This article is relevant if you are trying to assess how your employees are consuming NetSuite licenses.
Background
As your organization grows, it may become more demanding to understand how you are consuming NetSuite user subscription licenses. This information is valuable especially when you are planning for growth and when you are discussing your annual NetSuite license renewal.
NetSuite User Login Saved Search
The way to get this information is to leverage NetSuite’s Saved Search. The login information is contained within the Login Audit Trial. While a relatively simple search, it helps to illustrate some important capacities:
- Start with an Employee Search and link to Login Audit Trail: this approach helps you find employees that are consuming a license but have never logged in.
- Leverage Summary Searches: roll up the Login Audit Trail information to find the last time the user logged in and assess how many times that have logged in.
- Only Consumed Licenses: Exclude any employees that are not currently consuming a license.
See the screen shots on how to construct your Saved Search. I assume you are familiar with the basic mechanics of NetSuite Saved Search and that you can refine the definition to meet your own requirements.
Get Assistance
NetSuite has a number of tools and services that allow most users to get access to information and solve their business problems. Sometimes, working with a NetSuite expert helps you quickly get concerns addressed while enhancing your team’s knowledge and use of the tool. If you would like assistance on to optimize your use of NetSuite, contact us.
Marty Zigman
Holding all three official certifications, Marty is regarded as the top NetSuite expert and leads a team of senior professionals at Prolecto Resources, Inc. He is a former Deloitte & Touche CPA and has held CTO roles. For over 30 years, Marty has produced leadership in ERP, CRM and eCommerce business systems. Contact Marty to set up a conversation.
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I found it easier to simply go to Setup>Company>Billing Information and find the “Full Access User” row and view the “Current Provisioned Qty” and the “Current Used Qty” columns.
Still, a great article showing how to do this via Saved Serach
Thank you Matt. Indeed, this is the quick way to see how many are being consumed. What often comes up is “Who is consuming these licenses?” which the saved search answers.
There are ways to refine the search to distinguish from Full User licenses and Employee Licenses as well. The trick there is to use some CASE logic to mark if a role is consuming Full vs. Limited and then aggregate.
Marty
I think it’s good tip to start with Employee Search then link to Login Audit Trail, as I was always working the other way around (for some reason).
Thanks for the quick/simple tip along with other posts 🙂
Times out for me. Of course we have 436 active users and have been running with growing numbers for 4 years.
This search would be limited to smaller setups or subdivided by department/location.
But, once I set a criteria for my department I see that I have 68k logins. Lol. That’s as many as the whole finance department (with a membership of 30) combined. Little more actually. Dang. 5X the logins of our ‘administrator’.
Nice search Marty.
Hey Corey,
Sometimes I have to run queries more than once to get NetSuite to “warm up” to get through query timeouts. Did that work?
Marty
I didn’t try that. I just assumed it had too many records to query. I’ve run into the limit many times with searches; I have grown used to it.
Also, I have determined that the search I built today counts all the multiple times a day that the Outlook plugin hits the login. So not super useful to see how much I work 🙂
I’m trying to create this search, but I am not able to find the “Login Audit Trail” results in an Employee search. Any insight into that?
Hi Charles,
Are you able to see the Login Audit Trail from the Saved Search Menu? Here is a link (works in the system.netsuite.com datacenter)
https://system.netsuite.com/app/common/search/search.nl?searchtype=LoginAudit&rectype=-1&cu=T&e=F
From that search, join out to the employees table to get the related information.
Marty
Hi Marty,
Another super helpful article, thanks!
Just a note, I ran into two things.
1. Timeout (just set to run on a schedule)
2. Added a new formula date column for sorting, because the ones with no login dropped to bottom.
Summary = MAXIMUM
CASE WHEN {loginaudittrail.date} IS NULL THEN TO_DATE(‘1/1/1970’, ‘DD/MM/YYYY’) ELSE TO_DATE({loginaudittrail.date}, ‘DD/MM/YYYY’) END
Thanks and keep up the awesome work!
Paul
Paul,
This looks very helpful. Searching on System Notes and sorting on dates is tricky and I like what you did for Null. Thank you.
Marty