A Complete Guide on NetSuite Saved Search

NetSuite Saved Searches are one of the platform’s most powerful tools, providing users with tailored views of their data. They allow businesses to analyze key metrics, extract insights, and make informed decisions. Understanding how to create, use, and optimize Saved Searches can transform how you manage and interpret your data.

What is a NetSuite Saved Search?

A Saved Search in NetSuite is a reusable, customizable query that allows users to define filters, display preferences, and criteria for data analysis. It functions as a dynamic reporting tool, providing real-time insights tailored to specific business needs, such as lead tracking, sales analysis, and inventory management.

For additional insights, check out this comprehensive guide on NetSuite Saved Searches to understand the core concepts and benefits.

How NetSuite Saved Search Work?

NetSuite Saved Searches work by generating a query based on user-defined filters and criteria. The backend system constructs this query, retrieves matching records from the database in real-time, and optimizes performance for large datasets. The results are dynamically generated and returned to the user with the specified fields and conditions applied.

How to Create a Saved Search in NetSuite: A Step-by-Step Guide

Saved searches in NetSuite are powerful tools for extracting specific data from your system. This detailed guide ensures you don’t miss any steps while setting up your search.

Note: You need administrator access to create a Saved Search in NetSuite. If you don’t have the right permissions, ask your system administrator for help.

1. Accessing Saved Searches

To create a Saved Search in NetSuite, go to Reports > Saved Searches > All Saved Searches > New.

After clicking the New Saved Search tab, you’ll see a list of available Saved Search types.

For this example, we’ll create a Saved Search to display items and the related Bill and Purchase Order. We’ll select the ‘Item’ type for this Saved Search.

2. Selecting Type

Note: The page title here, “Saved Item Search,” matches the “Item” search type we selected. If you choose a different search type, the page title will change accordingly.

3. Naming Your Saved Search

Start by entering a search title. For this example, we’ll use “My Item Saved Search.”

NetSuite will automatically assign an ID to your saved search if you don’t create one, but it’s recommended to manually assign an ID for easy recognition.

Note: A best practice when creating an ID in NetSuite is to start it with an underscore, as NetSuite will automatically add a standard prefix (e.g., “customsearch”) to any ID you create. For example, if you set the ID as “_my_item_saved_search,” the full ID will be “customsearch_my_item_saved_search.”

If you want the Saved Search to be available to all users, check the ‘Public’ checkbox. To display the search as a list (e.g., in a portlet on your dashboard), check the ‘Available as List View’ checkbox.

4. Define the Criteria for the Saved Item Search

Criteria are all the rules you set to filter your data, ensuring that only the information you want is returned. For example, if you run an Item Saved Search without setting criteria, it will return all items in NetSuite. To avoid this, you’ll set filters to narrow down the results based on specific conditions.

Define the Type in Criteria

The first step is to define the type of item you want the saved search to return. On the Criteria tab, under the Filter subtab, you’ll find an option for Type.

Note: This filter is different from the Saved Search Type (“Item”) you initially selected. The Saved Search Type defines what type of record (item) you’re querying, while the Type filter allows you to restrict the search further based on specific item types (e.g., inventory item, non-inventory item, service item).

5. Specify the Display Criteria

Now, to filter down items that are shown on your website, for example, go to Display in Website (a checkbox field), and set it to “Yes.” This will filter the search to return only those items that are visible on the website. If you want to combine multiple conditions, you can use expressions (AND, OR) to create complex filter rules.

6. Load the Results

Once you’ve set your criteria, it’s time to move to the Results tab, where you can define the columns to display in your saved search results. This is where you configure what data to show.

Under the Columns subtab, you will see fields you can choose to display in your report.
Begin by selecting fields such as Name, Display Name, Description, and Display in Website. These will be the key pieces of information you’ll want in the results.
You can adjust the order of columns by dragging them into the desired position.

Below is Result of Saved Search:

7. Sort Results by Display Name in Descending Order

If you want to change how the results are sorted, go to the Results tab and select the Display Name field for sorting instead of Item Name.

To sort in descending order, simply select the Descending option in the sort options next to the Display Name column.
This will show the items grouped and listed based on their display name, starting with the last alphabetically.

8. Use Formulas for Advanced Logic

The formula feature allows you to use SQL logic for more powerful searches. Here’s how to use it:

In the Results tab, select Formula (Text), Formula (Numeric), or Formula (Date) depending on the type of data you want to manipulate.

For example, if you want to display the backordered ID for items, you can use a formula like

CASE WHEN {transaction.quantity} < {transaction.quantityonhand} THEN 'Backordered' ELSE 'In Stock' END

This logic uses SQL CASE WHEN statements, similar to Excel formulas, to perform conditional checks and display different values based on the result.

You can explore more formulas and examples using SuiteAnswers, which contains detailed examples of SQL syntax and advanced formula configurations.

9. Run and Save the Search

Once your search is configured with the necessary criteria, display settings, formulas, and drill-downs, click Save to save the search.

You can run the saved search directly to see how the data displays.
The saved search will now return results based on your specified filters and formulas.

10. Exporting the NetSuite Saved Search Results

After running the saved search, you can export the data for further manipulation:

Click on the Export icon to export the results to Excel, CSV, or PDF formats.
This can be useful if you want to analyze the data outside of NetSuite or share it with other stakeholders.

How to add Saved search to NetSuite Dashboard:

1. Go to Your Dashboard -> Personalize It:

Navigate to the dashboard where you want the Saved Search.
Click on Personalize Dashboard (usually at the top right).

2. Add Custom Search Portlet:

In the Personalize Dashboard panel, look under Standard Content.
Drag the Custom Search option and drop it onto your dashboard.

3. Set Up the Search:

In the Custom Search portlet, click Set Up.
Select your saved search from the dropdown list.
Enter a title for your Custom Search portlet in the Custom Portlet Title field (optional).

4. Configure Results & Behavior:

Set the Results Size to decide how many results to display.
Choose the Drill Down behavior to specify whether to open results in the portlet or a new page.

5. Enable Inline Editing (Optional):

If Inline Editing is enabled, check Allow Inline Editing if you want users to edit records directly in the portlet.

6. Save Your Changes:

Once you’re happy with the setup, click Save to apply your changes.

Top 9 Mostly used NetSuite Saved Search Types:

Here’s a refined list of the top most commonly used NetSuite Saved Search types, which are essential for various business functions:

Customer Search

Used for managing customer data, tracking sales performance, and supporting targeted marketing campaigns.

Item Search

Generates reports on products and services, including pricing, stock levels, and sales performance.

Opportunity Search

Tracks potential sales and forecasts revenue, analyzing sales performance by lead source or industry.

Transaction Search

Essential for financial management, tracking sales orders, purchase orders, invoicing, and cash flow.

Vendor Search

Helps manage vendor relationships, analyzing purchase history, payment terms, and vendor performance.

Employee Search

Used by HR departments to manage employee data such as departments, roles, compensation, and performance metrics.

Lead Search

Focused on managing and analyzing leads through the sales funnel, tracking conversion rates and sources.

Project Search

Used for tracking project status, budgets, deadlines, and resources, ensuring projects are on time and within budget.

Marketing Campaign Search

Tracks the effectiveness of marketing campaigns, measuring lead generation, conversion rates, and ROI.

NetSuite Saved Searches key benefits:

Customizable Reporting: Tailor reports to specific business needs with customizable filters and criteria.
Real-Time Data: Always access up-to-date information for accurate decision-making.
Time Efficiency: Save time by reusing saved searches instead of manually recreating reports.
Improved Data Access: Easily retrieve critical business insights without technical skills.
Flexible and Dynamic: Include custom fields, formulas, and aggregations for in-depth analysis.
Enhanced Data Segmentation: Filter data by various attributes for more granular insights.
Export Capabilities: Export results in formats like CSV, Excel, or PDF for further analysis and sharing.

Best Practices for Saved Searches

Here are some best practices for NetSuite Saved Searches:

Be Specific with Filters: Use precise filters to narrow down results and avoid unnecessary data.
Limit Results: Set a result size to improve performance, especially with large datasets.
Use Summary Types: Group data using summary types (e.g., Count, Sum) for aggregated insights.
Optimize Performance: Use indexed fields for filtering and avoid too many joins.
Leverage Formula Fields: Use formulas for custom calculations and combining data.
Create Reusable Searches: Save and name searches for easy reuse.
Export Options: Export results to CSV or Excel for analysis or sharing.
Set Permissions: Control access to saved searches based on user roles.
Test Searches: Ensure accuracy by testing saved searches before final use.
Careful with Date Ranges: Use consistent time zones and relative dates for up-to-date results.

Most common use cases for NetSuite Saved Searches:

Use Case	Real-Life Conditions / Examples

Sales Analysis

A sales manager wants to analyze the sales performance of each representative by region or product category. They can use a Saved Search to generate monthly performance reports and identify top performers and trends in sales.

Customer Segmentation

A marketing team needs to target customers based on their location, purchasing history, or industry for an upcoming promotional campaign. They use a Saved Search to filter customers into relevant groups based on these criteria.

Inventory Control

A retail company needs to manage stock levels across multiple warehouses. They create a Saved Search to monitor low-stock items, identify slow-moving inventory, and manage reordering to optimize warehouse space.

Financial Insights

A CFO needs to generate financial statements, track the accounts receivable and payable, and review the company’s monthly cash flow. A Saved Search helps them access specific financial transactions like invoices, payments, and outstanding balances.

Lead Tracking

A sales manager wants to evaluate the effectiveness of lead generation channels, such as online forms or referrals. They use a Saved Search to track the lead status, lead source, and conversion rates, allowing them to adjust strategies.

Project Monitoring

A project manager needs to track the progress of a software development project. They use a Saved Search to monitor key metrics like budget, timeline, resource allocation, and tasks completion to ensure the project is on track.

Employee Management

HR departments use Saved Searches to evaluate employee performance metrics across departments. For example, a Saved Search can track employee tasks, attendance, and productivity, helping managers assess employee effectiveness and workload balance.

Vendor Performance

A purchasing manager wants to evaluate vendor performance based on delivery times, payment terms, and quality. They use a Saved Search to generate reports comparing vendors and make data-driven decisions about future supplier relationships.

Customer Service Analysis

A customer service team needs to track the number of open cases, average resolution time, and customer satisfaction scores. Saved Searches help analyze patterns in service cases, identify areas for improvement, and monitor support staff performance.

Expense Management

An accounting department uses Saved Searches to track employee expense reports, including receipts and approvals. For example, they can create a Saved Search to monitor travel expenses or office supply reimbursements, ensuring compliance with company policies.

Conclusion

NetSuite Saved Searches empower businesses to harness their data efficiently. By creating personalized searches, defining precise criteria, and adhering to best practices, you can unlock the full potential of this powerful tool. Whether for reporting, inventory, or other use cases, Saved Searches provide actionable insights to improve business outcomes. Start building smarter searches today to make decisions driven by data, not guesswork. For further learning, the NetSuite Release Notes for 2024 detail updates and enhancements to Saved Searches.

FAQs

Yes, you can create as many Saved Searches as needed for the same data set, each with different filters, criteria, and display settings. This allows you to tailor the views and reports for different teams, functions, or purposes within the organization.

Yes, NetSuite allows you to schedule Saved Searches to run automatically at specified times. This can be useful for recurring reports or for automated data delivery to team members without manual intervention.

A Global Saved Search is shared across all users or specified roles in NetSuite, allowing for broader access and collaboration. A Personal Saved Search is visible only to the user who created it, providing a more private, customized view of data.

To copy a Saved Search in NetSuite, follow these steps:

1. Navigate to Saved Searches: Go to Reports > Saved Searches > All Saved Searches.
2. Find the Saved Search: Locate the Saved Search you want to copy from the list.
3. Open the Saved Search: Click on the name of the Saved Search to open it.
4. Click "Save As": Once the Saved Search is open, click on the "Save As" button. This will create a copy of the search.
5. Rename the Saved Search: In the "Save As" window, give the new search a different name to distinguish it from the original.
6. Save the Copy: Once you've renamed the search (and made any other desired changes), click Save. The new search will now appear in your Saved Searches list.

This process allows you to create a duplicate of an existing Saved Search while keeping the original intact for future use or modification.

To make a Saved Search public in NetSuite, follow these steps:

1. Navigate to Saved Searches: Go to Reports > Saved Searches > All Saved Searches.
2. Open the Saved Search: Locate the Saved Search you want to make public and click on the name to open it.
3. Edit the Saved Search: Once the Saved Search is open, click Edit to make changes.
4. Access the "Sharing" Settings: In the Saved Search page, look for the Sharing tab or section. This can typically be found under the Audience sub-tab.
5. Set Visibility: In the Audience section, select the option to make the Saved Search public. You'll usually have an option like "Public" or "Available to all users".
6. Save the Changes: After selecting the appropriate sharing option, click Save to apply the changes.

This will make the Saved Search available to all users within your organization or as specified by your sharing settings. Public Saved Searches can be accessed by any user without the need for specific permissions.

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Nirmal M.

January 8, 2025

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A Complete Guide on NetSuite Saved Search

What is a NetSuite Saved Search?

How NetSuite Saved Search Work?