How to Schedule Saved Searches in NetSuite

 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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