Saved Searches is a power tool in Netsuite that allows you to create multiple records searches, reports, and data finding. This tool can be used to find information with multiple records such as items and their respective transactions or customers and their respective transactions. The list continues to grow they further you go with the information you are wanting to capture. Saved Searches are not designed for all roles given the amount of information that can be obtained.
This is where saved search and role permissions come into play. When creating a saved search, you will see a few options available to restrict access to that specific search.
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- The Public checkbox is whether this saved search can be searched by anyone in the NetSuite account. Users will be able to search the name in the global search bar and open the search.
- The Audience subtab allows you to limit access to different roles, employees, departments, etc. You can use one or the other to share access to the saved search.
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The last option is to limit permissions on the custom roles list. NetSuite includes four different types of permissions: Lists, Reports, Setup, and Transactions. Five Lists type permissions determine your ability to run, export, and email searches, and to create, run, export, email, and share saved searches:
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- Perform Search: This permission has two possible levels, View and Full. If you have View level for the Perform Search permission, you can run searches and saved searches, for record types to which you have access. If you have Full level for the Perform Search permission, you can run, create, and save searches, for record types to which you have access.
- Publish Search: This permission has four possible levels, View, Create, Edit, and Full. If you have Create level or higher for the Publish Search permission, you can share saved searches with other users, and set up alert emails and scheduled emails of saved search results. The Audience, Roles, Email, and Execution Log subtabs are available on the saved search definition page.
- Persist Search: This permission has only one possible level, Create. With this permission, a Persist (CSV) link becomes available for saved searches listed at Reports > Saved Searches > All Saved Searches. This permission enables you to extend the timeout for the saved searches you run to up to 3 hours and to save search results in a CSV file.
- Export Lists: This permission has only one possible level, Create. With this permission, Export and Email buttons become available on your search and saved search results pages, which enables you to export and email both searches and saved searches, for record types you are allowed to access. This permission is activated only if you have at least the View level for the Perform Search permission.
- Perform Search: This permission has two possible levels, View and Full. If you have View level for the Perform Search permission, you can run searches and saved searches, for record types to which you have access. If you have Full level for the Perform Search permission, you can run, create, and save searches, for record types to which you have access.
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These permissions levels determine the functionality users will have when trying to create saved searches. Each one has a different function has listed above and therefore must be carefully given to each custom roles. Some roles may only need to view or run searches but not export. You can combine the different permissions to provide certain functions.
If you have any more questions about saved searches, what reports you can create, or permission functions feel free to reach out to us at any time.
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