Enabling Saved Search Scheduled Email

You can define a schedule to automatically email the results of a saved search to yourself and other users, on a specific date, or at regularly recurring intervals.

Scheduled email is a great option for saved searches that take a long time to run. In addition, for exceptionally long searches, you may consider persisting search results. For details, see Persisting Search Results.
Scheduled search email messages can serve as regular status updates; you can send full results to a specified list of users, and matching results to targeted users.
You can specify recipients by user name or group name. You can also target users by defining search results fields that determine recipients, such as the Sales Rep field for a Customer search. For more information, see Defining Recipients for Saved Search Email.
If a Saved Search is set to inactive, any schedules applying to that Saved Search will not run. Both the Saved Search and the schedule will still exist in ths system, but the scheduled action will not trigger, and no scheduled email will be sent.
You can prevent emails from being sent for searches with no results. Disable the Send if No Results option on the Saved Search Email subtab. For information, see Canceling Scheduled Saved Search Emails When No Results.
Targeted scheduled email, by default, includes a summary of each user's results in one email message on each scheduled date. You can change this setting to instead send a separate email message for each related result, so that each user may receive multiple messages on each scheduled date. This ability is useful for activities like drip marketing. For more information, see Sending Summarized vs. Single-Record Results.
You can customize much of the text for scheduled email messages, and elect whether to include embedded search results or to attach a .csv or .xls file. For more information, see Customizing Saved Search Email Content.
You can define the sender for saved search emails. See Defining the Sender for Saved Search Email.
Saved search emails that have been scheduled in your production account are not run in your Release Preview account, to avoid confusion. If you want to email saved search results from your Release Preview account, you need to define this schedule directly in that account.

Warning:

Be aware that only one scheduled saved search can run at a time per user, with up to 200 concurrent scheduled saved searches per NetSuite implementation. When multiple saved searches are scheduled by a user for the same time, then only one search is executed and all other searches are waiting. If the search execution time becomes too big for all of the scheduled searches waiting to be executed at a single time, the scheduling process is blocked. If this issue occurs, the user needs to update scheduling on saved search definition pages to cancel all waiting processes so that schedule searches can be processed correctly. You can avoid this issue by scheduling searches at different times.

To enable scheduled email for a saved search:

On a saved search page's Email subtab, enable the Send Emails According to Schedule option.
To set up the schedule for sending emails, click the Schedule subtab.
1. Select the interval at which you would like to email the search results, or click Single Event to email the search results only one time.
2. As you select each interval, additional options are displayed for you to select. For example, if you select Weekly Event, you then can select the individual day of the week on which to send the results.
3. Select a series start date. This is the first day on which the search is run and its results are emailed.
  
  For a monthly or weekly event, the value entered for Start Date should match the selection(s) made for the series interval. For example, for a Start Date of 9-8-2014, which is a Monday:
  - For a monthly event, the day in the Start Date should match the selection in the option buttons. In this example, you should enter 8 for Day, if this option is selected, or select the second Monday.
  - For a weekly event, the day of the Start Date should match the selected day of the week. In this example, you should check the Monday box.
4. Select a series start time. This is the time of day that the search is run and its results are emailed.
5. Select an end date in the End By field or check the No End Date box to continue running the search and emailing its results indefinitely.
To specify recipients by user name, group name, or both, click the Specific Recipients subtab.

On each scheduled date, a single email message is sent, with all specified recipients (except those marked Bcc) listed in the To field, and full search results included. If a group defined as a scheduled search email recipient has an email address, that address is used in the To or Bcc fields of the message containing the results; otherwise individual email addresses for group members are used.
1. Select a user or group in the Recipient field. Click the button and select List to open the Choose Recipient dialog. Notice that you can limit the list of possible recipients to a specific type: contacts, customers, employees, groups, partners, or vendors. By default all types are listed.
2. If you do not want other users to see this recipient listed, enable the Bcc option.
3. Click Add.
4. Repeat these steps for other users and groups as necessary.
To target recipients based on values of search results fields, click the Recipients from Results subtab.

On each scheduled date, separate email messages are sent to all recipients who match search results values for the selected field(s). Each message includes only search results with values matching the recipient. By default, each recipient receives one message with a summary of all matching results.
1. Select a field from the Recipient Field dropdown list and click Add, repeating as necessary.
  
  Available options include entity and email type fields. For example, for a Customer saved search, you can select Sales Rep.
2. To send a separate email message for each matching result, rather than a summary of all matching results, to each recipient derived from results, disable the Summarize Scheduled Emails option.
  
  This option can be used for drip marketing.
To customize email message text, click the Customize Message subtab.

Some customization options apply to all scheduled email. Some options apply only to “single-record results”. (These occur when the Summarize Scheduled Emails option has been disabled).
1. In the From field, enter the sender’s name and email address. For required format details, see Required Format for Saved Search Email Sender.
2. In the Subject field, enter optional custom text. For single-record results only, you can include values from search results fields by entering field IDs enclosed in curly braces {fieldID}.
3. In the Introduction field, enter optional custom text to appear before search results.
4. For single-record results only, enter custom message body text in the Single-Record Results field.
  - You can include values from search results fields in this text by entering field IDs enclosed in curly braces {fieldID}. Select a field in the Insert Field dropdown list to insert its field ID.
  - Use the syntax <%=formula%> to add formulas to the text. Formulas can include {fieldID} references.
  - You can define email body text as an entire HTML page (by enclosing it with HTML tags), to send email content exactly as specified, with no additional styles, View Record link, or introduction.
5. Select an option button to indicate whether search results should be: embedded in the email message, attached as a .csv file, or attached as an .xls file.
  
  (This option is unavailable to single-record results.)
6. If you do not want to include a separate record link for each results row, disable Include View Record. When this option is disabled, one link appears at the bottom. When this option is enabled, a link appears for each row/record.
Click Preview, Save, Save & Run, or Save & Email.

Scheduled Search Email Limitations

The Show Internal IDs preference does not apply to results in scheduled saved search email. You must add Internal ID as a results column to return Internal ID values for a search.
If a saved search includes criteria filters that have non-specific values, such as -Mine-or -My Team-, scheduled emails may not be sent. Try to avoid using these values in your criteria filters.
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 must 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, a user with the administrator role must change the owner. That user must then log in and resave the search.

To enable scheduled email for a saved search:

Scheduled Search Email Limitations

Related Topics