1. SuiteAnalytics
  2. Search
  3. Simple and Advanced Searches
  4. Defining an Advanced Search
  5. Advanced Search Criteria Filters
  6. Defining Standard Search Filters

Defining Standard Search Filters

On the Criteria, Standard subtab of an advanced or saved search, you can set up filters using fields from the record type, join fields from related records, and formulas. For some searches, you can also use values from attached files as filters.

Note:

To use a saved search as a custom KPI for multiple date ranges, don't add a date field as a filter on the Criteria subtab. For more information, see Notes on Using Saved Searches as Custom KPIs.

To define a field value from the selected record type as a filter:

  1. Select the field from the Filter dropdown list. The fields are listed in alphabetical order.

  2. Click the Set Description button Set description icon next to the filter field to open a popup window where you can enter a value and search logic (if available).

  3. Click Add to choose the next filter.

To define a join field value from a related record type as a filter:

  1. Select the related record type in the Filter dropdown list.

    Note:

    Related record types that have join fields you can use as filters are listed at the end and have ‘...’ after their name, for example, Account Fields....

  2. In the first popup window that appears, select the join field from the related record type you chose.

  3. In the next popup window, enter a value and search logic (if available) for the filter field, then click Set.

  4. Click Add to choose the next filter.

For a list of related record types with join fields available for each search, see Related Records Fields Available for Advanced Searches.

To define a formula as a filter:

  1. Select a Formula option from the Filter dropdown list.

  2. Click the Set Description button Set description button to open a popup window where you can enter the formula.

  3. Click Add to choose the next filter.

For more information, see Formulas in Searches.

Note:

To use parenthetical expressions to define search filters, check the Use Expressions box. For more information, see Using Expressions in Search Criteria.

To define a field from an attached file (such as the file's name) as a filter:

  1. Select File Fields... in the Filter list.

  2. In the popup window, select a field from the File Filter list.

  3. Click the Set Description button Set description button, enter or select a value for the filter field, and click Set.

  4. Click Add to choose the next filter.

For more information, see Searching by File Attachments.

Using Encrypted Fields in Searches

Searches and saved searches let you use custom fields with encrypted values. You can use encrypted fields in search results columns and in search filters, but only with a few operators (is, is not, is empty, is not empty). However, you can't use encrypted fields in search formulas, highlighting, summary results, or summary criteria.

SuiteScript doesn't support saved searches with encrypted values. Credit card numbers show up in search results only if you have the View Unencrypted Credit Card Numbers permission.

Defining Preferred Vendor Filter for Item Search in OneWorld Account with Multiple Vendors Feature Enabled

If you define the Preferred Vendor field as a filter for an item search in a OneWorld account that has the Multiple Vendors feature enabled, you may encounter the following issue: If an item has more than one preferred vendor, the search is only capable of displaying the item under one of the preferred vendors, which happens to be the first one listed on the item record. This case is possible because there can be multiple preferred vendors in a OneWorld account that has the Multiple Vendors feature enabled, with a different preferred vendor per subsidiary.

To avoid this issue, instead of using the Preferred Vendor field as a filter, use a combination of the Vendor field and Vendor is Preferred field in filter criteria for the item search. Set the value for the Vendor filter field to be any of the vendors you want to include, and set the value for the Vendor is Preferred field to be Yes. An item search with these filter criteria will return all items where at least one of the subsidiaries has any of the designated vendors as the preferred vendor.

Limitations on Credit Card Number Search Filters

To maintain the security of customers’ credit card information, as of January 9, 2014, search criteria based on the Credit Card Number field can use only the following operators: is empty or is not empty. This limitation applies to searches executed in the NetSuite UI, as well as those executed programmatically through SOAP web services, SuiteScript, and SuiteFlow.

The Credit Card Number search criteria field has been changed from a text to a box type field. If you select this field on the Criteria subtab of a search definition page, you have options to filter search results by a value of Yes or No for this field. So you can filter search results based on whether they include a credit card number, but you cannot search based on credit card number values.

Note:

To comply with current limitations, any previously existing saved searches that used operators other than is empty or is not empty, such as contains, is, or is not, with the Credit Card Number field have been deleted from all NetSuite accounts.

Limitations on Transaction Search Filters

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.

If you select Created From field as results for a transaction search, line-level fields do not return values. 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.

Limitations on Long Text and Rich Text Search Filters

If you set contains search filters for fields with Long Text and Rich Text text types, the matching string length has a limit of approximately 500 characters. This limit may vary depending on the character encoding you use.

Defining On Hand and Location On Hand Filters for Item Searches

There is a distinction 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:

For more information, see Saved Searches.

Related Topics

General Notices