pick the Logic
Set the **Logic** column to **AND** if all conditions must be true, or **OR** if either condition is acceptable.
{% endstep %}
{% step %}
### Save
Click **Save** at the top of the page.
{% endstep %}
{% endstepper %}
**Example:** to limit items to a specific item type (e.g. only Inventory Items):
| Field | Operator | Value | Logic |
| --------- | -------- | -------------- | ----- |
| Item Type | Is | Inventory Item | AND |
## Previewing results
Before saving, use the **Preview Items** button to see which items will be returned based on your current criteria. This helps you confirm restrictions are working as expected before Client Admins encounter the results.
## Removing a restriction
Each row has an **Actions** menu on the right. Click it and select **Remove** to delete that condition. Click **Save** to apply the change.
## Tips
* Start broad and narrow down. Begin with just the two defaults, preview results, and add more criteria only if you need to filter further.
* If a Client Admin reports that an item they expect to see isn't showing up in their catalog builder, Catalog Restrictions is often the first place to check.
* Changes take effect for all Client Admins immediately after saving; no refresh or republish required.
* Subsidiary filtering here applies at the item level. For subsidiary-specific catalog assignments, see [Configurations](/netsuite-admin-guide/overview-1.md).
* **Catalog Restrictions vs. User Item Access:** Catalog Restrictions filter items globally (what appears in catalogs for all Client Admins). User Item Access is employee-level (which specific items a cashier or role can work with). Use both together for layered security: catalogs show only active items, and then per-user restrictions narrow it further if needed.
## Related Pages
| Creating a Catalog (Client Admin) | What Client Admins see once restrictions are set. | Catalogs |
| Categories (Client Admin) | How categories surface inside catalogs once item restrictions allow them through. | Categories |
| Assign Items to Users | Restrict which items specific employees or roles can access when placing orders. | Give User Access |
| Configurations | Subsidiary-level settings including default catalog assignment. | Configurations |