NetSuite Saved Searches—what they are and how to use them

Successful businesses thrive on accurate and timely insights. NetSuite’s Saved Searches feature is one of the most powerful tools available for reporting, data analysis, and workflow automation. Whether you need to track financial transactions, monitor inventory, or analyze customer behavior, Saved Searches allow you to extract, filter, and present data dynamically. This article will walk you through everything you need to know about NetSuite Saved Searches: what they are, how to use them effectively, and their limitations.

A Saved Search is a customizable query in NetSuite that allows users to filter, sort, and display data from across the system. Unlike standard reports, Saved Searches provide real-time data, customizable criteria, and powerful filtering options, making them an essential tool for decision-making.

Key Features of Saved Searches:

• Real-time Data: Retrieves the most up-to-date records available in the system.
• Customizable Filters: Define specific search criteria to refine results.
• Conditional Formatting & Highlighting: Color-code results to quickly identify key data points.
• Scheduled Email Notifications: Automatically send reports to key stakeholders.
• Dashboards & KPIs: Embed results into NetSuite dashboards for easy access.

Creating a Saved Search in NetSuite is straightforward. Here’s a step-by-step guide:

Step 1: Navigate to Saved Searches

• Go to Report>Saved Searches>All Saved Searches.
• Click on New Saved Search.
• Select the type of record you want to search (e.g., Transactions, Customers, Items, Employees).

Step 2: Define Search Criteria

• Use the Criteria tab to filter the records you want to retrieve.
• Example: If you’re creating a customer search, you can filter by customers with sales greater than $10,000.
• Use AND/OR conditions to refine searches further.

Step 3: Customize the Results Display

• In the Results tab, select the columns you want to display.
• Example: If searching for invoices include fields like Customer Name, Invoice Date, and Amount Due.
• Use Formulas for advanced calculations (e.g., CASE WHEN {amount} > 500 THEN ‘High Value’ ELSE ‘Low Value’ END).

Step 4: Set Sorting and Highlighting

• Use the Sorting option to arrange results (e.g., sort by date or highest revenue).
• Apply Highlighting Rules to flag important data (e.g., overdue invoices in red)

Step 5: Automate Notifications (Optional)

• Under the Email tab, set up scheduled email alerts.
• Example: Send a weekly report of Outstanding Payments to the finance team.

Step 6: Save and Run the Search

• Click Save & Run to execute the search. The results will be displayed instantly. And you can edit or refine the search as needed.

Triggering Workflows and Alerts

• Use saved searches to notify sales reps when customers are inactive for 60+ days.
• Alert warehouse teams when stock levels fall below a threshold.

Creating Custom Dashboards & Reports

• Embed Saved Search results into NetSuite Dashboards for real-time insights.
• Use summary searches for KPI reporting.

Optimizing Business Processes

• Identify bottlenecks in order fulfillment by tracking delays.
• Automate follow-ups by triggering tasks based on search results.

Complex Joins Are Limited:

Unlike SQL queries, Saved Searches have limitations on how tables can be joined. Use SuiteAnalytics Workbooks for more complex relationships.

Performance Issues with Large Datasets:

Running searches on millions of records can slow down performance. To boost your search use indexed fields and filter criteria effectively.

Limited Formatting Options:

Saved Searches offer basic formatting but lack charting and visualization. For enhanced formatting export your data to Excel or SuiteAnalytics Workbooks.

NetSuite Saved Searches are an indispensable tool for businesses looking to make data-driven decisions. They provide real-time insights, customizable filtering, and automation capabilities that enhance operational efficiency.

By mastering Saved Searches, users can optimize financial tracking, inventory management, customer engagement, and much more. While there are some limitations, the combination of Saved Searches with SuiteAnalytics and other NetSuite features ensures you have the best tools for reporting and analytics.

Our team of skilled consultants is dedicated to helping you fully optimize your NetSuite investment. We specialize in assisting organizations in utilizing NetSuite’s powerful features, like Saved Search, to improve operational efficiency. Whether you need support in creating Saved Searches or training to help your team adopt NetSuite’s unique functionalities, we’re here to provide the expertise you need. With our guidance, NetSuite users can confidently unlock the platform’s full potential. Contact our team today for general NetSuite support or to schedule a training session.