NetSuite Saved Search is an invaluable tool for efficiently searching through the vast array of records available within NetSuite. With Saved Search, you can easily access information related to any search-record type, effortlessly highlight crucial key details, receive timely email alerts for new or updated records, schedule distribution to specific lists, perform mass updates to add, remove, or modify field data, seamlessly maintain dashboard KPIs and other portlets, feed data to custom fields, and enjoy a multitude of other benefits that enhance the functionality of your system.
To ensure you harness the full potential of NetSuite's Saved Search, here are some essential tips to help you master the fundamentals of creating dynamic and customised searches. By following these guidelines, you can effortlessly retrieve the precise data you need to empower your business and drive success.
Setting Up a Saved Search
Navigating the Saved Search feature is a breeze. You can easily access it by adding Saved Searches to the Create New Shortcut menu on the Home Dashboard. Alternatively, you can follow these steps: Go to Reports > Saved Searches > All Saved Searches > New.
When creating a Saved Search, you'll have a wide range of data sources at your disposal. You can add sources like Customer, Vendor/Supplier, Item, and Transaction data to your search.
Naming your search is important for easy retrieval in the future. Use three initials, either your own or your company's, as a useful search term in Global Search. It's recommended to remove the word "Custom" from the search title as it doesn't provide any descriptive value.
For administrators, adding an intuitive custom ID in the ID field is a best practice. This is particularly useful if you plan to use the search as a data source for workflows and scripting purposes. Creating your own ID is better than relying on the generic ID provided by NetSuite, as it can be difficult to recall when referring to the search in scripts.
Customising Your Saved Search
To refine and customise your search results, you have the flexibility to select fields, set criteria and filters, and even add highlighting options. In the Results tab, you have the freedom to remove, add, or reorder fields that are displayed in your Saved Search. Additionally, you can also incorporate fields from related or joined data sources. These related data sources can be found below the primary Data Source fields and are denoted as [Data Source] fields. It's important to note that primary data sources may have one-to-many relationships with related data sources. For instance, if you choose to include Address fields, keep in mind that a single customer may have multiple addresses. If you need to include multiple fields in your result list, simply click "Add Multiple" and make your selections.
Furthermore, under the Functions column, which is located in the Results tab, you can apply various functions directly to your fields. These functions can be used to round balances to the nearest whole number, combine dates to display date ranges, or show the age in days from a specific order date. Lastly, in the "Custom Label" field, you have the option to create custom labels to rename the results of these functions.
Criteria tab. Criteria are conditions that need to be met for a record to appear in your search results. You can set criteria by using field-operator-value clauses under the criteria tab. For example, you can use "Category equals Computer Software" as a criteria.
When it comes to date criteria, there are some special considerations. You can take advantage of dynamic date selectors that automatically update the date ranges as time passes. You can find these dynamic date selectors to the right of the Operator field. You can even create your own favorite selectors by clicking the star icon. These favorites can be used in any date field within NetSuite.
If you need to add multiple criteria clauses, NetSuite will filter the results assuming all conditions are true by default, using the "And" condition. However, you can click the "Use Expressions" checkbox to access additional operations like NOT, OR, and parentheses. You can use parentheses to group clauses, and these grouped clauses will behave as a unit and execute together. For example, in the following scenario, a customer record will appear in the Saved Search if it has either an email or a phone number.
In the Filter tab, you can add filters at the top of your Saved Search to allow users to filter the displayed data. Please note that using the same field in both criteria and as a user filter may not be allowed by NetSuite.
When setting up free-text filters, it is recommended to set the default text field filter operator to "contains." This allows users to enter search terms in the field without the need for a wildcard. Once a search term is entered, simply click or tab away from the filter field to activate the filter on the screen. Pressing "enter" will result in downloading a CSV file of the filtered results.
Utilise the Highlighting tab to emphasise results that meet specific criteria. Select the Set Filters icon to define the criteria that will trigger the highlight. You have the option to choose images and customise the appearance of the highlighting using text colors, background colors, and bolding. Additionally, you can add a description that will appear when hovering over the highlighted data.
Accessing Your Saved Search
Once you have created and customised a Saved Search, you can easily locate it by going to Reports > Saved Search. You can also search for it by title in the Global Search dialog. Account administrators have access to their own private searches, as well as shared searches with or without the Allow Audience to Edit option enabled. This applies whether or not the creator includes the administrator in the audience.
Additionally, administrators can access public searches with or without the Allow Audience to Edit option enabled, as well as private searches owned by other users. You have the flexibility to determine who can access your Saved Searches and where they can be accessed. If you choose to make your search public, anyone with role permissions for that record type can access the Saved Search. You can publish your Saved Search as a List View in your list of records or as a Custom Search on your Dashboard using the Custom Search portlet. Alternatively, you may choose to make your Saved Search available for reminders using the Reminders Portlet.
Transaction Searches
Transaction searches are a valuable tool for finding specific transaction records. It's important to keep in mind that all transactions are stored in the transaction data source. To ensure an effective search, it's recommended to set criteria before running it. Here are some recommended criteria for transaction searches:
1. Type: Use the Type field to select the record type you want to search, such as invoice, vendor bill, or sales order. Avoid using the specific record name from the Field selector dropdown list.
2. Main line: Choose whether you want to display only the main level, only the line level, or both in your search results.
3. Date: It's best practice to use dynamic date selectors to filter date ranges in your search.
4. Status: Use this field to show a specific status for each transaction. You can use the status on its own or in conjunction with a date. For example, you can show only open invoices or show only open invoices within a specific date range.
5. Main line criterion. Main line criterion refers to how NetSuite differentiates main level versus line level data on the transaction record. Line level data is item/expense sub-list
information. Main level data includes all other fields in the main body of the record. Note that these main body fields may appear above the item/expense sub-list and may also appear on other subtabs of the record.
In the example, Image 1 indicates the transaction’s main line data, and Image 2 indicates the transaction’s line-item data.
By default, main line data and line-item data for each transaction appear on separate rows in search results. You can choose to display either main line data rows only or line-item data rows only.
6. Search results when main line is set to either. Main line data rows in the search results are marked with an asterisk, and line-item data displays underneath the main line data row.
7. Search results when main line is set to true (yes). Search results display one row per transaction, and line level details are omitted. Note that all results have an asterisk.
8. Search results when main line is set to false (no). Search results display line level information per row in the item/expense sublist.
In conclusion, NetSuite Saved Search is a powerful tool that allows you to efficiently search and retrieve the data you need to drive your business forward. By following the tips and guidelines outlined in this blog post, you can easily set up and customise your saved searches to meet your specific requirements. Whether you need to access customer, vendor, item, or transaction data, Saved Search provides the flexibility and functionality to retrieve the information you need.
If you require any assistance with creating or optimising your saved searches in NetSuite, don't hesitate to contact our expert team. We are here to help you harness the full potential of this invaluable tool and ensure that you maximise the benefits for your business.
