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Saved Search Overview

What is Saved Search?#

Saved Search is NetSuite's powerful reporting and data extraction tool. It allows you to query data, create custom reports, filter records, and analyze information across your entire NetSuite account.

Why Use Saved Search?#

Data Analysis#

  • Extract specific data sets
  • Analyze trends and patterns
  • Create custom reports
  • Monitor KPIs

List Views#

  • Create filtered record lists
  • Custom columns for any record type
  • Quick access to important data
  • Export capabilities

Integration#

  • Feed data to dashboards
  • Source for workflows
  • API data retrieval
  • Third-party integrations

Decision Making#

  • Real-time business intelligence
  • Historical data analysis
  • Forecasting and planning
  • Performance monitoring

Saved Search Capabilities#

Record Types#

Transactions:

  • Sales Orders
  • Invoices
  • Purchase Orders
  • Bills
  • Journal Entries
  • All transaction types

Lists:

  • Customers
  • Vendors
  • Items
  • Employees
  • Contacts

Custom Records:

  • Any custom record type you've created

Activities:

  • Tasks
  • Events
  • Phone Calls
  • Cases

Advanced:

  • Transaction Lines
  • Item Fulfillment Lines
  • Custom Joins
  • Multi-level relationships

Search Components#

Criteria Tab:

  • Define which records to include
  • Filter by field values
  • Date ranges
  • Status conditions
  • Custom filters

Results Tab:

  • Choose columns to display
  • Calculate summaries
  • Sort and group
  • Format output

Highlighting Tab:

  • Conditional formatting
  • Color-code rows
  • Visual indicators
  • Prioritization

Available Filters Tab:

  • End-user filters
  • Dynamic filtering
  • Saved filter sets
  • Public filters

Types of Searches#

Standard Search#

  • Single record type
  • Basic filtering
  • Direct field access
  • Most common type

Transaction Search#

  • Transaction-specific features
  • Line-level detail
  • Status filtering
  • Date-range focused

Joined Search#

  • Multiple related record types
  • Cross-record filtering
  • Relationship-based queries
  • Complex data extraction

Summary Search#

  • Aggregated data
  • Group by categories
  • Calculate totals, averages, counts
  • Roll-up reporting

Common Use Cases#

Financial Reporting#

Aged Receivables:

Search Type: TransactionCriteria:  - Type: Invoice  - Status: Open  - Main Line: YesResults:  - Customer  - Invoice Number  - Date  - Due Date  - Amount Remaining  - Days Overdue (formula)Summary:  - Group by Customer  - Sum Amount Remaining

Sales by Rep:

Search Type: TransactionCriteria:  - Type: Invoice  - Date: This Year  - Main Line: YesResults:  - Sales Rep  - Total Sales (sum)  - Number of Invoices (count)  - Average Sale AmountSummary:  - Group by Sales Rep  - Sort by Total Sales descending

Inventory Management#

Items Below Reorder Point:

Search Type: ItemCriteria:  - Type: Inventory Item  - Quantity Available <= Reorder Point  - Inactive: NoResults:  - Item Name  - Quantity Available  - Reorder Point  - Preferred Vendor  - Last Purchase Price  - Days of Supply (formula)

Slow-Moving Inventory:

Search Type: Transaction (Item Fulfillment Lines)Criteria:  - Date: Last 90 days  - Type: Item FulfillmentResults:  - Item  - Quantity Available  - Quantity Sold (sum)  - Days Since Last Sale (formula)Summary:  - Group by Item  - Filter: Quantity Sold < threshold

Customer Analysis#

Top Customers by Revenue:

Search Type: CustomerCriteria:  - Status: ActiveResults:  - Customer Name  - Total Sales (last 12 months)  - Number of Orders  - Average Order Value  - Last Order DateSummary:  - Sort by Total Sales descending  - Limit to Top 50

Customers At Risk:

Search Type: Customer  Criteria:  - Last Order Date: More than 90 days ago  - Previous Year Sales: > $10,000Results:  - Customer Name  - Last Order Date  - Days Since Last Order  - Previous Year Sales  - Current Year Sales  - Sales Rep

Operational Reporting#

Open Sales Orders:

Search Type: TransactionCriteria:  - Type: Sales Order  - Status: Pending FulfillmentResults:  - Order Number  - Customer  - Order Date  - Ship Date  - Days to Ship (formula)  - Total Amount  - Sales RepSummary:  - Group by Sales Rep  - Highlight overdue orders

Employee Tasks Due:

Search Type: TaskCriteria:  - Status: Not Started or In Progress  - Due Date: Next 7 daysResults:  - Task Title  - Assigned To  - Due Date  - Priority  - Company  - Days Until Due (formula)Summary:  - Group by Assigned To  - Sort by Due Date

Saved Search vs. Reports#

When to Use Saved Search#

Best For:

  • Custom data extraction
  • Flexible filtering
  • List views
  • Integration needs
  • Complex joins
  • Scheduled emails
  • Dashboard portlets

When to Use Standard Reports#

Best For:

  • Standard financial statements
  • Pre-built analysis
  • Compliance reporting
  • Quick standard views
  • Printed financial reports

Advantages of Saved Search#

  1. Flexibility: Create exactly what you need
  2. Customization: Any field, any format
  3. Reusability: Save and share
  4. Automation: Schedule and email
  5. Integration: API accessible
  6. No Coding: Point-and-click interface

Accessing Saved Searches#

Creating New Search#

Navigate to: Lists > Search > Saved Searches > New

Or from any list view: Customize > Save Search

Managing Searches#

Reports > Saved Searches

  • View all your searches
  • Edit existing searches
  • Delete unused searches
  • Set permissions
  • Schedule emails

Running Searches#

Direct Access:

  • Reports > Saved Searches > [Your Search]

From Lists:

  • Any list view dropdown

From Dashboards:

  • Add as portlet

Via URL:

  • Bookmark search URLs
  • Share direct links

Search Permissions#

Public vs. Private#

Private Search:

  • Only you can see and use
  • Testing and personal use
  • Draft searches

Public Search:

  • Others can view and run
  • Shared team resources
  • Standard reports

Audience#

Control who can see public searches:

  • All Roles
  • Specific Roles
  • Specific Users
  • Groups

Edit Rights#

Determine who can modify:

  • Owner only
  • Specific users
  • Administrators

Search Performance#

Performance Considerations#

Factors Affecting Speed:

  • Number of records searched
  • Number of result columns
  • Complexity of criteria
  • Joined record types
  • Formula fields
  • Summary calculations

Optimization Tips#

  1. Limit Criteria: Be as specific as possible
  2. Fewer Columns: Only include needed fields
  3. Use Filters: Let users narrow results
  4. Avoid Heavy Formulas: Complex calculations slow searches
  5. Index Key Fields: Use indexed fields in criteria
  6. Limit Results: Set maximum row limits

Best Practices#

Design Efficient Searches:

Good:  - Specific date ranges  - Status filters  - Type limitations  - Reasonable result limits
Avoid:  - Open-ended date ranges  - No filters  - All record types  - Unlimited results  - Too many formula columns

Search Features#

Formulas#

Create calculated fields:

  • Mathematical operations
  • Date calculations
  • String manipulations
  • Conditional logic
  • Custom metrics

Summary Types#

Aggregate data:

  • Sum: Total values
  • Average: Mean values
  • Count: Number of records
  • Minimum: Lowest value
  • Maximum: Highest value

Grouping#

Organize results:

  • By customer, item, date, etc.
  • Multiple group levels
  • Subtotals and grand totals

Sorting#

Order results:

  • Ascending/descending
  • Multiple sort levels
  • Custom sort order

Highlighting#

Visual emphasis:

  • Conditional row colors
  • Priority indicators
  • Status highlighting
  • Threshold alerts

Output Options#

View Results#

  • Grid view (spreadsheet-like)
  • List view
  • Pivot tables (for summary)
  • Charts and graphs

Export#

  • Excel
  • CSV
  • PDF
  • XML

Schedule#

  • Email results daily, weekly, monthly
  • Attach as CSV or PDF
  • Multiple recipients
  • Conditional sending

Dashboard Integration#

  • Add to home dashboard
  • Center-specific dashboards
  • Role-based views
  • Real-time updates