Automatically Export NetSuite Saved Search as CSV to File Cabinet

This article is relevant if you need an automated method to export NetSuite saved searches to the file cabinet.

Background

While my firm is often engaged to produce challenging integrations against third-party services (e.g., eCommerce, warehouse management systems, third party logistics), there are times that our clients just need some basic capacities that NetSuite does not provide out of the box.

This week’s article’s challenge is to overcome how NetSuite allows you to create a saved search and schedule it for email distribution, but the out-of-the-box platform does not give you a way to export the saved search to a CSV file to a target cabinet location.

Thus, in this article, I will share about two technologies we offer our clients license-free to generate a saved search in CSV format into a file into a target file cabinet directory. Once the file is in the cabinet, it can be distributed via sFTP. Each of these technologies was created by our technical analyst, Borko M., who excels at creating NetSuite tools and integrations. I am grateful to work with a talented professional team that helps solve a myriad of NetSuite-based client challenges.

Simplified Saved Search Export Definition

I have previously written about how we have created a sophisticated framework for exporting and importing files to/from the NetSuite system. See my 2020 articles, Solve for High Performance NetSuite Data Exports, and Fully Automate Complex NetSuite Data Imports. These tools are heavy-duty designed to take on demanding enterprise requirements with hands-free automation and monitoring. For a client that sought a simplified approach for exporting data, we enhanced our RIEM (Record Import Export Manager) to allow the following:

1. Profile Definition: for every saved search that needs to be exported, you can create a custom profile record to reference a single saved search definition. Create as many as needed — no scripts to deploy.
2. Folder Output: define the target folder destination. This target can vary on every profile definition.
3. File Name: define the filename with the use of variables. For example, to ensure you have a unique file name, use ${time} as part of the file name.
4. Scheduling: you can get control over the timing of the file generation. Indicate the day of the week, a possible repeat pattern, or the time of day you wish the saved search to be generated.
5. Persistent Search (large output): experienced NetSuite administrators will understand that some saved searches take too long to run and won’t immediately come back with results. Overcome these timeouts. Our tools use NetSuite’s libraries to schedule the running of the saved searches using persistence parameters which will generate files that are larger than the typical 10-megabyte constraint and overcome the timeout limitation. We have generated files as large as 700 megabytes under this process.
6. Generation Log: view a log of work that has been produced to help diagnose and confirm expectations of work completed.

Click images to see the record definitions.

Move Files using sFTP

Half the challenge of exporting files is generating the data. This is now simplified as outlined above. However, after the CSV data is generated, we often need to distribute that information. There is no need to go deep into how that works here because you can reference my 2020 article, NetSuite sFTP Transfers Made Easy, which outlines the process. Yet, it is simple enough to set up another license-free distribution configuration to move files to the target system.

Value Added NetSuite Professional Working Relationship

This article is a good illustration of the many ways we add value to our client relationships. When listening to our client concerns, we always think about how we can use native NetSuite capacities to solve the challenge. But if NetSuite falls short, our ability to innovate gives a route to a solution. Oftentimes, since we have been in the community since 2008, we have seen situations and likely have a tool to help accelerate solving the puzzle. Consequently, we have a growing list of license-free NetSuite accelerators (bundles) that help produce greater value in our service relationship.

If you found this article meaningful, feel free to receive notifications of new articles as I post them. If you are ready to tackle your saved search export challenges, let’s have a conversation.

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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