NetSuite Saved Searches - The Ultimate Guide

Although NetSuite provides numerous pre-configured reports, business needs often demand more intricate solutions, and certain data may not be readily accessible through these standard reports.

In such cases, the NetSuite Saved Search is a powerful tool, allowing businesses to customize queries and extract specific data tailored to their unique requirements. Getting started with NetSuite Saved Searches provides businesses with more flexibility in retrieving data, enabling them to gain deeper insights and address complex reporting needs effectively.

In this article, we will give you a complete guide of NetSuite Saved Searches, its best practices, and a walk through on how to create a Saved Search in NetSuite.

What Exactly is a NetSuite Saved Search?

You can think of NetSuite Saved Search as a tool that allows you to retrieve specific data from your NetSuite database using different search parameters. Through Saved Searches, users can further customize data by filtering, sorting, and presenting them in a way that aligns with their specific business needs.

Results from creating custom Saved Searches can also be displayed in NetSuite dashboard portlets, like Shortcuts, Custom Search, Key Performance Indicators (KPIs), KPI Scorecard, KPI Meters, Trend Graphs, and Reminders. 

How Do Saved Searches Work?

NetSuite Saved Searches allow you to access and organize information according to your business needs. Here's a general overview of how it works:

Creation

Create a Saved Search by navigating to Lists > Search > Saved Searches > New. Here, you can define criteria, filters, and columns to specify the data you want to retrieve.

Criteria

Set criteria to filter records based on specific conditions. For example, if you want to find all sales orders created in the last month, you would set the criteria for "Date Created" to be within the last 30 days.

Filters

Further, refine the search results by specifying conditions that records must meet to be included in the search. Filters can be based on fields within records, such as transaction type, item category, customer type, etc.

Results Columns

Users can choose which fields or columns they want to include in the search results. These columns display information from the records that match the search criteria.

Sorting

Saved Searches can also sort the results based on specific columns in ascending or descending order.

Customization

NetSuite provides a variety of options for customizing Saved Searches, including the ability to group results, summarize data, apply formulas, and more.

Integration and Automation

Saved Searches can be integrated with other NetSuite workflows, dashboards, SuiteScripts, and SuiteAnalytics, to automate business operations and gain deeper insights into data.

Step-by-Step Creation of a Saved Search

If you haven’t yet, here is a step-by-step guide to help you get started with creating your own saved search in NetSuite:

Selecting the Right Type of Search

1. Go to Reports > Saved Searches > All Saved Searches > New.

2. Select the record you want to search on. Selecting the record type displays only the fields associated with the record.

Setting Up Criteria

3. Specifying the conditions that the records must meet to be included in the search results. Whether it's date ranges, transaction types, specific fields, or custom criteria, defining your criteria is necessary for accurate results.

Configuring Results for Maximum Efficiency

4. Specify the results to display only the columns we want to see on the Saved Search.

4. Click Preview to see the results of your Saved Search.
5. Click Return to Criteria.

Utilizing Filters and Sorting Options

To further make it easier for users, you can add filters to your Saved Search.

7. Go to the Available Filters tab.
8. Select the filter you want to use.
9. Check the Show in Filter Region checkbox.

Saving and Naming Conventions for Easy Access

10. Once you've configured your Saved Search, remember to save it using descriptive and intuitive naming conventions.
11. In the ID field, enter an ID and configure the Saved Search settings.
12. Click Save.

Advanced Configuration

Take your NetSuite Saved Searches to the next level by exploring advanced configuration options:

Customizing with Formulas and SQL Queries

Go beyond basic search criteria by incorporating NetSuite Saved Search formula and SQL queries into your Saved Searches. Formulas enable you to perform calculations and create derived fields based on existing data elements. NetSuite Saved Search query provides even greater flexibility, allowing you to leverage the power of structured query language to access data in NetSuite.

Joining Multiple Saved Searches

Combine the results of multiple Saved Searches by leveraging join functionality. Joining allows you to integrate data from different search queries and consolidate them into a single cohesive dataset. 

Implementing Automation and Scheduling

Save time by automating repetitive tasks associated with Saved Searches. NetSuite offers robust automation capabilities that allow you to schedule Saved Searches to run at predefined intervals or in response to specific triggers. 

Email Integration and Management

Extend the reach of your Saved Searches by integrating them with email functionality. NetSuite enables you to email search results directly from the application to your stakeholders.

Saved Search Sections

NetSuite Saved Search is made up of different sections each with specific functions:

The Criteria Section: A Closer Look

The Criteria section allows you to narrow your search by determining which record types should be included in the results. It allows you to further specify your conditions based on fields, filters, and formulas. 

Results Section: Tailoring Data Presentation

In the Results section, you can customize how the search results are displayed. You can select the fields to include in the results, rearrange their order, and apply formatting options for better readability.

Audience Section: Managing Access and Permissions

The Audience section allows you to control who can access the search results and manage permissions for different users. You can specify who has the ability to view, edit, or run the search.

Highlighting and Filtering for Enhanced Usability

You can highlight and filter data to enhance the readability of your search. You can apply conditional formatting to highlight specific values or conditions within the search results, making important insights stand out immediately.

Best Practices and Optimization Strategies for NetSuite Saved Searches

Given the right knowledge, you can maximize NetSuite Saved Searches to deliver results that are relevant to your decision-making process. Here are some Saved Search tips  and techniques you can explore:

Using Specific Naming Conventions

Establish clear and consistent naming conventions for your Saved Searches to facilitate easy identification and navigation. Consider including descriptive keywords that reflect the purpose of each search.

Optimize Search Performance and Results

Carefully craft your search criteria and select the most efficient search type for your needs. Minimize the use of complex formulas or excessive filters that can impact search speed and responsiveness. 

Schedule NetSuite Searches 

Schedule Saved Searches to run automatically at predefined intervals to ensure that critical information is delivered to stakeholders in a timely manner. 

Conduct Regular Review and Updates

Maintain the relevance of your Saved Searches by conducting regular reviews and updates. As your business evolves, your requirements also change. Update search criteria, refine results, and incorporate feedback from users to enhance the usability of your searches. 

Saved Search Types in NetSuite

There are various search types that help users retrieve data more efficiently. Understanding the different types of Saved Searches allows users to tailor their searches to easily capture their desired data:

Exploring the 7 Basic NetSuite Search Types

NetSuite offers 7 primary search types, each tailored to specific data retrieval needs:

• Transaction Searches: Used to access transaction data such as sales orders, purchase orders, and invoices.
• Item Searches: Used to find items, assemblies, and inventory stored within NetSuite.
• Customer Searches: Enable users to locate customer records and related information in NetSuite.
• Vendor Searches: Used for searching vendor records and related transactions.
• Employee Searches: Intended for locating employee records and associated data.
• Contact Searches: Used to find contact records linked with customers, vendors, or leads.
• Custom Record Searches: Offer flexibility in searching for custom record types and their associated data.

Custom Searches for Specific Business Needs in NetSuite

On top of the basic search types, NetSuite allows users to create custom searches. Custom searches give users the flexibility to define unique search criteria, select relevant fields, and organize results according to their preferences. 

Leveraging Saved Searches Across Different Departments in NetSuite

Saved Searches can be leveraged to provide data relevant across different departments within the organization:

Sales and Marketing

Easily track leads, opportunities, and sales activities to prioritize follow-ups and forecast revenue. Segment customers based on demographics and purchase history to facilitate targeted marketing campaigns.

Finance and Accounting

Generating financial reports to analyze revenue streams and monitor expenses is another use case. Saved Searches also help in tracking budget allocations and monitoring spending patterns to identify areas for cost optimization.

Operations and Inventory Management

Monitor inventory levels and track stock movements. Saved Searches assist in managing order fulfillment processes by tracking order status and monitoring shipping and delivery schedules.

Troubleshooting and Common Challenges in NetSuite Saved Searches

Because of its robust capabilities, it’s normal to encounter challenges in configuring NetSuite saved searches especially during the learning curve. Understanding what are the common challenges and knowing how to troubleshoot them effectively can give you a good head start.

Performance Issues

Slow performance during search execution may occur especially when using complex search criteria and large datasets. To address this, optimize your search criteria by limiting the use of complex formulas or filters and consider scheduling searches during off-peak hours to reduce system load.

Data Inconsistencies

Inaccurate search results may stem from inconsistent data. Verify the integrity of your by auditing source records and validating that your search criteria matches the expected data format.

Permission Restrictions

Users may encounter access restrictions when attempting to run Saved Searches. Ensure that users have appropriate NetSuite Saved Search permissions to access the necessary records and execute searches. Likewise, review role permissions and adjust access levels as needed to prevent unauthorized access.

Formula Errors

Incorrectly configured formulas within your search criteria can result in unexpected search results errors. Double-check your formula syntax and test formulas in a controlled environment before deploying them in production searches. 

Integrating Saved Searches with your Business Processes

NetSuite Saved Searches serve as a foundational tool for extracting valuable insights that drive informed decision-making within your organization. It can also:

Enhancing Efficiency and Decision-Making

By leveraging Saved Searches to retrieve real-time data, it empowers decision-makers to make informed choices. Whether it's monitoring KPIs, tracking performance metrics, or identifying trends and patterns, Saved Searches provide the critical information needed to guide strategic initiatives.

Streamlining Procurement and Financial Controlling

Use Saved Searches to monitor vendor performance, track purchase orders, and manage inventory levels effectively. Financial controllers can leverage Saved Searches to reconcile accounts and generate accurate financial reports. 

Boosting Sales Performance and Forecasting

By analyzing historical sales data and customer trends through Saved Searches, organizations can develop accurate sales forecasts and anticipate market demand with greater precision.