We’re continuing to write a series of guides for our NetSuite customers that provide them with hints and tips so they can get the most out of their NetSuite software. This month’s guide is all about setting up email alerts.
For many companies, keeping up to date with the latest business information can prove challenging. With constant changes and updates, it can be difficult to make sure you’re always up-to-date but working off outdated facts can be dangerous. It can lead you to make ill-informed decisions and leave you open to making serious mistakes.
NetSuite’s comprehensive reporting features and easy-to-understand dashboards can reduce the chance of you missing or misreading important information. However, this does still rely on you remembering to check for updates regularly, and remembering all the information that needs checking where.
But with NetSuite email alerts, important updates come to you instead. Key changes will arrive in your inbox, giving you an immediate overview of vital metrics. No more digging around for updates or having to remember what might have changed. This information is always readily available to, and actively reminds you to stay across it.
What Are NetSuite Email Alerts?
Email alerts are automatically generated emails that NetSuite sends to assigned addresses when certain conditions are met.
Why use Email Alerts?
NetSuite is designed to handle vast amounts of data. More than a single person, or even a whole department, can stay across for every transaction in real time. Email alerts ensure that any time an update is made that needs to be known about, the right person will find out. Quickly.
They don’t just display the data you need, they’re effective monitoring tools.
What Type of Alerts Can I Get in NetSuite?
NetSuite offers two types of email alerts. The first is a ‘daily facts’ alert while the other is linked to your saved searches.
Daily Facts Alert
This type of alert contains a summary of information taken from the Events, Reminders, Key Performance Indicators, and Report Snapshots portlets on your NetSuite home page.
You can set these alerts to me automatically sent up to three times a day. Or, if you prefer, you can manually get an update by emailing ‘alerts@alerts.netsuite.com’. If you send the email from the address you use to log-in to NetSuite, it will automatically respond with the information you need.
Please Note: Daily Facts alerts don’t include data from custom or sales management reports. They won’t include any details from portlets that are hidden on your dashboard either.
Saved Search Alerts
Saved Search Alerts are fully automated. They are triggered automatically if a record is made or changed that meets your specified conditions.
For example, if you create a search for sale orders over 100 units, and an order is placed for 150, NetSuite will send an email alert to the specified person (could be you, but they can be set up to automatically send to any address).
With ‘saved search alerts’ you can choose between two triggers for the email to be sent.
Firstly, you can check the box ‘Send Email Alerts When Records Are Created’. In this situation, NetSuite only sends the email if a record matches the criteria when it is created. If the record is updated later, and then matches the criteria, an alert email won’t necessarily be triggered.
You can also set an alert to send if specific fields are changed to meet the criteria in an existing record. These won’t work on new lines or subrecords, though.
Finally, you can set these alerts to be sent as summaries after a specified period (such as a day).
