NetSuite provides the ability to automate the delivery of key reports through the scheduling feature on their saved searches. This feature lets you automatically email search results on a daily, weekly, or monthly basis, keeping your team informed without lifting a finger.
What is a Scheduled Saved Search?
A scheduled saved search is a NetSuite search that runs on a defined schedule and automatically emails the results to specified recipients. It’s a great way to keep stakeholders updated on sales, overdue invoices, or any other critical data.
How to Schedule a Saved Search
Step 1. Create Your Saved Search
- Navigate to Reports > Saved Searches > All Saved Searches > New.
- Choose the appropriate record type (e.g., Transaction, Customer, Item).
- Define your criteria and results as usual.
- Save the search.
Step 2. Edit and Set Up Scheduling
- Go to Reports > Saved Searches > All Saved Searches and find your search.
- Click Edit.
Step 3. Go to the Email Subtab
- Select the Email subtab.
- Check Send Emails According to Schedule.
Step 4. Define the Recipients
- Under Recipients, add the email addresses (internal users or external email addresses).
- Optionally, use the Specific Recipients from Results option if you want dynamic recipients (like sales reps or customers from the search results).
Step 5. Set the Schedule
- Still on the Email subtab, set the frequency (Daily, Weekly, Monthly).
- Choose the day(s) of the week and time of day.
Step 6. Save
- Save your search. NetSuite will now automatically run it and email the results on the defined schedule.
Example: Weekly Sales Report
Use Case:
Send a weekly email to the sales team showing all open sales orders by territory.
Steps:
- Saved Search Type: Transaction
- Criteria: Type = Sales Order, Status = Open
- Email Recipients: sales@company.com
- Schedule: Weekly on Mondays at 8 AM
Final Thoughts
Scheduling saved searches in NetSuite is a simple yet powerful way to automate reporting and keep your team aligned.
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