How to Replace Formula (Text) with new Formula (HTML) for NetSuite 2023.2 Update

Introduction: As technology evolves, so does the need for enhanced security measures to protect sensitive data within enterprise systems. NetSuite, the leading cloud-based ERP solution, is committed to ensuring the utmost security for its users. In line with this commitment, NetSuite has announced an important update regarding Formula (Text) fields in the upcoming 2023.2 release. Here, we’ll talk about the significance of updating your Formula (Text) fields to the new Formula (HTML) fields, and give you a step-by-step guide to getting it done quickly.

Why Update Formula (Text) Fields to Formula (HTML) Fields?

What’s actually happening in the 2023.2 release as it relates to Formula (Text) fields? The ability to use Formula (Text) with an HTML formula is being deprecated… it’s actually being replaced with a new Formula (HTML) capability. Here is the notification you may have already received from NetSuite:

As of the 2023.2 release, results for Formula (Text) fields will only be displayed as plain text to improve the security of saved searches. To prevent issues with your searches, you should replace your Formula (Text) fields with the new Formula (HTML) field and check the Disable HTML in Search Formula (Text) box at Setup > Company > General Preferences. For more information about the new Formula (HTML) field available in your account, see Evaluating Code in Saved Searches Using Formula (HTML) Fields.

For more information about the Disable HTML in Search Formula (Text) preference, see Restricting HTML for Formula (Text) Fields.

NetSuite’s decision to transition from Formula (Text) fields to Formula (HTML) fields stems from the need to enhance the security of saved searches. In the 2023.2 release, results for Formula (Text) fields will only be displayed as plain text, limiting the potential risks associated with displaying HTML or other potentially unsafe content.

For example, a saved search that provides a link to a transaction record Formula (Text) currently looks something like this: 

‘<a
href=https://system.na1.netsuite.com/app/accounting/transactions/journal.nl?id=’||{‌internalid}||‘>View</a>’

(Note that HTML in Formula (Text) applies to any HTML – even fancily-formatted results – in addition to
HREF formulas… HREF HTML is just a common use case)

In this example, you can click on VIEW in the saved search results and link directly to that transaction. 

After NetSuite releases its 2023.2 update, if you haven’t updated your saved search formulas, the text of your formula will show up, but it will NOT work as a link. To avoid any issues with these searches after the 2023.2 release, you should go ahead and begin replacing the Formula (Text) fields with the new Formula (HTML) field now.

Steps to Update Formula (Text) Fields to Formula (HTML) Fields:

1. Find the list of saved searches in your NetSuite that use Formula (text) containing HTML Lists > Search > Saved Searches with HTML in Formula (Text)
   (When we conducted the search in our Limebox NetSuite, we had 23 searches with embedded HTML – we like HTML formulas…)

2. For each Saved Search listed, Edit > Results

3. Find each Formula (Text) that uses HTML code and replace (Text) with (HTML)

4. Once you have updated all the affected Saved Searches, you will need to Disable HTML in Search Formula (Text) Setup > Company > General Preferences > Select Disable HTML in Search Formula (Text)

Related: Video Walk-Through of Formula (HTML) Migration from Sarah Emily at NetSuite

New Role Permissions Required for Formula (HTML) Saved Searches

One more thing to note – the ability to use Formula (HTML) fields in saved searches is a new Role Permission. Formula (HTML) fields can only be used as results fields by users with the appropriate permissions. This allows administrators to restrict who can or cannot create HTML links. All of your current roles have already been updated with this new permission. All future new roles will need to have this permission set explicitly. 

To update user role permissions, go to Setup > Manage Roles > Setup Subtab where you will add or remove the permission: Create HTML Formulas in Search

How do I Know When 2023.2 Will be Released on my NetSuite Instance?

The easiest way to know when your NetSuite will be updated is to make sure the New Release portlet is installed on your dashboard. Once you have it installed, you’ll have access to all the release content, when the release preview is available (and how to request it), and your 2023.2 release date.

Related: Adding a Portlet to your Dashboard

Prepare for NetSuite’s 2023.2 Update with Experienced Professional Support

Whether it’s your first or hundredth NetSuite update, it’s always a good idea to make sure you are testing any new updates BEFORE the update is released. Once your release preview is available, NetSuite offers a sandbox environment in which you can simulate updates in your own system and circumvent any issues that may arise on your actual release date. If you’re not sure how to get started with a sandbox, or need help migrating to Formula (HTML) fields, we can help. 

At Limebox, we help customers with ongoing support services, as well as implementations and customizations. That’s how we’ve become a trusted long-term partner for 150+ businesses, helping to improve and streamline their business efficiencies within the software.

We’re ready to leverage our expertise to help you as an external NetSuite leadership resource. Get in touch to talk about your current business situation and how we can help you maximize your ERP opportunities.