A saved search in NetSuite is a reusable search definition that can have many advanced search filters and results display options. If you have the Publish Search permission, you can also share search results with other users. Saved search results provide reporting and tracking and can serve as the basis for business analysis and strategic decision-making.
One of the basic tasks of a NetSuite Administrator is to keep the company’s Users/Roles up to date in their NetSuite system. This ensures your team has proper access to the information they need, as well as puts ongoing security audits in place.
Assigning a custom role for each user is a NetSuite best practice that allows you to change and maintain each role easier.
To get basic users/roles information, you can always use the login audit trail… SETUP->Users/Roles->View Login Audit Trail
But creating a set of repeatable custom saved searches for ongoing user administration saves time in the long run, and provides better insights into your system’s usage. Here are the top 4 most useful users/roles saved searches and how to implement them in your own NetSuite.
Best Practice Tip for NetSuite Users/Roles
Assign a custom role for each user so that you can change and maintain each role easier.
01. Saved Search: Login Audit for Admins
The Login Audit Saved Search provides the LAST LOGIN of all of your NetSuite administrators. Rarely should there be more than a few Administrators, and they should be recent users. This report lets you determine if there are any admins who should be deactivated (no longer working at company, or have changed roles). There shouldn’t be any “long lost” logins here, like Consultant.
Example Report
How to Set up Admin Login Audit Saved Search
01. Use the “SETUP->Users/Roles->View Login Audit Trail” to initiate this saved search
02. Click the “Create Saved Search” button to create a new saved search with the CRITERIA and RESULTS settings below
Saved Search Criteria
Saved Search Results
03. Save and Run the search with the name of your choice
02. Saved Search: Login Audit for Active Users/Roles
This saved search provides active roles, a count of usage, and the list of users logging in with each role, so that you can determine what roles are being used, and if the right person is using them. If one user is assigned multiple roles, it is likely an integration interface, but should be validated. In order to conduct an effective user audit, it is best to have just one role assigned to each user. Multiple roles should only be used for backup or special limited access (ie Admin).
This saved search has a bit of formula/SQL wizardry to get the list of users per role. Also adjust the date time criteria to what you want to look at.
Example Report
How to Set up Active Users/Roles Login Audit Saved Search
01. Use the “SETUP->Users/Roles->View Login Audit Trail” to initiate this saved search
02. Click the “Create Saved Search” button to create a new saved search with the CRITERIA and RESULTS settings below
Saved Search Criteria
Saved Search Results
03. Save and Run the search with the name of your choice
03. Saved Search: Login Audit for Last Logins
This saved search provides insights into the last time each User and Role logged in, so that you can identify any users and/or roles that need to be removed from the system. Any User who hasn’t logged in to your NetSuite system for a month or so should probably have their User access removed… and probably consider doing a performance review if they still work for your company!
For this saved search, columns for “Login Access” and “Inactive” are included so that users that have been removed from the system are also visible.
Example Report
How to Set up Login Audit Saved Search for Last Logins
01. Use the “SETUP->Users/Roles->View Login Audit Trail” to initiate this saved search
02. Click the “Create Saved Search” button to create a new saved search with the CRITERIA and RESULTS settings below
Saved Search Criteria
Saved Search Results
03. Save and Run the search with the name of your choice
04. Saved Search: Login Audit to Identify System Hacking
This is an important security audit for your NetSuite system that we recommend you schedule to email admin reports on an least a monthly basis. With this report, you will be able to easily identify large counts of failed login attempts on a particular IP address. If there is a large number, this is an indication that someone is hacking your system. You should immediately alert the impacted user and change their password.
Example REPORT:
How to Set up Login Audit Saved Search for Failure by IP
01. Use the “SETUP->Users/Roles->View Login Audit Trail” to initiate this saved search
02. Click the “Create Saved Search” button to create a new saved search with the CRITERIA and RESULTS settings below
Saved Search Criteria
Saved Search Results
03. Save and Run the search with the name of your choice
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