Search FAQ

See the questions and answers below for information about Searches.

Can I display search results on my home dashboard?

You can display search results on your home dashboards using a Custom Search portlet. The data displayed in the portlet is updated each time the page is refreshed. For more information, see How can I display search results on my home dashboard?.

Can I display results from more than three saved searches on my dashboard?

You can display results from more than three saved searches on your dashboard by adding up to three Custom Search portlets. To display results for more saved searches, you can add a List portlet, set up a custom tab, or create a new custom tab. For more information, see How can I display results from more than six saved searches on my dashboard?.

Why can't I email or export search results?

If you need to email or export search results, but you do not see Email and Export buttons on your search and saved search results page, you may require a higher level of the Perform Search permission.

The Perform permission has two possible levels, View and Full. If you have View level for the Perform Search permission, you can run searches, and create and run saved searches, for record types to which you have access. If you have Full level for the Perform Search permission, you can run, export, and email searches, and create, run, export, and email saved searches, for record types to which you have access. Export and email buttons are available on your search and saved search results pages when you have Full level for this permission.

If you want to set up scheduled or alert emails of saved search results, you must have the Create, Edit, or Full level for the Perform Search permission.

Contact your account administrator for changes to your permission levels.

See the following topics.

Why can't I make my saved search public?

You must have at least the Create level of the Publish Search permission to share a saved search with other users. If you do not have this permission level, the Public box and the Audience subtab are not available on your saved search definition pages.

Administrators have this permission by default but most other roles do not. Contact your account administrator for changes to your permission level.

See the following topics.

How do I allow other users to subscribe to my saved search?

If you are an administrator or have at least Create level of the Publish Search permission, you can enable system-generated search email messages. You can define whether to send saved search results email according to a regular schedule, as alerts triggered by record adds or updates, or both.

You set up saved search email on the Email subtab of a saved search page. This subtab includes two recipient subtabs where you can specify the other users who should receive search results email. For details, see Saved Search Email.

See the following topics.

How can I make my saved search results available to users who do not have permissions to the underlying records?

You cannot make saved searches available to users who do not have the required permissions. However, you can lift restrictions on saved search results. See Permissions and Restrictions for clarification on the difference between permissions and restrictions.

Check the Run Unrestricted option on the Results subtab of a saved search definition page to make the saved search results available to users normally restricted from viewing the underlying records.

If you do not want viewers of an unrestricted saved search to drill down into detailed data, be sure to check the Disallow Drill Down box. For example, the transaction saved search described above should have the Disallow Drill Down option enabled, to prevent sales reps from drilling down into details of individual transactions from summary-level search results.

Note:

Users without the correct permissions will still be unable to view the search results.

See the following topics.

Why has the scheduled email for a saved search suddenly stopped?

Either of the following circumstances can cause scheduled saved search email not to send:

  • The saved search owner has been changed to a user who has not previously scheduled a saved search.

    For scheduled email for this saved search to resume, the new owner needs to log in with the appropriate role and resave the search.

  • The saved search owner no longer has login access to the NetSuite account, for example if the owner has left the company.

    For scheduled email for this saved search to resume, an account administrator must change the owner, and that user must log in and resave the search

See the following topics.

Why doesn't my transaction search return any values for Opportunity fields' results?

Opportunity fields in a transaction search return data only for opportunities that are linked to other transactions where the transaction linked is the criteria for the search. To return all opportunity data, use an Opportunity search instead of a transaction search.

For item searches, what is the difference between the On Hand and Location On Hand fields that can be used as search criteria and results?

On Hand is the total on hand quantity of the item on ALL locations. Location On Hand refers to the specific on hand quantities per location.

This distinction also applies to the following pairs of fields:

  • Available and Location Available

  • Average Cost and Location Average Cost

  • Back Ordered and Location Back Ordered

  • Committed and Location Committed

  • On Order and Location On Order

  • Preferred Stock Level and Location Preferred Stock Level

  • Reorder Point and Location Reorder Point

  • Total Value and Location Total Value

For more information, see Saved Searches.

Why doesn't my transaction search return any values for Created From fields' results?

If you select Created From field as results for a transaction search, line-level fields do not return values, because the join from a transaction to its source transaction's Created From fields is at the main body level and not at the line-level.

In some cases, you can define Applied To Transaction fields as results to return values for line-level fields. For example, if the source transaction for an invoice is a sales order, Applied To Transaction fields, the join between the two transactions is at the line-level, so values are returned for line-level fields. However, if the source transaction for an invoice is an estimate, the join is at the main body level, so values are not returned for line-level fields.

For more information, see Saved Searches.

How can I include line numbers in my transaction search?

To improve the readability of transaction line items, you can include line numbers in transaction search results by adding the Line Sequence Number field on the Results subtab of the search definition page. This field represents the internal sequence number stored for each transaction line.

Note that line numbers are not guaranteed to be in order, even if results include all lines of a transaction. To make line numbers contiguous in search results, add a Formula(Numeric) field as a results field on the search, with the following formula expression:

              RANK() OVER (PARTITION by {internalid} ORDER BY {linesequencenumber}) 

            

Note that you can create a line number custom formula field and apply it to transaction forms to display line numbers on viewed and printed transactions. For instructions, see Creating a Formula Field to Display Transaction Line Numbers. If you are using this type of field and you also want to include the line number in search results, set up the search as follows to ensure that search results match viewed and printed transaction items:

  • Set a criteria of Main Line = No (false).

  • Filter out transaction line items related to taxes.

  • Add the Item field as a results field.

  • Add the Amount (Gross) field as a results field; do not use the Amount field.

  • Add a Formula(Numeric) field as a results field, with the following formula expression: RANK() OVER (PARTITION by {internalid} ORDER BY {linesequencenumber})

See the following topics.

What formula can I use to return values for one search results field when the value of another field is minimized or maximized?

If you want to return the amount of the most recent transaction for a customer, for example, you can use complex dense_rank syntax in a search formula. However, the When Ordered By Field on the Results subtab of advanced search and saved search records provides an alternative. You need to select the results field for which you want to return a value, select a Summary Type of Minimum or Maximum, and select the field that you want minimized or maximized as the When Ordered By Field.

For more details, see the Using When Ordered By Field for Search Results.

See the following topics.

How can I narrow results for my global search?

The Search field in the upper right corner of every NetSuite page lets you enter keywords for searches of all NetSuite records.

To speed your global searches, you can include a prefix in keywords to narrow the search by record type. A search prefix is made up of all or some of the letters of a record type plus a colon or a caret, for example, you could use it: to search for items. For more details, see Global Search Prefixes.

See the following topics.

Why does my global search for an exact subcustomer name return no results?

Hierarchical names for child entities such as subcustomers usually contain colons. When you enter a name of this sort as global search keywords, the search usually returns “no results found”.

This result occurs because global search treats a colon as a type specifier. When you enter a hierarchical name, the first part of the name is treated as a NetSuite record type. For example, if you enter Company1:Company1A, global search looks for a record of the Company1 record type, with the name Company1A, and because this record type does not exist in your system, no results are found.

To avoid this problem, you can:

  • Enter a non-hierarchical name, for example Company1A, or

  • Add a space immediately before the colon, for example Company1 :Company1A.

    In this case, the colon is treated as a normal keyword separator instead of a type specifier and the search returns both the parent customer record and the subcustomer record. (If a string includes spaces or hyphens between words, global search treats each word as a separate keyword and results return exact matches per keyword.)

    You can add a type specifier as needed, for example, enter
    cu:Company1 :Company1A.

See the following topics.

Can global search return matches to fields other than record name and ID?

Global searches generally return only records that have name or ID field values that match the entered keywords. However, some custom fields also may be indexed for global search, so that records with indexed custom field values that match keywords are returned for global searches.

For details, see Including Custom Fields in Global Search.

See the following topics.

How do I use the Inline Editing feature?

NetSuite's Inline Editing feature enables you to edit records directly from lists or search results, so you can change fields without having to open individual records. Also, you can edit multiple records simultaneously by using keyboard commands.

To turn on Inline Editing:

  1. Navigate to Setup > Company > Setup Tasks > Enable Features.

  2. On the Company Tab, under Data Management, check the Inline Editing box.

  3. Click Save.

Inline Editing is available on the following lists:

  • Campaigns

  • Cases

  • Contacts

  • CRM Tasks

  • Customers

  • Employees

  • Events

  • Issues

  • Items

  • Leads

  • Partners

  • Phone Calls

  • Projects (Jobs)

  • Prospects

  • Solutions

  • Transactions

  • Vendors

On these lists, you can turn on the Inline Editing feature by clicking the Inline Editing button to set it to ON. Then editable fields include an edit icon in their column headings. You also can identify editable fields by placing the cursor on them. A field is editable if the cursor turns into a hand when on the field.

  • To edit a field, click on the field, and enter the new value. Press TAB or Enter, or click away from the field, to save the change.

  • You can undo changes made from inline editing one cell at a time. To undo a change you have made, click on the field, hold down the CTRL Key and press the letter Z (Ctrl + Z).

  • To move right for the next editable column in a list, press TAB.

  • To move back to the previous column, hold down SHIFT and press TAB.

  • To move one line down to the next record in a list, press Enter.

  • To move one line up to the previous record, hold down SHIFT and press ENTER.

  • To edit one field across multiple records, click on the field in the first record you want to change.

    • If the records are listed together, hold down the SHIFT key and click the same field on the last record to select all fields for that series of records.

    • If you want to select records individually, hold down the CTRL Key and click the same field individually for each record you want to edit. When the fields for the multiple records are selected, enter the new value, and press TAB or Enter to save the change.

      Now, only multiple fields in the same column can be edited. Multiple fields across different columns cannot be edited simultaneously.

  • To add a new record to a list, check the Show Quick Add box at the bottom of the page. Enter information for a new record at the bottom of a list. When you are finished, click Add to save the record.

See the following topics.

Why don't I see the field I want to update in the Mass Update Fields list?

To be available for mass update, a field must meet the following criteria:

  • It must support inline editing.

  • It must be displayed on your preferred form for the record type being updated.

  • If it is a standard field, it must be outside of subtab lists and must not have dependencies on other fields.

  • If it is a custom field, it must be stored and must not have a sourcing relationship.

For more information, see Mass Changes or Updates.

See the following topics.

Is there a limited number of rows for report and search results?

Search results have a limit of 10 MB. When exporting to a CSV file, this is equivalent to approximately 20,000 rows and 50 columns of data. If your results exceed these limits, try adding or modifying the existing criteria used in the search. For example, you can try limiting the date range used to generate the results.

For information about limits on report results, see Are there size limits for report and search results?.

Related Topics

Search Overview
Finding Records
Running Searches
Saved Searches

General Notices