Email Alerts from NetSuite Saved Search

If you’ve already optimized dashboards for management and provided them with various reports and searches to run periodically but they still complain about the data not being accessible enough, your next step is email alerts.

NetSuite Saved Searches can be configured to email to a defined group of people either on a particular trigger or at scheduled times of the week or month. Search results can be included in the email body or as an attachment and if the latter option is chosen a dynamic email body can be crafted to explain the data further.

To get started you need to decide if you want something to trigger the email alert or whether you want it to send on a schedule. Both have benefits and are generally used to meet different needs.

If you want a notification of an unapproved action taking place you probably want the alert to be sent immediately. Waiting for a monthly list of instances is going to be too late in a scenario like this.

A search showing the highest value Sales Orders for the month, however, is something that will need to be viewed at the end of a period and would benefit from a scheduled email.

Setting Up NetSuite Saved Search Scheduled Emails

  1. Create a Saved Search.
  2. Navigate to the Email subtab and Select Send Emails According To Schedule.
  3. Under Email : Specific Recipients add the recipients of the email.
  4. Navigate to Email : Customize Message to update email subject and body.
  5. Select how you want the search results sent (attachment type or summarized in the email).
  6. Navigate to Email : Schedule and define the day and time the emails should be sent.

Once you have created your search click on the Email subtab. Select the Send Emails According To Schedule checkbox. By default, the next two checkboxes will be marked – Summarize Scheduled Emails and Send If No Results. The first of these indicates that you only want one email sent to each recipient. The alternative would be, in some cases, a separate email for each search result.

Setting the preferences for email alerts in a NetSuite saved search

Under the Email : Specific Recipients subtab you must add the desired recipients of the email. These names must be either employees, contacts or groups within the system. In the next subtab, Recipients From Results, you can select a field on the results record to send emails to. This might be used for an alert going to Sales Reps regarding information on an order, for example. In this case you would need to go back and uncheck the Summarize Scheduled Emails box previously mentioned.

Under Email : Customize Message you will configure the actual email being sent. Add a from email address or leave it blank. If it is left blank emails will be sent from the owner of the search. Enter a subject line for the email and a body of text. If you not sending summarized results, you can even pull in record fields to create a dynamic email template with information more relevant to the recipient.

At the bottom of the Email : Customize Message subtab you will mark how you want the results to be sent. The two options are to have the data sent within the email body or as an attachment. If you choose to have an attachment you can select from CSV, XLS or PDF.

On the final subtab you will set the details of the email schedule.

Setting the schedule frequency on a saved search in NetSuite

Setting Up NetSuite Saved Search Triggered Emails

  1. Create a Saved Search
  2. Navigate to the Email subtab and Select Send Email Alerts When Records are Created/Updated.
  3. Under Email : Specific Recipients add the recipients of the email.
  4. Populate the Email : Updated Fields subtab with the fields that should trigger the alert.
  5. Navigate to Email : Customize Message to update email subject and body.
  6. Select how you want the search results sent (attachment type or summarized in the email).

Create your Saved Search and then head to the Email subtab to select Send Email Alerts When Records are Created/Updated. Scroll down and add the recipients of the email. Recipients must be employees, contacts or groups within NetSuite. If you want a recipient to receive alerts for updates to records as well as the addition of new records, you must select the Send On Update checkbox next to that recipient’s name.

If you do need alerts going out when certain fields are updated, you will need to define those on the Email : Updated Fields subtab. Select the target field in the first column and you can then optionally choose an old or new value that is of particular concern. You can repeat this for multiple fields if necessary.

Under Email : Customize Message you will set the details of the email being sent. Leave the from email address blank to have emails sent from the owner of the search or set a specific email address to send from. Enter a subject line for the email and a body of text.

Beneath the body of the email you will need to select how you want the results to be sent. This is either within the email body or as an attachment. Your attachment can either be CSV, XLS or PDF file type.

Setting the email body for an email alert from a NetSuite saved search.

If you are interested in the other aspects of Saved Searches and how you can present your data in more creative and engaging ways there are numerous articles on NetFreak that can help you. Why not begin with this recent article on how to use the Highlighting feature of Saved Searches.


Interested in other ways you can use Saved Searches? Check out the following articles –

Creating a Custom KPI in NetSuite

Populate A Field With A Saved Search

Similar Posts

Leave a Reply

Your email address will not be published. Required fields are marked *