Searching within NetSuite stands as one of the essential features of the platform. With an array of search tools at your disposal, retrieving up-to-date information from your account is streamlined. You can personalize the view of search results, deploy NetSuite search formulas for interactions between records, export outputs to other applications, and save search criteria for future purposes. Let's delve into the latest NetSuite search strategies, formula limitations, methods, and the importance of these tools for quickly accessing information.
Application of NetSuite Search Formulas
This article showcases several examples of saved search formulas within NetSuite to enhance your understanding of their application. Essentially, there are two primary methods to utilize formulas to create more tailored search outcomes. You can either incorporate custom search fields or directly apply formulas as part of the search criteria. Let's explore both approaches.
1. Using a Formula in Search Criteria
To implement a formula within the search criteria, follow these steps:
As validation can vary according to the formula type, the most suitable formula type is based on the calculation intended.
Example: If your goal is to modify characters using regular expressions, opt for a Formula (Text). For numeric computations, Formula (Numeric) would be more appropriate.
You could select Formula (Numeric) in the Filter field and use {Quantity} in the Formula field to search for both positive and negative results regarding Quantity. Conversely, entering Quantity in the Filter will filter out all negative results, leaving only positives.
Avoid using tags within your search formulas.
To stop the HTML output from generating, navigate to Setup > Company > General Preferences and deselect the Disable HTML in Search Formula (Text) checkbox.
Enter the expression in the provided field. Consider the following guidelines:
If incorporating a SQL function, select it from the Function dropdown.
To add a field name's ID into the formula, choose it from the Filter dropdown.
To display the results, click Submit. For instance, use Formula (Numeric) and input the formula today - start date, then set the criteria to higher than or equal to 3.
2. Using a Formula in Search Results
To apply a formula in search results, take these steps:
Formula (Currency)
Formula (Date)
Formula (Date/ Time)
Formula (Numeric)
Formula (Percent)
Formula (Text)
The formula type chosen must align with the necessary calculation and validation, similar to how formulas are defined for search criteria.
To include its ID in the expression, choose a field name from the Field dropdown.
To view the outcomes of your search, click Submit.
Various Search Techniques in NetSuite
Now that we recognize how to craft saved searches in NetSuite, there are different search methods available to customize and promptly gather the data you need:
1. Basic Search
A basic search page showcases fields of the chosen record type, with dropdown menus allowing you to input or select values to filter search results.
Navigate to Reports > New Search
Select the record type you wish to locate
Set the filters according to your needs
Click Submit to execute the search and view the results list.
Click Export to save results in .xls, .csv, or .pdf formats.
Click Reset to clear defined filters.
Click Personalize Search to access a page for defining fields and available filters for a tailored search form.
Click Create Saved Search to save and adjust a search using your specified filters.
Additional Note: Some date filters allow for specific times to be included; these times auto-adjust to users' local time zones.
2. Advanced Search
The advanced search method comprises a Criteria subtab for establishing search filters and a Results subtab for defining how search results are displayed.
Go to Reports > New Search
Choose the record type you wish to locate
Check the Use Advanced Search box
Define the Criteria filters and Results display options
After establishing criteria filters and display preferences, click Submit to execute the search. You can later export results as .xls, .csv, or .pdf files.
To clear the defined criteria and results options, click Reset. To access a page for defining result columns and available filters for a personalized search form, click Personalize Search. To display a page for storing and amending a search with your selected filters, click Create Saved Search.
3. Global Search
Wildcards
Numbers
Dashes
Underscores
Recommended options may also appear as you type the keyword, adding convenience. You can press Enter to access the comprehensive list as well. The keyword can consist of 3 to 32 characters, providing effortless search results.
i. Suggested Matches The ability to view any record by selecting it or edit a record by clicking edit on the right side enhances the functionality. Typing in the keyword allows you to see recommended matches, from which you can view or edit as needed.
Go to Home
Access Set Preferences
Click on the subtab - Analytics
You will find a checkbox labeled 'Show list with only one Result.' Check it to view a single record as you type the keyword. You also have the option to remove suggested matches from the Global Search.
It is important to understand that the Global Search feature will not return all matches, as it is designed to highlight the most significant result types.
4. Quick Find Features
Whether utilizing the NetSuite formula text or establishing defined criteria, NetSuite simplifies finding accurate results through Quick Find options. You can swiftly access record types as you search. Simply click on the magnifying glass next to the page header to perform a quick find.
Access Transactions: The tool allows you to choose a specific transaction with just a few clicks. By selecting the type of transaction and entity name, the option can be customized further by selecting the date. If only one transaction exists, it will open automatically. In cases where multiple transactions are found, a 'Found page' displaying a list of transactions will appear, and you can click on the desired transaction.
Access Records: Similarly, you can track and access records using the Quick Find feature. If there are multiple records, a 'Found' page will open, showcasing the list for your selection.
Ultimately, the saved search formula functions in NetSuite provide users with increased flexibility in accessing data. Utilizing various search methods empowers users with complete control over their search outcomes, ultimately saving time and facilitating instantaneous data tracking.
