30 Aug, 2023

Avoid These Common Top TEN NetSuite Saved Search Mistakes Now! 

When handling Saved Searches in NetSuite, there are numerous elements that tend to be disregarded. This article is packed with advanced tips for building efficient NetSuite Saved Search. Once you go through these, you will be able to avoid those commonly made mistakes in the future! 

What are Saved Searches in NetSuite?

NetSuite is a powerful cloud-based ERP (Enterprise Resource Planning) system that empowers businesses with robust functionalities and customizations. One of the essential reporting tools in NetSuite is Saved Search, which allows Developers and Administrators to create complex, tailored queries to extract valuable insights from the recorded data.   

Some of this core NetSuite functionality include: 

Restrict Data Visibility to a particular group of NetSuite users 

Send out emails to certain recipients on real time basis or as scheduled  

Ability to pull out refined user specific reports with ease

Highlight specific chunks of data for better data representation & readability 

However, while Saved Searches offer immense potential, there are common mistakes that Developers and Admins should be aware of to ensure they are using this tool effectively. 

1. Not Regularly Reviewing Saved Searches: Business needs evolve over time, and so do the requirements for data extraction. A common mistake is to create Saved Searches and forget about them. It is essential for Developers and Admins to periodically review existing Saved Search they are still relevant and efficient. Outdated or redundant searches should be removed or updated as needed. 

2. Ignoring Record Limitations: NetSuite imposes record limitations on Saved Searches to prevent overloading the system. Attempting to retrieve large results without proper date filtering of records can lead to system performance issues. Developers should consider breaking down large queries into smaller subsets or using other methods, such as CSV (Comma Separated Value) exports or RESTlets, to handle extensive data retrieval. 

3. Overcomplicating the Query: One of the most prevalent mistakes made by NetSuite developers is overcomplicating Saved Searches by using SQL queries when standard options are available. While Saved Search offers flexibility, using multiple criteria, filters, and join conditions can lead to slower performance and increased complexity. 

4. Not Using Hyperlinks: Utilizing hyperlinks in Saved Searches enhances quick and efficient navigation through NetSuite records, especially when paired with summarized results. This prevents the hassle of repeatedly shifting between summarized and detailed outcomes.

5. Neglecting Error Handling: Saved Searches, like any other programmatic operation, can encounter errors. Neglecting proper error handling in Saved Search will lead to unexpected issues and disruptions in data extraction processes. 
6. Excluding Reminders/Dashboards Feature: A commonly ignored feature within NetSuite's Saved Search is its ability to create simple reminders. Amidst data abundance, consider setting up dashboard notifications for easy reference.

7. Inefficient Sorting and Grouping: Sorting and grouping data within Saved Searches can have a significant impact on performance. Incorrectly sorting or grouping large datasets can slow down query execution.

8. Misusing Formulas: Formulas in Saved Searches provide powerful capabilities to perform calculations and derive insights. However, misusing complex formulas or using them excessively can lead to slower query execution and performance degradation. 

9. Choosing to Skip Summarizing Scheduled Emails: When emailing Saved Search results, it is vital to select the ‘Summarize Scheduled Emails’ checkbox under ‘Email’ subtab. This sends a single email with summarized results. Conversely, if left unchecked, each Saved Search result will trigger a separate email to the recipient. In other words, if there are 100 search result lines for one person, then the recipient will receive 100 individual emails. 

10. Lack of Security Considerations: When designing Saved Searches, security should be a top priority. Allowing unauthorized access to sensitive data through Saved Search has severe consequences. Developers and Admins should implement proper role-based permissions and access controls to ensure data security and compliance. 

Let Us Conclude 

Saved Searches are an indispensable tool for NetSuite Developers and Administrators to analyze data and gain valuable insights. However, avoiding common mistakes is crucial to ensure optimal performance, security, and maintainability. Adhering to best practices such as keeping queries simple, and regularly reviewing Saved Searches, Admins can make use of its full potential and can maximize the benefits it offers to businesses. 

If you need more assistance or are seeking a solution, please contact our experts at Jobin & Jismi. We are happy to support you.