Webinar – Saved Search Basics

Saved Searches are an easy way to return information about your records in a listing, which can be sorted and exported as needed.

Note: The below information is taken from our webinar from 27-02-14 on Saved Searches. Please see the below recording of the webinar, or continue to the supporting material below. We recommend using the full screen video control to view this recording. Uses of a Saved Search A list style view of your data that can be used for:

  • Reporting & data analysis
  • Dashboards
  • KPI’s
  • List Views
  • Sub-list Views
  • Reminders
  • Email Alerts
  • Scheduled Emails
  • Viewing transactional or record data without access to the transaction / record.
  • Groups for marketing emails

  KPI Any Saved Search can be a KPI so long as it meets the following criteria:

  • A date or period is required in the Available Filters.
  • Only one field is summarised in the Results, this value becomes the KPI so be sure to choose the appropriate summary type.

  How to Access List & Sub-list Views

  • List Views: When you are looking at a list of records or transactions use the View filter at the bottom of the page to change the results to a new search.
  • Sub-list Views: When in a record (e.g. customer, vendor, item) viewing the list of transactions, change the view field to your new search name.  You can also customise the view from here using the customise button.

  Transaction Searches: Criteria for a transaction based search will typically include one or more of the following:

Criteria Values
Main Line Yes  - one line per transactionNo – many lines per transaction ie item level
Tax Line Yes / No
Shipping Line Yes / No
Transaction Type E.g. Invoice, Sales Order, etc.
Transaction Status E.g. Invoice Open or Invoice Closed (paid)

Note: An asterisk on the results row indicates the main line for that transaction.   Transaction Line Searches

  • There are numerous ways to use criteria narrow down your data in a transaction line search so you don’t see duplicate lines including:
    • Main Line                      = False
    • Tax Line                        = False
    • Shipping Line                 = False
    • Account type                 = e.g. Income for invoices
    • Account number = e.g. 4000 Sales for invoices excluding service income

  Grouping

  • When using grouping, columns that don’t have a summary type will not appear in the summary version of the search.
  • When you drill down into the data you will see all columns regardless of whether they are grouped.
  • Advanced: you can also use grouping summaries in criteria & highlighting
  • You will need two version of the search if you want to see detail for all groups in the one report.
Summary Type Purpose Example for an Invoice Transaction Search
Group Rolls up the search results for the column. Group transactions by customer or sales rep name.
Count Counts the number of results that apply to that column. Count the number of transactions for each customer.
Sum Sums the search results for that column. Sum the dollar amount of all the invoices per customer.
Minimum Shows the minimum amount found for the column. Show the smallest sale for each customer.
Maximum Shows the maximum amount found for the column.Also used to return a single value for the record rather than sum them all together. Show the largest sale for each customer.Show the credit limit for each customer.
Average Calculates the average amount for the column. Show the average amount sold in a transaction for each customer.

  Common Formulas Formulas are written much like you would in Excel.  Spaces and new lines can be used to make the formulas easy to read.

  • Basic subtractions, additions, percentages just require the field names in curly brackets within your sums.

({field1name} – {field2name}) / 100

  • Replace with a zero if the field is empty

NVL( {fieldname} , 0 )

  • If then statements

CASE WHEN {type} = 'Invoice' THEN {amount} ELSE 0 END

  • Extract a word value from a field

DECODE( {field.name} , 'text.field.value' , {result.field.name} ) DECODE( {pricelevel} , 'price level 1' , {unitprice} ) If the Price Level is called ‘Price Level 1’ then return the Unit Price for that price level.   Tip: Search Support (Suite Answers) for “Search Formula Tips” or “SQL Expressions”   Permissions

  • Setup > Company > Users / Roles > Manage Roles
  • The permission only applies to record or transaction types that your role already has access to.
  • Run Unrestricted on the Results tab:
    • Check this box to make search results available to users who normally do not have permissions to see the underlying records.
    • This option allows administrators to provide restricted users with limited access to records for a specific purpose. For example, an unrestricted saved search on leads could allow sales reps to identify potential duplicates before entering lead records.
    • If you enable this option, the Edit and View columns of search results are blank for users in roles without the required permissions.
List Permission View Full Create / Edit or Full
Perform Search Run & Create Run, create, export & email  
Publish Search View only   Share with other users
Transaction Search View only   Save

  Support and Training Links

  • Suite Answers

–      Search Formula Tips –      Search the subject name and add the word search –      Use the training links, don’t forget webinars –      NetSuite Online training videos & webinars

  • JCurve Knowledge base

–      help.jcurve.com.au   Tips & Tricks General

  • Always save and run if you are building a new search to avoid losing your changes.
  • Use support to find formulas or how to for saved search.
  • Use single quote marks around text in formulas e.g. ‘ not “
  • When looking at all saved searches change the filters to all and the bundle to None to assist in finding your search.
  • Limit Dashboard search results to display no more than 10 rows.  If you need to see the entire report use the drill down or add the report to a menu or your shortcuts (star button).

  Transaction Searches

  • When running a transaction search know your expected results so you can validate the data returned.
  • In a transaction line search, don’t remove the accounts column until you are only seeing one result per transaction line.
  • Consider if you want to see one line per transaction (Main Line = True) or all lines per transaction (Main Line = False and Tax Line = False)
  • Check your dollar values to see if they include or exclude tax.
  • Open the transaction or record on another tab so you can see the data & field names
  • A transaction data can be shown from a customer search if you need to show other data that is only linked to the customer.

  Customer Searches

  • Customer Searches will benefit from a ‘status’ criteria i.e. Leads, Prospects or Customers.

   

Did this help? If not, try contacting us Submit a request

Comments