In this blog post, I will cover how to export data from a custom record and why a saved search may not be recommended.
We have a custom record type named ‘Item attributes’ and it has more than 200 fields (columns). This is linked to the NetSuite ITEM record and it is like an extension. So if we have around 50,000 items, we expect to have 50,000 rows. The above custom record is deployed in production.
If we use typical saved search, the file size will be in excess of 500 MB as it considers the data type of each column and whether or not it has data within it.
NetSuite provides another link which is visible within the CUSTOM RECORD TYPE page and is usually next to the record type.
In the above image, click on the SEARCH hyperlink which opens up another page like below.
It also shows all the columns of “Item attribute” record type as long as the ‘show in list’ is ticked (as shown in below page) within field definition.
So, when a user clicks on the SEARCH hyperlink, it shows all fields in the order that the fields were created. It is recommended to store the SEARCH hyperlink in dashboard.
The next step is export the data. Most users click on the Submit button but you should use the EXPORT button.
The export button will consider all the fields along with criteria of the fields. For example, if you use item color field and want only BLUE colored items, then the EXPORT will match based on that criteria. This is similar to saved search criteria but the presentation of the page is much easier to navigate and understand.
The export will produce data in a CSV file format and the file size is dependent on how many fields have a value or NULL. But in any case, the file size is very much smaller than typical saved search output.
As long as any new fields that are created have ‘show in list’ selected, it will be automatically added to the SEARCH hyperlink with the export button option.
While the above looks simple and easier, various situations will arise where users want to have default criteria. For example, a user may want to do an export every time items that have an attribute like location set to NY. In such cases, personalize search can be used. However, care should be taken to restrict to the required users and not making global.
For example, users belonging to the NY location may create a personalize search by setting location to NY while TEXAS users may create their own personalize search as well.
Note that users who have personalize search will not automatically get the newly added columns but they can add it to the personalized search.
Also the main administrator or data management team should take the responsibility of handling the custom record along with personalized search.