Enabling Saved Search Scheduled Email

Set up a schedule to email saved search results to yourself and other users on certain dates or at regular intervals. This option works well for:

Searches that take a long time to run. For exceptionally long searches, consider persisting search results. For more details, see Persisting Search Results.
Regular status updates. Send full results to some users, and filtered results to others.

Add recipients by user name or group name, or use a field like Sales Rep to set recipients based on search results. For more information, see Defining Recipients for Saved Search Email.

If a Saved Search is inactive, the schedules don't run. Both the search and the schedule still remain, but no email is sent.

To avoid sending emails for searches with no results, disable the Send if No Results option on the Email subtab. For information, see Canceling Scheduled Saved Search Emails When No Results.

By default, targeted scheduled emails send a summary of each user's results in one email message on each scheduled date. You can change it to send a separate email for each result, so that each user receives multiple messages on each date. This is useful for activities like drip marketing. For more information, see Sending Summarized vs. Single-Record Results.

Customize the email text and choose to embed results or to attach a .csv or .xls file. For more information, see Customizing Saved Search Email Content.

Set the sender for saved search emails. See Defining the Sender for Saved Search Email.

Scheduled saved search emails in your production account don't run in the Release Preview account. To email results from the Release Preview account, set up the schedule there.

Warning:

Only one scheduled saved search can run at a time per user, up to 200 simultaneously per NetSuite account. If you schedule too many saved searches for the same time, only one runs and the rest are set on hold. This may block the scheduling process. If this happens, update the schedules to cancel all waiting processes. You can avoid this issue by scheduling searches at different times.

To enable scheduled email for a saved search:

On the 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 send emails, or click Single Event to send it only one time.
2. Each interval gives further options. For example, Weekly Event lets you choose which day to send the results.
3. Choose a start date as the first day the results are emailed.
  
  For monthly or weekly events, be sure the Start Date matches the interval choice. For example, for a start date of 9-8-2025, which is a Monday:
  - For a monthly event, the day of 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. Set a start time. This is the time of day that the search is run and its results are emailed.
5. Set 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