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Saved Searches Basics in NetSuite

πŸ“ What Is a Saved Search?

A Saved Search in NetSuite is a customizable search query that returns real-time data based on filters you define. Unlike static reports, saved searches are dynamic β€” they always update with the latest transactions or records.

Saved Searches are widely used because they can:

  • Act as reports (open invoices, sales pipeline, stock levels).
  • Power dashboards and KPIs (real-time visibility).
  • Drive workflows and scripts (business logic automation).
  • Send scheduled email alerts to users or customers.

πŸ”§ Types of Saved Searches

  • Transaction Search β†’ Sales Orders, Invoices, Purchase Orders.
  • Entity Search β†’ Customers, Vendors, Employees, Partners.
  • Item Search β†’ Inventory, Non-inventory, Services.
  • Custom Record Search β†’ Data from your custom record types.

πŸ‘‰ In practice, Transaction Saved Searches are the most commonly used.

βš™οΈ How to Create a Saved Search

Example: Show all Open Sales Orders over $10,000.

  1. Go to Reports > Saved Searches > All Saved Searches > New > Transaction.
  2. Name the search: High-Value Open Sales Orders.
  3. Criteria Tab β†’ add filters:
    • Type = Sales Order
    • Status = Open
    • Amount β‰₯ 10000
  4. Results Tab β†’ add fields to display:
    • Date, Number, Customer, Amount, Sales Rep.
  5. Sorting β†’ sort by Date (descending) or Amount (descending).
  6. Available as Dashboard View β†’ check this box to show on dashboards.
  7. Save & Run.

πŸ‘‰ This produces a live report of high-value orders that updates automatically.

πŸ“Š Saved Search Features

  • Highlighting β†’ Add conditional formatting (e.g., red if overdue > 30 days).
  • Summary Types β†’ Group, Count, Sum, Average (useful for totals).
  • Formulas β†’ Use SQL-like expressions for custom logic.
  • Audience β†’ Share searches with specific roles, employees, or groups.
  • Schedule Emails β†’ Automatically email results daily, weekly, or monthly.

βœ… Real-World Examples

  1. Overdue Invoices β†’ Transaction search, filter by Status = Open, Due Date < Today.
  2. Customer by Sales Rep β†’ Customer search grouped by assigned rep.
  3. Low Inventory Alerts β†’ Item search with Available < Reorder Point.
  4. Upcoming Contract Renewals β†’ Custom record search with Expiry Date within 30 days.

πŸ”— Using Saved Searches Beyond Reports

  • Dashboards β†’ Display saved searches as portlets.
  • KPIs β†’ Use saved searches as KPI data sources.
  • Workflows β†’ Trigger actions based on saved search conditions.
  • SuiteScript β†’ Export saved searches to SuiteScript for automation.

πŸ’‘ Pro Tips & Best Practices

  • Use specific filters to avoid performance issues.
  • Save time by cloning an existing search and modifying it.
  • Name searches clearly (prefix with department or use case).
  • Use highlighting for user-friendly reporting.
  • Always check Available as Dashboard View for visibility.

πŸ“Œ Key Takeaways

  • Saved Searches are the foundation of NetSuite reporting.
  • They are flexible, dynamic, and can be used for dashboards, KPIs, workflows, and scripts.
  • Mastering criteria, results, and formulas will unlock advanced analytics.
  • Start simple, then move into formulas and summary types as you grow.

πŸ‘‰ Next Page: Advanced Saved Search Formulas

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