How to create a complex saved search in NetSuite

Introduction

NetSuite’s saved searches are one of its most versatile and powerful features. They give users the ability to access, manipulate, and display data stored in the system in a meaningful way. Whether you need detailed financial insight, want to track customer behaviour, or optimise inventory management, saved searches allow you to pull and analyse the specific data you need to make informed decisions.

But while simple saved searches are straightforward, creating a complex saved search requires a deeper understanding of NetSuite’s tools and capabilities. This guide will walk you through the process, highlight common use cases, and provide best practices to help you master complex saved searches.

What are saved searches in NetSuite?

A saved search is a dynamic list of data pulled from your NetSuite account based on specific criteria. Unlike static reports, saved searches update in real time as your underlying data changes. You can think of it as a customisable query tool, one designed to present targeted results in table format or dashboards.

The value of saved searches isn't just in retrieval. It’s the flexibility to apply filters, use formulae, and create visualisations that give your data context. From daily operational insights to high-level strategic analysis, saved searches empower businesses to monitor and adapt quickly.

Step by step guide to create a complex saved search

Creating a complex saved search involves layering multiple elements like filters, criteria, formulae, and custom fields. Here’s how you can get started:

Step 1: Define your objective

• Before jumping into NetSuite, identify what you want to achieve with your search
• Are you analysing customer segments? Tracking low stock inventory? Creating an overdue invoices report? Understanding your objective will simplify decisions about data sources, filters, and output

Step 2: Navigate to saved searches

• Go to Reports > Saved Searches > All Saved Searches
• Click New Saved Search. You’ll see options for specific search types like transaction searches, customer searches, or item searches. Select the one that aligns with your objective

Step 3: Set basic criteria

• Use the Criteria Tab to define the foundational parameters for your search. For example:
  • Filter by date ranges (e.g. show transactions from the last quarter)
  • Specify statuses (e.g. only display open purchase orders)
  • Add filters based on departments, classes, or locations
• Combine multiple criteria using operators like AND or OR for precision

Step 4: Add filters for dynamic results

• Use the Filters Tab to add user interface filters. This allows users to interact with the search dynamically, adjusting filters like date or customer in real time

Step 5: Use formulae for advanced logic

• Now comes the "complex" part—formulae. Under the Results Tab, you can use custom SQL-based formulae to manipulate data. For instance:
  • Calculate custom fields like profit margin ({amount}-{cost})
  • Use CASE statements for conditional logic (e.g., classify customers as "High Value" if their order total exceeds £50,000)
• NetSuite formulae use functions like Round(), NVL(), and TO_DATE() for powerful data manipulation

Step 6: Customise columns and sorting

• Select which data fields appear in the search results and in what order. You can customise it further by grouping results (e.g. sum or count transactions by customer)

Step 7: Leverage custom fields

• Custom fields enable you to include calculated or user defined data in your search results. For example:
  • Add a field combining the customer’s first and last name
  • Use scripting to create entirely new output, such as a field representing delivery lead time

Step 8: Set email alerts and automations

• To keep stakeholders updated, set up email alerts under the Email Tab. For example, automatically notify warehouse managers if inventory drops below a certain threshold

Step 9: Save and test your search

• Click Preview to test your results and refine filters or formulae as needed. Once you're satisfied, save it and share permissions as necessary

Common use cases for complex saved searches

Here are a few examples where businesses commonly apply complex saved searches:

• Financial reporting Create a detailed report on overdue invoices sorted by customer and ageing buckets
• Inventory management Identify items below reorder point that have pending demand from sales orders
• Customer segmentation Segment customers based on purchase history, total spend, or geography, then use the list for targeted marketing campaigns or sales strategies
• Employee productivity tracking Track and summarise transactions or tasks assigned to specific employees

Best practices for optimising saved searches

To ensure your saved searches are efficient and accurate, follow these best practices:

1. Avoid overloading filters Too many unnecessary filters can slow down the query. Only include criteria that contribute to your final goal
2. Minimise results volume Limit searches to the essential fields and records for better performance. Use summarised results wherever possible
3. Test in a sandbox environment Before rolling out a complex saved search to your organisation, test it in a sandbox instance. This prevents accidental performance hits in live accounts
4. Use descriptive naming conventions Name your saved searches clearly so others can understand their purpose without digging into the details
5. Audit and update regularly Periodically review your saved searches to remove outdated criteria or optimise for new business needs
6. Document formulae and logic If your search uses complex formulae or joins, document them to help team members understand and maintain the search

Final thoughts

Complex saved searches in NetSuite are a powerful way to unlock actionable insights and streamline your business processes. With a solid understanding of filters, custom fields, and formulae, you can tailor searches that serve a wide range of needs, from monitoring trends to solving specific business problems.

By taking the time to plan your search and following best practices, you can ensure that your saved search results are both accurate and effective. Whether you're a NetSuite novice or a seasoned user, mastering saved searches will make you a more valuable contributor to your business’s success.