Creating Custom Reminders for your NetSuite Dashboard
Your NetSuite to-do list
Considering your dashboard is your individual splash-screen when you login and your home to click back to, it makes sense to bring your tasks, information and reminders there for easy access. Keeping track of what needs doing can often become a time-consuming exercise; so having intuitive and helpful reminders on the NetSuite dashboard could be the best way to save yourself time and effort.
NetSuite is able to use Saved Searches to tell you when new information is added to NetSuite, when a circumstance has changed or when it is time to complete one of your day-to-day activities.
NetSuite has in-built reminders such as “customers to bill” or your “tasks due today”, a great tool for keeping the monotonous tasks in mind. There is potential for any department or role to utilise one or many of these reminders to help organise tasks, and it is also a fantastic way to help new users access work appropriate to them quickly and easily.
However, as every organisation creates its own unique tasks, the ability to create custom reminders can help bring these advantages to more individual requirements. In the Guide we will be setting up a reminder which makes the user aware of Customers with an overdue balance. This information could obviously be of great benefit when chasing debtors and sending out invoices.
Using Saved Searches
To gather the information needed for a Reminder, NetSuite uses information it finds in Saved Searches. It is possible to make a Saved Search as vast and complicated or simple and small as required and they are able to explore pretty much everywhere within NetSuite.
To create a Saved Search we first go to Lists > Search > Saved Searches > New. We can then select what type of search we would like to complete (Essentially where you would like to look with your search). In this example we are going to select Customer, but there are many more options; such as: Accounts, Employees or Items.
First and foremost it is important to add a title to the Search that will make it easily recognisable in the Reminder Portlet. In this case we have gone with “Overdue Customers”, descriptive enough but also succinct enough to be displayed in your Reminder Portlet. An ID will be automatically created if you don’t fill in the field, but we would recommend creating a distinctive one using _ like we have in the example above.
The next important and easily missed step is to ensure that the Saved Search will be available for Reminders. We do this by checking the box on the right of the page as shown in the example below. You can make your Search available in other aspects of NetSuite too, making it public so all users with sufficient access can use it too for example. Clicking on each title will pop up Field Help to aid you in working out which to select.
The next step is to select the criteria for your Search and as such your Reminder. By Clicking the Filter Drop-Down Menu, NetSuite will provide you with a list of all the possible fields to search through. Relative to the purpose of our Reminder we have selected “Days Overdue”.
The selection will then require you to select a Criteria or a rule for the search. This step is essentially establishing the characteristic all your results will share; in this case, that the “Days Overdue” on the Customer Record is greater than or equal to 1 day.
To help cater your results for the requirements of your Reminder, it is worth going onto the Results tab and selecting the fields that would be most useful displayed in the results list. In this example we have added “Overdue Balance” so it could be possible to quickly see which customers owe the most.
Selecting how you want the search to be sorted in the Sort By menu can also make your reminder even more bespoke.
Once you click to save the Saved Search it will also then run and display the results as you would see them from the reminder. This is a great time to check if anything is missing or could be added to the reminder to make it more appropriate, and will also help check the searches functionality.
While this example remains fairly simple, the Saved Search function is definitely something worth exploring further when trying to make NetSuite work for you.
Setting up new Reminders
Now we have a Saved Search we can utilise in a Reminder, we can start adding extra functionality to the Home Dashboard.
The Reminders window can usually be found in the top left of the Dashboard, but those with already Custom Dashboards may have to scroll around the page. Once found, by hovering over the menu icon we get the options to remove the Portlet or Set Up Reminders.
There isn’t a Reminders window on my Dashboard?
Don’t worry, it may have been removed but one can be easily added by clicking to Personalize your Dashboard at the top right of the page.
Simply find the Reminders icon from the list of Content and drag it straight onto your Dashboard.
When we click to Set Up new Reminders, we have the option to Add Standard Reminders or Add Custom Reminders. Adding Standard Reminders is a simple process of clicking on the Reminder from the list before clicking Done; at which point the Reminder will be automatically added straight to your Dashboard. It is definitely worth having a look through the list and seeing if any could be useful for yourself or your colleagues.
Task related Reminders can be found here too, and we recommend making the most of NetSuite’s calendar.
However, in this instance we want to create a Custom Reminder. Clicking on Add Custom Reminder will display a selection of items made “Available for Reminders”. We successfully did this for our custom Saved Search and so we can select “Overdue Customers” from the list.
After selecting Done, the Custom Reminder will now have been added to the list of Reminders and the changes can be saved.
We are now reminded about 8 Overdue Customers on our Dashboard, and by simply clicking on the link open up our Custom Saved Search results ready for viewing and editing.
Want your reminder further up the list?
Head into Set Up for Reminders and simply drag the Reminder up or down the list.
The Reminder won’t display on the Dashboard if there aren’t currently any results for the Saved Search, so when the Reminders window is empty you know your To-Do list is complete.