Saved Search

Search can get bored, but when you found something meaningful, it gets exciting. 

Data is growing in your NetSuite by the day, it will be useful only if you can extract out of it and put them in a way that is useful.  NetSuite provides many ways to consume data, and one powerful tool is called the Saved Search.

In case you haven't notice, when you look at transaction record in NetSuite (it can be Sales Order, Item Fulfillment, Return Authorization, Purchase Order, Invoice, etc) you should see that there is a notion of a header level then a sub list (line) level data point.  This is important when you are creating saved searches, or any search.  A tip in creating saved searches is to keep a record type open in a new tab so you can reference the data point as you are setting it up.

My prefer way of starting out a new saved search is global search 'new saved search'.  I usually tell users that one of the ways you can think of saved search is that you are working with a big spreadsheet.  This spreadsheet holds many rows of data with multiple columns, then imagine this table times many more.  In fact, there are multiple other tables that is related to objects such as transactions, GL accounts, items, customers, vendors, location, custom records, cases, etc.  The search type, or the starting table, is the first thing NetSuite asks as soon as you open up a new search.  The tables are interconnected, and you are allow do one hop to other table (this is where you see the tail dots at the bottom of dropdowns).

Your goal is pretty straight forward, that is, to try to navigate to the right set of data that you need.  This is through data filters in the Criteria tab, next you would select what data you want to expose in the Results tab.  When you do this more and more, the Criteria and Results tab will become second nature.

Now, there are several cool things about saved search, it is packed with features.  You can add dynamic filters in the search so user can adjust on the go in result pages.  You can set visibility to the search and shared it to users (one of the attractive designs of the saved search is that it's always a great day when you can do it away with sending copies of data in emails).  You can schedule search (or on updates) to go out in an email notification and as an attached file.  Now, the search give you the power to manipulate data in the results with a special field type called Formula.  This can be very helpful in certain situation.

There is one more thing about saved search, that it is not just for user to pull data and export into a file. These can be combined with KPI's, automations (SuiteFlow), and scripting (SuiteScript) to build some pretty remarkable stuff; creativity is the name of the game.


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