NetSuite’s Saved Search feature is a powerful tool not only for reporting but also for triggering automated email notifications when changes occur in existing records. This functionality allows businesses to stay informed in real-time without manual monitoring or scripting.
To set up an email alert when a record changes (such as a customer becoming active or inactive), follow these steps:
1. Create a Saved Search: Navigate to the appropriate record type (e.g., Customer, Vendor, Transaction) and create a new saved search.
2. Set Criteria for Changes: Use filters like Status, Last Modified Date, or custom fields to define what constitutes a change. For example, to track customers who became inactive, set criteria where Status = Inactive and Last Modified Date = today.
3. Configure Results: Select the fields you want to include in the email, such as Name, Email, Status, and Last Modified Date. These will appear in the email body.
4. Enable Email Alerts: Under the Email tab, check the box labeled “Send Email Alerts When Records are Created/Updated”. This ensures alerts are sent not just for new entries but also when existing records are modified.
5. Add Recipients: Choose specific users, roles, or external email addresses to receive the notification.
6. Schedule the Search: Use the Schedule tab to run the search periodically (e.g., daily or hourly). NetSuite will evaluate the search each time and send emails only if matching records are found.
This no-code solution is ideal for monitoring key changes—like customer status updates—ensuring that relevant stakeholders are promptly notified and can act accordingly.