NetSuite’s Sandbox environment is used for testing, training and development work. You generally don’t want the whole company having access to the Sandbox as this could affect work in progress. There is also the risk that a user may carry out some of their data entry in Sandbox instead of the production environment, causing data errors or even bigger problems further down the line.
Ensuring only the right users have access to Sandbox is easy enough. Access is granted and removed separately to the production account and at the point of refreshing you can choose to only give access to Administrators. You can learn more about the process of refreshing a Sandbox account here.
Login access, however, is not the only consideration when it comes to a non production environment (If you are struggling to log in, check out our common Login Issues). There will no doubt be workflows, saved searches and scripts that send email alerts out. You don’t want these email alerts to be sent from Sandbox for a number of reasons.
- They will presumably be duplicates of emails being sent from the live environment.
- They are being sent from a test environment so do not contain up to date information.
- If testing has been carried out emails may contain test data not suitable for external parties.
Thankfully, NetSuite doesn’t send emails out from Sandbox to everybody and there is a simple way to set who you are happy for emails to go to.
Setting Sandbox Email Preferences
Using your production account navigate to Setup > Company > Email Preferences. Under the subtab Sandbox and Release Preview you will be given a choice of three Sandbox Options.
Send Email To
This option will allow you to specify one or more email addresses to send to. This is the most controlled option whilst still sending emails. You can effectively whitelist multiple email addresses using a comma to separate.
Send Email to Logged In User
Selecting this option will route almost all emails to the user logged in to NetSuite. This is not a completely blanket rule, however, and there are some exceptions. Script error notification will still be sent to the relevant person as defined on the script record. This is not such a major concern but what is more worrying is that email messages generated from webstores will still go to the shoppers email address and not the logged in user. This could mean emails going to an external party and should be avoided at all costs.
Do Not Send Emails
If you do not want any emails sent at all then select this option but that will, of course, prevent any testing of alerts and notifications.
When you refresh your Sandbox these preferences will be copied from your production account. If you have more than one Sandbox environment then all your accounts will have the same preferences. If you need to change your preferences after a refresh, or would like different preferences across your suite of Sandbox accounts, you can change the preferences in each account using the same steps described above. Just be aware that if you set different preferences in each Sandbox account, when you refresh them, they will revert back to the option selected in your production system.
Setting Release Preview Email Preferences
All the above information applies to your Release Preview account as well. The Release Preview account is a copy of your production environment that allows you to test the latest version of NetSuite prior to its release. The Release Preview options are the same three options that you have for Sandbox. They are located on the same page and subtab and titled Release Preview Options.
It is not always possible to know when the Release Preview copy is going to be made so once you have access it is advised that you check the email preferences that have been copied. You may need to update them to your most recent preference.
If it is the mention of the Release Preview account above that brought you here, make sure to check out our information on NetSuite’s Release Notes.
More detailed information on what Sandbox environments actually are can be found here.