Saved Searches are essentially a way to build a live, custom spreadsheet with your NetSuite data. They search your NetSuite environment based on specific parameters, filters, and formulas, then present the data you care about. Saved Searches save these search parameters so you don’t have to rebuild the search the next time.
Your NetSuite database is vast and comprehensive, full of hundreds of fields and thousands of rows of business data. It wouldn’t make sense to parse through all of it. Saved Searches help you narrow things down so you can focus on the data you care about. If you’re wondering how this is different from a web search like Google, the answer is complexity. To search the internet with Google, you just need one search term. To search an environment like NetSuite, it can take a while to create a search that delivers the exact results you want.
Imagine you have a spreadsheet with 100 columns in it, but you only care about columns 3, 27, and 55. Now add to that specific calculations of those data, and specific time frames. As the parameters add up, the task of building the search you want gets more complicated. Because it takes a while to build out a search, and because most business users want to look at the same numbers on a regular basis, it makes sense to save these searches.
What do people use Saved Searches for?
Saved Searches are behind many of NetSuite’s most powerful functions. It’s rare that an employee would have use for all the data in a company’s NetSuite environment. With a Saved Search, one can make sure they only see data that matters to them. Saved Searches are also the backbone behind many of the tools that rely on NetSuite data. iCharts, for example, uses Saved Searches as the source data for analysis. With this approach, iCharts can deliver results faster, because it doesn’t have to parse through all your data.
You can also use Saved Searches for lists, email alerts, or running scripts. Think of them as a database within a database.
What are Record Types?
Record types are broad categories for different types of data. Examples of record types include accounting, activities, and support. Within each record type, there are more specific fields. For example, within the “entities” record type, you’ll find options for fields like customer, employee, or vendor. When you picture a spreadsheet of your NetSuite data, each field represents a column. Record types exist because different data is expressed in different ways. Sometimes a piece of data is a word, a number, or a dollar amount. By using a specific record type, NetSuite can understand what the data is and how to process it.
For an in-depth look at Saved Searches and Record Types, check out our Resources Page.